MINUTES OF MEETING SUGGESTION AWARDS COMMITTEE THURSDAY, 27 OCTOBER 1960

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-00832A000300020001-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 347
• Document Creation Date: December 14, 2016
• Document Release Date: September 26, 2002
• Sequence Number: 1
• Publication Date: October 27, 1960
• Content Type: MIN

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in aLdition to tangible savings mentioned in pare-
etaph C 1 by Chief, RID, it is believed that adcei., on
c/f this procedure would result in intangible bereC ta
to a moderate degree (improvement of a routine eee- ice)
and to a ibiii extent (clerical personnel in se-een
division0. 2qr;_ltiliv2? /?....errefeeece
7
Benefits to area divisions you'd be in:
Elimination of certain division logging acieee
eed records.
ff ) Reduction in time and work involved in ge.V-
neee trace results back to the field. (-
01) The timing of RID name traces no longer be :',re
-effected by division workload, and
0-) Ability of the division to conduct a check ef
their own files simultaneously with the chce
eine conducted by RID: thus resulting in
expeditious hanaling of routine name checke,
acoemandation of Executive Secretary:
,
L. Kest in line-of-duty.
2. liward. of $285.004335.00 based upon:
*100.00-$150.00 for Intangible Benefits (Moderate
-
$185.00 based upon net Tangible Savings of $6,3Te
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SU:LA.1A Y AND .'"iii0:MtlF? P TIOnn CR THE r..D.MITTlini
Stn3GESTION NO. 84; datni 9 Intri IOSQ
owe, At
00020001-1
27 October 196C
2 GS-12, Assistant
Budget Offi.
A. ,1113a1=-2.1.9,92414.90
This suggestion proposes a reclassification of financini
accounts to accommodate functional activities, thereby revi:M7 all
administrative and operational reporting. This provides a nner
basis for executive management.
STATI NTL
This proposal deals with the revi?lon of tha current A(k.onnts
Classification and related financial and operational report.-g,
Basically it was designed to, first of all establish a unif(n method
of measuring costs and accomp7ishments of each activity on
wide basis; basis; and eliminate the thousands of an hours spent ;
varying numbers of persons anc staffs .1.1 initiating, review::.
reporting and directing hundreds of small FI projects, none
which gives them an overall view.
(The suggestion was originally rendewed by the Suggest
Awards Committee on 9 February 1960. The Chairman proposed
tabling final action for approximetely six (6) months until
system had a reasonable trial period, and until the Comptroi
could evaluate his pat of the new system.)
alimagy.A.L.gaalaitio
This valuable suggestion served as a basis for a comple
modification of the manner in which Clandestine Services Ope n
Programs are prepared for the knowledge and approval of top
management. (Old and new reporting for as will be available
the meeting.) This is tho first steap in this revolutionary n..no a
and it is expected that other similar steps will follow, sucn
the substitution of country acivity plans for projects as tn
vehicles for approval above thn division level. and the sPying
of accounts.
onal
Assistant to the Deputy Director Plans
stated in kebruary, 1960 that he considnred this idea to be
the High-Extended category. Hc also renarked that Mr. Bisse:X
has used a copy of the fxggsto. repeaedly as an exhibit tc
emphasize the new stroamlininn eHorts of his office.
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S3TIQ NO, 8-584 (continued)
In Me latest evaluation, the Comptroller states that -
specifics of the suggestion itself do not affect the techru;
dsed it the effiee of the ComptrollQr to prepare budgets, E
late accounting data and to prepare accounting reports. Ac
he recommends that the Chief, DD/P, PG be consulted
data on the recent developments that may have resulted frok
aUggestion.
-Chief, DNB, PG, was consulted again on 19 October 196
Hia:,;rierli are still as stated in his January 1960 evaluatic-
Eien greater benefits cannot accrue until another Year -1-
twO when other phases of this proposal might be placed intc
operation. Be rates the suggestion as worth at leaet $400, -
to the Originator.
C. Recommendation of the Txecative Uaretsu
1. Not in line-of-duty.
2. $400.00 award based on the Intangible Benefits
(High-Extanded)
D. Decisionf the Committee
____Adopted iii,bilmard.
Rot Adopted
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STATI NTL
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SUGGESTION NO. 60-478 (Continued)
Recommendation of the Executive Secretaa
1. Not in line-of-duty.
2. $150.00 to $200.00 award based on the Intangible Beits
(Moderate-Exta'Jd)
3. Referral to CSC for distribution to Amy, Navy, Air, and
NSA.
D. Decision of the Committee
eit-ALIVO/M?MI?e?
-cL
Not Adopted
Jr,
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C.n = *.r
60-44/
S.C.,T.00
60-470
5 50.00
60-59t3
$120.00
61!-1
$125.00
61..12
.$ 50.00
.61723
S100.00
61-33
$200.00
61..39
$10000
61-40
S 50.00
In- .:;x:LI Aw:11
61-90
$1200
The meeting ?.1 ' 7T1 at 4410
( Intangible Benefits (E-'
( Tangible Savings $5s,0000
Intangible Benefits
Tangible Savings $3,700.00
Intangible Benefits (Arad-Loc)
Intangible Benefits (S2i-L,0)
Tangible Sayings- $3t700.00
Intangible Benefits,(Mod-Zu)
( Intangible Benefits (Sli-f:. '
( Tangible Savings Ii20.00
Intangible Benelits (flial!LD)
Intangible Benefits L Lw)
Actrlf
Sgaa.tic,L1
60
.E:4ocuttvz Secvitary
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.292Minkint
Malarn.
all Incentive Awards AdministrAtors in ,744 Fedeal-
Government. They also attended a Federal- Incentive
Awards Association meeting at which thc Commissioners
Mrs. Gundersonswas the principle speaknr.
h. There will be a Civil Service COMMISSiGO meeting at the
General Accounting Office Auditorium the .afternoon of
November 15th. If any members wish to attends please
let the Executive Secretary know after the meeting, and
reservations will be made.
We hwie received a proposal from the DD/I area to launch
an "office level" program -- starting uith one component
and then perhaps expanding into others.
Memos ha'ao been prepared for the DD/I the DD/P, and the
DD/S describing comparative scores for suggestions receivue
and adopted in Fiscal Year 1960 -- remarks from the Civil
Service Commission Chairman and attachrents or dissemin-
ation from the Deputy Director to each Component's Office
and Division are included. There are also four clmmonda-
tions to outstanding supervisors incluCed.
k. Publicity: Film Showings -- (1) We haTe ccntinued to show
the "Power nf Suggnstinn" to ManagnmaW Supervision classea,
to JOT classes in OTR, to Divisions in the DD/P, and in
connection with Introducing the new Cl,ndestino Servicen
Operations SuggeotIon Panel.
(2) We hava submitted articles. for thc Support Bulletin
with nketchan.
(3) We borrowed a handsome display frcm the Life Under-
writer's Training Council and used it succensfully at
our Support Exhibit.
The Enenutivn Sennotary rnpreeented thc Chairman at a
large ceremeny in OSI wharn Dr. Scovilae awarded $100.00
to an OSI enplwynn,
The Cnamitten appnnvnd the following action for the
suggestion
mclAkn
Total_Annn?il
58-58,1
$450.00
59-127
$335.00
59-448
$ 50.00
Pfnafikainm
intantjlhie Elonite.; (Hi-Ext).
Intangible Benefits (Mnd-Lon)
Tangible Savings $6,377.00
intanclble Danefits (W-Lla)
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SUMMARY AND RECOMMENDATIONS FOR THE OOMMITTEE
STKTINITL SUGGESTION NO. 61-23: da ted 18 July 1960
OL, DD/S
A.51M_AtrA_Qt_aMggIattOn
27 October 1960
GS-1, Courier
Suggester proposed consolidation of two courier positiene
serving Centrals Admin, and North Buildings. Two couriers
average three hours of work each per working day. The comteeee
tion of these positions and establishmentsof a single route
covering all stops in the three buildings could be put inty
effect by stationing a single courier in the Admin Buildino ee
whom all truck deliveries for all buildings would be made.
B. all-%1F.Y...91-.EWLIS@Aiall
After consultation with the Management Staff Analysts 'tl'es
suggestion was tested by the Chief of the Mail and Courier 'ereech,
OLs for three days beginning 28 September 1960. The test e ,
successful and the courier posted for the North/3entral Bui dieg
complex has been discontinued.
The GS-4 courier ($3,755) formerly assigned to the Nor V
Central Building post has been assigned to other duties. T ,e
net saving is not quite equal to the salary of the former c .e,ler
because the new system does require some additional time ar
work on the part of the couriers on the "A" Mail Shuttle et? e
which service the Agency buildings in this general area. STATINTL
C. d n of Ex cu o,orsotoam
1. Not in line-of-duty.
! 2. $100.00 Award.
D.
3. Based upon tangible savings of $3755 an award of '3120
would be justified. However, since the net savinofels
not quite equal to-the net salary of the former crier,
an award of $100.00 is considered proper.
_he C. leee
VI-,-
-
AV
Adopted
Not Adopted
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C-I-A I-N-T-E-R-N-A-L U-S-E 0-N-LY
SUGGESTION NO. 61-39 (coned)
C.
The Assistant Executive Officer, DD/O, sums up this achievement
with the statement that, "...through intensive work and constructive
ideas, he has made a notable contribution to the quality of the
future mechanized index. He has understood the interrelationship
between the human factor and the terribly rigid demands for
accuracy of a machine system. His new program tends to reduce
human error and raise the proportion of useful machine language
information." This evaluating official, recognizing the spirit
and inventiveness of the suggester adds, "May his example be
encouraged and followed all ever."
? 11 41' I,
1. Not in line-of-duty.
2. $100.00 award based on Tangible Savings ($30.00) and
Intangible Benefits ($20.00) (Slight-Limited)
Adopted
Not Adopted
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SUMMAR/ AND RECOMMENDATIONS FOR THE COMMITTEE
27 October 1960
SUGGESTION NO. 61-391 dated 20 July 460
STATINTL I, GS-8, Typing Unit Supervisor
OPSER/RID/DDP
A. Sugavrv of koopestipn
Suggester devised electro-mechanical modifications to Flexo-
writer machines and an improved program tape for RID/Machine Input
Section as follows:
1. Modification of automatic horizontal margin control which
prevents the operator from erroneously typing beyond the
limit of a 3 x 5 card. Previously, approximately 4,730
cards were retyped annually at a cost of some $344.00.
2. Automatic card advance modifications which:
a. Prevented the machine from throwing the cards out of
alignment. This defect of the basic machine caused
the operator to stop work to realign cards in the
machine. The man-hour losses amounted to approximately
$1,255 annually.
b. Prevented the operator from starting to type too low
on the card. Previously this error had caused the
retyping of about 30 cards weekly, a cost of about
$112.00 in extra man hours.
3. Another modification made possible the use of an improved
program tape which automatically controls the card format
for WALNUT input. This improvement ensures format consis-
tency, eliminates manual operating corers which cost
about $375.00 annually.
Total tangible annual savings gained amount to some $2,150.00.
B. Summary 4 euluati9n
? Although Plexowriter modifications usually are implemented
by technically trained persons, this suggestion was developed by
a person whose personal training and job responsibilities are not
technical.
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63.-?;$7,)
Recomme
1. Eot in line,c1-4,
2. 125 Co c.11f As
E? L?:::eicsion of tbe
v/
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kfot Adopted
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SUMMARY AND RECOMMENDATIONS FOP THE COMMITTEE
27 October 1960
STATINTL SUGGESTION NO. 61-90: dated 22 August 1960
I GS-12, SI Analyst
SI, DD/I
A. Summary o/
FDD?s Consolidated Translation Survey is prepared monthly
from lists received through USIB Agencies and other sources. It
lists foreign document translations begun or completed during
the preceding month. It also lists translations which are 'in
process'."
As a result of this system, the analyst checked each subsequent
issue of the CTS to know if the items were available. This entailed
a cumbersome personal bookkeeping and follow-up system.
The suggester proposed the following:
a. Assign "in process" translations a temporary working
number.
b. List this temporary number with citations in the
monthly GTS.
c. Analysts can then request "in process" translations
in advance of completion.
d. OCR/LY can then receive and hold these advance
requests, filling them when the requested translations
become available.
Besides the savings in time, both secretarial and administra-
tive, the most significant improvement is the assurance that
important translations do not escape the analysts' attention.
Another advantage: OCR will have a realistic index of how many
copies of each translation the Agency needs.
-23areaLsilyakati..,231
This suggestion has been accepted by both 00/FDD and the CIA
Library. The Library will, upon receiving requests for translations
which are still in process, accumulate these requests. On the 15th
of each month, the Library will send these requests to the oo/
Foreign Documents DiviSion/CFS where their status will be checked.
These procedures wee;e1 put into effect on 17 October 1960.
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? SUMMAR? AND RiiCOMMENDAnONS FOR THE COMMrTEE
SUGGESTION NO. 61-55; 6eted 29 July )i960
I, GS-12, In.:el1ic4ence
OCI7 DD41.
ANFRAti,...21-25.112attgl
A.
27 Oc-,ober /960
Suggester proposud that each item translated from Sovici,
Publications be ident2.1ed by "date submitted for Editorial
Review", "date aent to the press" and "number prInted." It
often important to kmw when a particular statcwnt was mat;
(or published) and ir the case of brochures an Lionogrsphs,
number of copies printtd. This sugcsstion will nake transI,,
more valuablo to the ,r,alyst and free him from tile unnecesse.,,
process of Icvcluantin Lheoigi ni I. source through library ch-1.,-Je.
B. FiSmaitLsd Ey.atra
STATSPEC Although recent instructions to
STATSPEC for a particular project incorporated the essence of
suggestion, the suggester has fused atteTttion en the genarial
problem, resulting in revised instructions bein sent 'col 6TATSPEC
TATSPEC I L implementing the suggestion.
Data, as requested, will be included in the reports to the F.::J ..-.3a
Branch personnel and other branches of FDD whenever appropri.
1104wmpndatiov of Exeout've Seor0_a2v
1. Not in line-of-duty.
2. $75.00 award based on Intangible Benefits (Slight-E.
i2asiii2LaUke Ccin_21=?2,
. Adopted
Award Certificate of Apprecon
Not Adopted100-6t-
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.'W LTIClS FOR THE Ca:NIT-DIE
27 October .7.9.
- SUGGESTION NO. 61-40: dated 21 July 1960
smocrINTL OS-11, Mote Cps. ?Mc
STATI NTL
A.$umaryor Sion
Suggester proposed that a line adapter be tsed as a
substitute for lot:: voltage D. C. to power solenolde, time rice
motors and film mngezine motors on photograT)hic devices.
Suggester reports. that the Line Current Adl.pter has b
accepted by TSD to the extent that fifteen have been order? ANr
field use.,
smell of E-raluation
Because the prototype of this device has 11n used
tionally at Headquarters continuaay for a periqd of over
months and has proven madh more satisfactory and dependabl?; th7):n
a series of batteries, Photographic Operations Hranch has Tasmd
an order for fifteen current adapters with a nomercial cc
tor. These will be located strategically throughout the N
for use in photo operations 7requiring D. C. vol age source: ,
C- Recommendation of the
Executive Secretary
1. Not in line-of-duty.
2. $50.00 award based on Intangible Benefits
(Maderate-Limitel)
D. Decision of the Committee
,570 j
IMII?9?1.11111.????????
Not Adopted
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Minimal Award Cases Contd.
22 August 1960
Action Taken : When the present stock on hand is depleted,
Section Two (Paragraph 2) of the bac!,k-21ap
will be raised approximately one Inch as
suggested.
Award : $15.00 award granted.
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Minima/ Award Cases Contd.
22 August 1960
SUGG. NO. 60-579: dated 16 June 1960
STKTINITL
, G6-5, Library Assistant
11 Summary
11
OCR, DD/I
Suggester proposed that the classification, "CIA
Internal Use Only" be stamped on tha top of
Aperture Cards in red color, so that classifi-
cation of the document may be deterained without'
resorting to a mechanical aid or viewer.
Action Taken z All new Aperture Cards requiring tha "Internal
Use Only" classification will be stamped by
the Agency Library as proposed by the suggoster.
Award
$25.00 award granted.
********
STATINTL SUGG. NO. 60-468; dated 4 April 1960
Summary
GS-6, Secretary
1SD, UO/V
The suggester proposed that the Agency stock
backing sheets for use in thormofaxing latter-
size correspondence and documents, in letter
size, as is done in thea case of legal-size
paper and backing shaets.
Action Taken ;. Originally the Supply Division (AL) disapproved
the adoption of this suggestion because they were
going to order 8" x 10i" white, bond-weight
thermofax papers however, after further investi-
gation, the Supply Division ordered thermofax
backing sheets as requested since the bond-weight
paper proved to have limited applicability,
Award
$10.00 award granted.
smu]krn_ SUGG. NO. 60-515; dated 3 May 1960
Summary
? 05-32 Admin Assistant
3 SuggzstG)r proposed a r(Dvizdpn in Fom 610a, so
that staples or staple holes will not impede the ?
use of a pen in completing this fora.
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Minimal Award Cases Contd.
22 August 1960
Action Taken : The glue method now used in the binding process
has proven highly satisfactory, is lister than
the proposed tape method and is more economical.
Award : $15.00 award granted
STKTINITL SUGG. NO. 61-18: dated 18 January 1960
$2.50 per hr. (G5-10 level)
Offset Pressman, PSI), OL, DO/S
TATI NTL
Summary
Suggester proposed that "Hobby shop Drills" be
installed for use in honing ticks and excess
screens off of offset plates after th3y are
on the press.
Action Taken A modification of the suggestion has been adopted
in the Admin Building Printing Plant. Instead.
of the electric drills, an electric eraser has
been tested and is in use. This method, though
satisfactory, has produced no noticeable time-
savings.
Award
Certificate of Appreciation
********
SUGG. NO. 60L-564: dated 20 June 1960
I. GS-60 Secretary
OCR, DO/I
Summary
Suggester proposed that Forms 123 and ;.23,1
(Request for Approval of Liaison) be cerbon-
interleafed and that Form 123e0 incorperating
needed pre-printed routine informations be
formally adopted.
? Action Taken z A saving of approximately 27 clerical hours has
resulted in the preparation of each form, and
? forms will be interleafed, preprinted and made
available for Agency-wide use.
Award : $10.00 aweed oranted.
********
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SUMMARY OF SUGGESTIONS AND,ACTION TAKEN BY ACTING CHAIRMAN
MINIMAL AVARD CASES
22 August 1960
SU66. NO. 61-17:
Summary
dated 20 January 1960
$3.50 per hr., GS-10 level
Offset Pressman, PSD, OL, DDiS
Suggester proposed that the vertical rack used
for storing offset printing plates be inverted
to form a "V" to make plates more easily accessible
and to eliminate the possibility of damage to the
plates through dropping.
Action Taken A plate-holding device was developed shich will
eliminate any safety hazard and will mkke the
plates more easily accessible.
Award 2 $20.00 award granted.
********
SUGG. NO. 60-5322 dated 12 May 1960
6S-I5, Ops. Officer
NE, DD/P
Summary Suggaster proposed that yellow lines deviding
the flow of traffic be painted at right-angle
corners in collision-prone areas In Tempo. "I"
Building.
Action Taken Traffic lines were painted, as requested, on
20 July 1960.
Award 2 Certificate of Appreciation
SUGG. NO. 61-2 da
Summary
***4****
eel 2 July 1960
, $3.15 per hr. (6S-9 level)
Bookbinder - PSD, OL, DDiS
Suggeeter proposed that machine-sewn sections of
single sets be glued and pressed together in
order to save hand sewing and the need to have
a tape machine built for use in connection with
a conventional sewing machine.
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11111r
S-2-0-R-E-T
MMORANDUM FOR: RECORD
19 October 1
SUBJECT : Agenda for Meeting of Suggestion Awaris Committee
1. The CIA Suggestion Awards Committee is Elohedned. 4.;=7 nt
on Thursday, 27 October 1960, at 2:00 p.m. in Room 1-A,
2. The following items are enclosed for yoqr review:
TAB I Tentatve Agenda
TAB 2 -- Minutes of Last Committee Meeting
TAB 3 .- Summary of Suggestions to be considerod at this
meeting,.
TAB 4 -- Summary of Minimal Awards
FOR THE CHAIRMANI, SUGGESTIO AWARDS COMMITTEE
, 25X1A
Executive Secretary
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GESTION NO. 61-1: (continued)
Recotrzendation of the .13:tectrtive Secreta7
1. No'c. in lina-of-duty.
2. $125.00 award based un
Decision of the lelTsittee
Not Adopted
SY 5
Intangible Befits
(Moderate -Ioca'i;.)
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cArtArkuA,e(A,c kvA 7;124-61-1
eyi _fattAir };Lt arel uhter,
tArt.06AA?tv9x_
A11/0.4v4,1
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AND RECONDATIONS FOR ThE COMtUTTU,
i,'4aGEFTIOD NO. 61-1: dated 1 July 1960
k GS-11, Oeurity Offic
DP/1, 071
Summary of Ounco.:Lion
Susgester proposed that the 5 c 8" manuu:'. card file :a
for recording special inteDigence security clearances be sed
to TaM. These facilities are cruailable :41thin to immedi :ea;
futo expansion can be completed. in a feu hors on the mc
compared to several we CT ronths of typists' time. Suc 7:r
also prt)posed that the mora expensive 5,000-raeord caxdim ? sed
for a genera recor6 Index, he replaccoa by a rotary file.
Sumaor-, of Evaluation
Special Intelligence Branch, CCI, completed the chan r.-r
on 25 July 1S'00. Aditiona1.vie ;ill resdrt when the
records for the other six 'c6.) si Secial Centel.? are estal
in the DD /I ere? of the new building.
The old 5" x 8" cards in SI Secufity Branch, 03I were *L.c.T.en
down into SCW2 of the Agency Components, as a means of rccr.
the names of: elesed persons in those celTeneTne Under t -arA
system, a machine run will prodvee rosters of cleared pert in
all componerts.of the Agency in a matter of several hours; rcf,iers
of perscnnel in other special categories are also avallsb71_ Lnder
the new IBM vstem whereas before such data haf to be pre'
manually. It is estimated that a total of 17l clerical hxs
will be zsve,a by cop,nrilirg all l ord3 to th This
system. Also MN cards are lees expensive; furthermore, e new
Cardineer to be used 'Jill cost $176.00 less thsa the type .;.J.dfacig
5" x p" cards.
There ere 7ar3ous intangible benefits accruing from
suggestion:
1, Formerly SI ..Jecuritu Branch sent a record of chanc. 711
their roster to the Records Canter Tz'aare a diens. posted th_ chialges
to the old reeord. UtyleY' the new ssem Records Center re -1;vos a
current roster each month; the 016, roste is destroyed upo- :N.-
ceipt of the neu and ininvi,ua1 pting, of chanles is no
necessary.
2. IB! cardsare nuch easier to handle in the search Lg
process.
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SUMMARY OF SUGGESTIONS AND ACTION TAKEN BY CHAIRMAN
MINIMAL AWARD CASES
30 June 1960
Sugg. No. 606-20: dated 21 October 1959
, GS-I2, Logistics Officer
r=t uLyr
SulmarY Suggester proposed that cost of cables be reduced
through more discriminative use of cable verbiage.
Where cables include allotment or cost center
number the project crypto or "SUPPORT" in lieu of
station could be more economically cited.
Action Taken s Chief of Supply, 01., while visiting the area at
fault, explained mistake, and because of this action
the problem was resolved.
Award Letter of Appreciation
Sugg. No. 60-3571 dated 2 February 1959
25X1 I IGS-7, Stenographer
NE, DD/P
Summary Suggester proposed revision of Form 51-59,
Operational & Source Cover Sheet, to include lines
for "Country", "Subject" and"File Number" (at
present, these items must be typed in), and to
extend the space allowed for "References" and "By
Copy Distribution."
25X1A
Action Taken
Award
This suggestion was adopted and incorporated in a
new Form No, 1467, Report Cover Sheet. Several
copies of this form are prepared for every pouched
information report (many thousands prepared
annually and every field installation prepares
such reports.
$15.00 award granted.
Sugg. No. 60-359: dated 12 January 1960
GS-7, Fiscal Acct. Asst.
Comptroller, DD/S
Summary s Suggester proposed that procedures for the Accounting
Branch, Fiscal Division, Office of the Comptroller,
be changed; a) To establish a new general ledger
account to record outstanding cash disbursements;
and b) To require the disbursing Officer to submit
a more detailed form showing the accounts which
Approved
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Minimal Awards Cases Cont'd.
Sugg. No. 60-359 Contd. 30 June 1960
Action
Award
form is the only supporting material for these
reimbursements.
A new general ledger account and corresponding
change in recording cash disbursements has been
established. The second part of the suggestion
was not adopted, however, because the adding
machine tape and the SF1166 already supplied by
the Disbursing Officer adequately document the
reimbursement.
$25.00 award granted.
Sugg. No. 60-390: dated 18 FDbruqry 1960
, GS-5, Analyst
P
Summary
Action
Suggester proposed the deletion of the Abstract
Block on all record and routing sheets. At present
these blocks are checked before any document is
processed, and this step was thought to be unnecess?
ary.
Although the Abstract Blockwill continue to be
used on all forms, because of the suggestion this
clerical procedure, which had been assumed by the
analysts, has now been placed in a strictly clerical
sphere.
Award : Letter of Appreciation.
Sugg. No. 60-413: dated 9 March 1960 i
4 GS-4, Micro?Photographer
Imacnine
OCR
Summary
:
Action
:
Award
:
Division,
Suggester proposed that a fire alarm be placed in
Room 7, Riverside Stadium, because the nearest alarm
is not always heard and employees must depend on
verbal instructions as to fire drills, etc,
A fire gong is being installed in Room 7 to provide
a warning system for persons in that area.
$15.00 award granted.
25X1A Sugg. No. 60-415: dated 19 February ig6n,
I lo G$?I4, Area Ops. Officer
rt, UD/P.
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Minimal Awards Cases Contd.
Sugg. No. 60-415 Contd. 30 JPne. 190
Summary Suggester proposed that Form 1050 be modified so that
numbers run from No. 1 at the beginning of the Form,
Coneecutively, through to the last number at the '
end of the Form. At present each section is ?
numbered from No. 1 on through, and there is
confusion with several Nos. 1, several Nos. 2, etc.
Action Fifteen Thousand new forms (1050) have been ordered
25X1A
by 7737---T_ op DDA, and concurred in by
RMS ver ally . The average usage of this Form
.is about 100 a week. Numbering as proposed by
the suggester, has been adopted for use. on Forts 1050.
Award ; Letter of Appreciation
25X1A Sugg. No. 60-424: ated 15-MArnh loAni
it GS-4, Guard
Guard Force
25X1A
25X1A
Summary Suggester proposed that incorrect EXIT signs posted
in Temporary Buildings I, J, K9 and L be corrected
to eliminate confusion to employees and visitors
trying to eve these buildings.
Action Exit signs will be posted wbere applicable; "Entrance
to Building, Rear 4th Wing" will be posted and
"Entrance" will be posted outside rear of Wing 4.
Award $10.00 award granted.
Sugg. No. 60-465: dated 25 Novemb,eT 1959
DA
GS-6, Warehouse Supervisor
Summary
Action
Award
Suggester proposed that buses be
equipped with electric fans, aimed at the side
windows nearest the driver, to afford a clear
side view in inclement weather. Defrosters only
clear the front windshields. These buses are
used fp tannntatjon to schools, as well as
normal Itransportation.
This suggestion has been adopted
with an improvement in safety and efficiency.
Agency buses are already equipped with defrosters
and fans.
$25.00 award granted.
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reports I
suggestioq eliminated the nronaratinn. mailna Tvh:nd
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offices as well as review of reports by GS-14,
GS-13 and GS-5 personnel every two weeks!
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Minimal AW4e4s Cases Contd.
30 June 1940
Sugg. No. 60-480: dated 17 March 1960
k GS-12, Budget Officer
US, WS, UU/S
Summary : Suggester proposed revision of an internal office
procedure for forwarding time and attendance
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25X1A
Action
The suggestion was adopted in the OS and placed
in effect on 22 March 1960. It has accelerated
the transmission of T & A awerds
offices') and has increased the efficiency of the
operation.
Award s $25.00 award granted.
Sugg. No. 60-488: dated 13 April 1960
1,, GS-9, Operations Officer
SR, DD/P
Summary
Action
Suggester proposed that the schedules for the
shuttle buses be listed in detachable form in the
Agency Telephone Directory to make the printed
schedule easily accessible to all employees.
The suggestion has prompted a notation in the
Directory of where and how to obtain Agency
shuttle bus schedules, which will read as follows:
"Agency shuttle bus schedules may
be obtained by Agency supervisors
or their authorized representatives
by calling
Award ; Letter of Appreciation
Sugg. No. 60-500: dated 14 April 1960
Summary
OS, DDiS
1, GS-9, Logistics Officer
The suggester proposed that the second-floor storage
room presently used by the Office of Security for
handling bulk operational equipment, stationery and
supplies, visual aids, etc., for Headquarters and
the field, be transferred from its present location
one floor and two wings away from the Office of
Security, Logistics Branch, to the existing guard'
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Sugg. No. 60-500 Contd.
Action
Award
Minimal Awards Cases Contd.
30 June 1260
wing housing the Logistics Branch which has
Charge of the room.
: The suggestion will eliminate the hauling of an
average daily 65-pound delivery to and from the
second floor of the building as well as cutting
time required for issuance and receipt of the
equipment. Probability of accident or injury is
lessened through the elimination of carrying
heavy equipment up and down stairs.
; Letter of Appreciation
25X1A Sugg. No. 60-524: dated 25 April 1960
1 L GS-12, Investigator
OS, DD/S
Summary This'suggester proposed that the unused space in
the North Barton Parking area be made into a
legal parking space. It had previously been
considered illegal due to the fact that it adjoins
the fire lane. This area is large enough to
accommodate two cars and the suggester proposed
that he be assigned one of the spaces.
Action
Award
The suggestion was acted upon by the Office of
Logistics and brought about a slight improvement.
Originally this space had been assigned to the
Office of the SSA, DDA, but was abolished to make
a needed right-of-way. Due to the suggestion,
the space was converted and assigned to the Office
of SSA, DDA.
Letter of Appreciation.
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SUMMARY OF RECOMIWATIOS FQR TUE ?Pqr
SUGGESTIONS NO. 58-618: dated
58-632:
59-119:
eputy Branch Chief
ryr ,Ttt
23 dune 1960'
9 Analyst
GS-7, Secretary
59-190;
59-222:
12 Ops Officer
5-13, Case Officer
59245:
Chief, Ops Branch
59-273:
59-384;
WH DDP.?
A. Suipmarv of Suecleptions
Suggesters proposed revisions to the
Dispatch Continuation Sheet (Form 53a).
Sheet (Form 610b)
Summmrv pk Evapatirs
'
All these suggestions were considered together in a study, by
the DD/0 and forms Management Branch/Records Management Staff, of
the Dispatch Form and procedures. The combination of these eight
.suggestions pointed out trouble areas and recommended solutions,.,
,
Intell. Officer
dein Asst.
Dispatch Form (Form 53),
and the RoUting and Record
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A, ijaairtaM72.CLUnSIUMIOgn
Suggestion -- Print 610b, Routing & Record Sheet, en back of
Dispatch Form, to allow filing of pertinent informa-
tion without filing the record sheet. (58-618 & 59-273)
Action -- Pertinent information is nolga part of the Dispatch
Form. The new Form can serve as a routing sheet in
lieu of Form 610b. The principle of these suggestions
has been adopted.
Suggestion --
? Action
Suggestion
Action
Have letter-size Dispatch Forms for use in short
administrative-type dispatches. (58-632 & 59-273)
-- The new Dispatch Form has a letter-size message area.
Thus, the principle of these suggestions hds been
adopted.
Include the Releasing signatures in true name on the
Record copy -- to eliminate the need for filing the
Routing Sheet. (58-632, 59-190 & 59-273)
-- The Releasing and Coordinating signatures in true
name are now made a permanent part of the record
copies of the new Dispatch Form. Thus, adopting
these suggestions.
Suggestion -- 58-632 requested that the new Form be made up in
Original and eight copies. 59-384 requested that
,the number of copies to be forwarded to the Field be
reduced to two.
Action
-- The new Form is made up in Original and five copies.
Extra copies, as needed, can be made on plain white
letterex. Instructions for the use of this new Form
stress limiting the number of copies as much as
possible. Again, these suggestions pointed out the
need to study the distribetion aspect of the Form
and the need to again stress cutting down on the
distribution.
Suggestion -- Place a perforated tab on the top of the Form to allow
easy detachment by offices needing copies. (59-119)
Action -- Although this. suggestion was originally considered
non-adoptable because of the added expense of such
a tab, the new Form does have a tab which has the
added purpose of giving general instructions. Thus,
this suggestion has been adopted.
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Suggestion -- Data identifying the dispatch (i.e., Dispatch symbol
and number, file nuMber, cross reference, date typed
and date dispatched) be placed on the bottom of the
form for easy identification when filed. (59-222,
59-245 and 59-273)
Action -- This information has been included on the bottom of
the form as suggested.
D.
59-190 -- Suggested using the CS copy to record comments (as well
as distribution.)
The form is too complex now to bother with extra space
for comments. If comments are necessary, an extra piece
of paper can be attached.
59-273 -- Provide an extra tab to help reviewers in finding the
original copy.
This idea was considered impractical, too expensive and
a problem of very minor significance.
Revise Form 53a by providing letter-size copies, and
placing identifying data on the bottom of the page.
In a normal work-planning exercise, form 53a will be
considered in about nine months from the date form 53
is distributed, to determine the need for this and any
other revisions.
Form 610b printed on reverse side of cable form.
The cable form is set up for mechanical distribution,
and that form already includes the pertinent information.
E. RecommendOioo pf Executive Secrctarv
1. Not in line-of-duty.
2. Total award of $200.00, based on Intangible Benefits
(Moderate-.Broad) to be divided equally between the
eight suggesters ($25.00 each).
F. pecisiop,of Committee a_e___., (2',
Adopted -$ Award
______Letters of Appreciation
, Not Adopted
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23 June 1960
SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
SUGGESTION NO. 58-543: dated 8 May 1958
GS-12, Admin-Services Officer
tuneer, VM eposetory
STATINTL
Suggester proposed that where feasible all IBM paper for the
making of machine listings be made a standard size for Agency and
Government-ride use. This would permit such lists to be filed
upright in standard filing equipment, expediting searching, and
saving 8" per file drawer or 33 1/3% per file cabinet. Offices
filing the 11" paper in standard equipment file it flat, item
upon item, or fold the paper over, resulting in lost motion and
unnecessary use of space.
The suggestion was referred to the 20 offices in the Agency
receiving machine listings for comment. OCR had already converted
'aleortion of their operation to 10" paper. All other offices
agreed to receive their reports on 10" paper except Comptroller,
Logistics and Audit Staff who rented to be sure that. procurement
costs would not be higher if they agreed to use 10" paper. However,
Comptroller has already agreed to have some of their forms on the
501 run on 10" paper.
Since AO" IBM paper was not a Government stock item, which
made the cost higher than the 11" machine listing paper, this
proposal was sent to the largest users throughout the Government
to determine if sufficient Government-wide requirements existed
to make the 10" paper a stock item. As a result of this suggestion,
at least five Agencies have thus far indicated willingness to use
10" paper. National Buying Service, GSA, New York Office, has
taken procurement action and the 10" tabulating paper well be
available on 1 September 1960 or before, in the GSA Regional Depots.
As a result of this suggestion, all forms for use on the RCA
501 have been ordered at the 10" size and considerable savings will
result as soon as the paper can be procured through GSA channels.
Evaluations received from Chief Records Management Staff states
"...The problem area is not the small number of
large iolume users such as statistical and
eceounting units, Which are usually in secure
areas where their materiel can be stored on
open shelving, but is those small individual
Users whose numbers are in the hundreds and
who Are forced to store oversize records in
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space in Safes costing over $50 per cu, ft of
storage. (31 October 1958)
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SUGGESTION NO. 58-543 (Cont'd.)
"...It is recommended tIm, this
.06derate-Local Under the intangible Scale. It
is believed that the most important value of
the suggestion to the Agency will be by savings
in safe and cabinet space and in increased
filing efficiency for many users of machine
listings...."
C.
D.
82.212=11a41211.9.LIELE=_)veSece.a.-11,-.L.EL
1. Not in /ine-of-duty.
2. $150.00 lnj? award based on intangible benefits
(Moderate-Local). Tangible savings for this Agency and the
remainder of the Government will be considered at suoh
future date as it is possible to compute savings in procure-
ment costs.
\.C*
eaglittaa-aLgamalkit
.....LAdopted /1)
Award
______Not Adopted
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
23 June 1466
- SUGGESTION NO. 59-1: dated 7 May 1958
STATINTL cs?lis C/S7S Branch
rrinting ervices Division, OL, DD/S
(now with EE Division overseas)
A. iyamazy,eiLlysze_tken,
Suggester proposed two changes in the Offset paper plates now
in use in the Agency: (1) Change the size (width) of the masters
used by placing in the supply system a more economical medium
run master, Pex 15"._ The 8e x 15" medium run master costs
$3.93 per box of 100 vs. $4.89 per box of 100 for the 10" x 15i"
size. (2) Change the marginal indicia preprinted on the masters.
B. Summary of Evaluations
- ,
OL/Supply Division solicited various Agency offices and
conclWed asiollows on 5 February 1959:
"It has been determined that the 8e x 15" medium run
masters, with marginal indicia, are available from approximately
five manufacturers and may be procured on Government Schedule.
"This office will abide with the desire of the Printing
Services Division which, it is believed, is better qualified
to determine the advantages and disadvantages of masters which
.are Used. on a day-to-day basis. In other words, we agree
With making 8" x 1.5" medium run the standard and will do so
unless PSD sees technical objection."
2. OL/PSD, on 11 February 1959 stated: "The printing Services
Pivisien has no technical objection to stocking, the medium
run 8" x 15" offset paper plates. Supply Division records
indicate that 3,000 boxes of 10" x 15" plates have been used
in the past six months. At the above rate it is estimated
that og000 plates would be used per year, This is an
estimated savings of $.96 per 100 or $6,000 per year, provided
the entire Agency uses the 8i" x 15" plates."
STATINTL
Chief, Adm OL stated on 12 August 1958: "As to
tne second part of the suggestion, the indicia form has no
effect on the printing ability of the master. The indicia
amounts to guide lines to assist the typist in typing the
masters. Adoption is recommended and a minimum award suggested
Since the results are mostly intangible."
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SUGGESTION NO. 59-1 (Conted)
C. Frevipue pyiesstiop Awards Cemmittee 4ction
Suggestion Awards Committee reviewed this case on 25 March
1959 and voted to defer award decision until such time as issuance
figures were available which Would prove, over a reasonable period
of time, that the new medium run master was Asaiutht wag 14,10 in
lieu of the less economical other size paper plates.
1. In December 1959, figures obtained from OL/Supply Div/Stock
Management Branch covering issues for the past six months'
period indicated that the savings that could .have been
realized from complete utilization of the 8i" x 15" master
would have been $1035 or $2070 for an annual period. This
would have justified an award of $80 based on tangible savings.
2. Shortly after the above determination based upon issue experience,
the following objections were received from the offices indicated
with respect to eliminating the 10" x 15e medium run master
from the supply system:
a. 01?/PSD stated informally that the new medium run master is
difficult to handle and they preferred to use the 10" x 15e
medium run master for certain types of jobs.
b. OCI Secretariat stated on8 February 1960 that his office
uses 95% of the mats issued to the DDI area and that they
need the wide mats and their customers do too. He stated
that they need to write on the margins to explain points to
individuals reviewing the report.
E.gsaskitaali
OL/Supply Division intends to retain the new Medium Run, more
.economical 8' x 15" master in the supply system because it
represents a savings, wherever it can be used?, $3.93 per box vs.
$4.84 for the 10" x 15e master For the first quarter of 1960
a total of 115 boxes of the 10" x 15e masters were issued in
comparison with 600 boxes of the more economical 8i" x 15" master.
However, the level maintained in stock or on order on each of the
two masters is relatively the same for a six months' period, i.e.,
1200 boxes for the 10" x 15e and 1250 boxes for the 8i" x 15".
F. Aeeopmendatipps of gxecutive Secretary
1. Not in line-of-duty.
2. $50.00 to $100.00 award based upon the following criteria:
a. For adoption of the more economical offset paper plate
in the supply system; $25/$50 Slight-Local.
Approved F 96.Re Ora MEV 7 qt;Rer8g1-g0p3?rt0i0c0i3e0OpOr2e0pOr01n-1
ted on the
? masters; $25n/o$50 Slight-Local.
e? 7 A T II/ .9.? r vw, ? A 0.0
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CIA INTERNAL USE ONLY
SUGGESTION NO. 59-1 (Contf'd)
Nicis:on 9f Ihe Committee
".
Adopted 1- 7 '5F?waycr?
Not Adopted
0....aermyon.sim
Ilttr,,,L of Apprecidtion
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A T-il-T-P-R-N-A-L 0-M-LX
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23 June 1960
25X1A SUGGESTION NO. 60-82: dated 24 July 199
GS-80 Technician
25X1A
25X1A
. Sempary of Suggestion
Suggester designed a plastic dust shield assembly to cover the
function box and main shaft of M-28 Teletypewriter equipment.
The dust shield curtailed the flow of paper chaff into moving
parts of the machine and resulted in considerable savings of
maintenance man-hours.
B. Summery of Evaluations (See also "Customer Reactions", Tab A)
1. OC/t, stated:
"To accomplish this suggestion, twelve dust shield assemblies
were fabricated and installed on Model 28 printers in various
installations throughout the headquarters area. The modifica-
tion proved to be most effective on machines handling multiple
copy paper, where the accumulation of carbon and paper chaff
is extremely heavy. The modification also reduced the accumu-
lation of normal dirt and dust in and around the Stunt Box.
The test proved that the design of the shield can be further
improved to make installation and removal easier. When current
workload and personnel situation permit, this redesign work
will be undertaken and a suitable quantity of shields will be
made up for installation where applicable."
2. 1 OC/E, and Chief, Wire Maintenance 25X1A
Section, oc/E added the followeng information:
a) The suggester calculated tangible savings of $3,022, based
on installing shields on fifty machines, but OC believes Intan-
gible benefits are more realistic.
b) Without the shield, the dirt and shrediingl'felling in the
Stunt Box cause lubrication absorption and subsequent functional
break down of bars and levers. Removing a Stunt Box and
installing it again takes at least an hour; also, maladjustments
often result from this maintenance task, necessitating additional
service man-hours. The dust shield device will extend the
operating time of the M-28 machine.
3. Comm intends to mass produce this shield awl or some 300 M-28's
as soon as they make one minor modification in the original design.
OC will contact Teletype Corporation to determine if they would be
willing to place a similar shield on future M-28 machines without
additional cost, Or Just what ideas they have regarding use of the
shield. OC will also contact other appropriate Government agencies
through their technical channels to determine if they are interested
in using the shield on their M-28 equipment.
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S-E-C-R-E-T
suopesTIoN NO. 60-82 Cont'd.
D.Becommer0,4ion qf Executive Secrittry
1. Not in line-of-duty. (Suggester is a wire maintenance
technician, not responsible for modifications to equipment.)
.2. $200.00 award based on Intangible Benefits (Moderate to
High-Local)
E. Deciskop of ttke Cqmmittee
Adopted .k'sv1-01 Award
Not Adopted
Letter of Appreciation
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SECRET
25X1A
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CUSTOMERS/REACTIONS
A000304)001-1
presently
?,,14411,5 n2teen,M-28 Teletypewriters in the Headquarters area and
Will soon have sixty machines in operation (Headquarters and
Field). In Headquarters, OC technicians perform the maintenance on
? their. Mmr28 Machines, In' theresponsible for
maintenance on the Me45fand Me-19 machines which will soon be
replaced by the M728 printer. In response to our request As to
the value of this suggestions said;
STATSPEC
ae "This isa very valuable and worthwhile suggestion and I think
the benefits due the suggester should be judged quite liberally.
The man has come up with an answer that should, have been built
into the machine in the first place. The fact that the Tele-
typewriter Corporation did not come up with this solution is
in the suggestere favor.
b. "This development will also reduce preventive maintenance on the
Me-28 printers. The savings in maintenance time in the field
will be significant because I personnel who maintain the m-28's STATSPEC
also have other maintenance responsibilities.
"More significant is the fact that we will be able to 1ceep less
costly spares on hand. The cost of the We28 Teletypewriter
ranges from $2500 to $31000; in smaller installations. where
.we'normally Would have kept two machines on hand, one as a spares
)06 may now be able to get by with one machine.
25X1A
d. "A delay in receiving vital information due to machine break-
down cannot be calculated,In dollars."
responsible for the operation of Mr-28's in CCI
saws
Our twenty-five Model 28 printers operate twenty-four hours a
day, seven days a week at 100 words a minute, not sixty words,
as Is normal. They have experienced many preventive maintenance
difficulties in the past because their material goes directly
to the customers and the many copies add to the accumulotion
of paper chaff in the function box.
b. OC I is an "action station" and any delay in the receipt of
information could be embarrassing. At times they have had as
many as eight and ten printers out of order. Particularly
when vital information is coming in, such a delay is uncon-
scionable.
I.
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25X1C
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Sugg. No. 60-217 Contd.
S-E-C-R-E-T
. Decision of Comittee
Adopted ? ft.7.1, Award
Not Adopted
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Letter of Appreciation
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
23 June 1960
STATINTL SUGGESTION NO. 60-262: dated 16 November 1959
L, GS-6, Photostat Operator
L),
A. Smmarv of Sumestion
Suggester proposed and built aidevice which facilitates the
process Of manually cutting photographic and Xerographic copy
for the CoPYflow'Machine. The device, which is electrically
driven, controls the rotational speed, and the paper-feed rate,
thus eliminating major operational defects.
B. Summary of Evaluations
Printing Services Division has successfully used the device
during the past three months. It has increased efficiency in
the cutting process through less operator-fatigue due to
constantly pulling paper from the roll, elimination of over-
supplying paper to the cutter and realignment of paper in the
cutter, as well as providing a smoother and more satisfactory
means of manual cutting.
The device has a potential value to all departments, inside
and outside the Agency, using Copyflow equipment. RI has told
us.informally that they have placed requirements on PSD for
two machines.
C. Recommenclation of Executive Secretary
1. Not in line-of-duty.
2. $100.00 to $150.00 award based on Intangible Benefits
(Moderate-Local)
3. Referral to CSC for possible Government-wide application.
D. pratti.,92.2Lgusactr_oittee
Adopted Award
Not Adopted
Letter of Appreciation
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Approved/ Releati4003/04/1fItcatK700832A000341020001-1
SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
23 June 1960
4esubmisaion.of
25X1A SUGGESTIO1010. 60-397: dated 10 July 199
1 CS-12, Supervisor
"os, rots
(suggestion Awards Committee,on 28 April 1960
disapproved this proposal.)-
A. Summary otSuooeqtkoil
Suggester proposed a revision in the Operational Approval
procedures, to speed up the processing of favorable report cases.
He proposed that all clear, favorable or non-derogatory OA reports
be Tta'd to Headquarters. Heretofore, A,U, operational approvals
were reported in written form. Typing backlogs occurred. The
suggested procedure will speed up the reply, and the written
report will follow along -- but, not on a priority basis.
25X1A
25X1A
B. Summary of Evalya,tiops
This suggestion was
approval of CI Staff.
contemplated that any
from this suggestion,
DO elements.
adopted by the Office of Security with the
Chief, OS/SSD states that it is not
overt pecuniary benefits will be derived
with the exception of better service to all
The Office of Security estimated the value to be Slight-Extended.
frevious_CommWee Acqon
The Suggestion Awards Committee, when reviewing this case on
28 April 1960, decided that this kind of improvement would normally
be offered to the Agency in the supervisor's regular working day and
in the interest of normal growth of the Agency. The Committee
instructed Security Advisor to the Suggestion
Awards Committees to advise the Office of Security of this "in
line-of-duty" decision.
. pffisp(119curity Reoyest fpr Reconsideratpn 054? 40
Attached memorandum from l Chairman of the
25X1A Office of Security Incentive Awards Committee is self-explanatory.
Upon further inquiry,' 'stated that the suggester is not
really a "Supervisor" and that he carries such a job title for
"slotting" purposes only. In reality, he is an "Investigator"
and has no supervisory responsibilities, not even over clerical
personnel. His job is to guide and follow-up on cases under
investigation and see them through to conclusion.
25X1A
informally told us that Colonel Sheffield Edwards
alio wanted this case reconsidered by the Suggestion Awards
Committee.
p_
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S-E-C-R-E-T
SUGGESTION NO. 60-397 (Cont?d)
E. ftecpmmendatiop of Exccutpre Secriptan
1. econsider the case in the light of additional facts from
the Office of Security.
2. $25.00 to $50.00 award based on Intangible Benefits (Slight-
4606) 1/--'-
pecision of committeq
...Adopted Award Letter of Appreciation
Not Adopted
F.
-2-
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25X1A
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25X1A
25X1A
Minutes of Meeting
23 June 1960
b. Under authority granted the Executive Secretary to
resolve cases which are duplicates or have unanimous
recommendation for disapproval, 93 cases were closed
between 28 April and 23 June 1960.
co The Clandestine Services Special Panel of the
Suggestion Awards Committee met on 9 June 1960. An
award of $20.00 was paid for one suggestion, however
15 cases were resolved. The Clandestine Services
Special Panel has an excellent record for the Fiscal
Year 1960.
d. So far this year, we have a record of 116 award cases,
93 of them cash awards totaling $6,300, representing
tangible savings of $63,000.00.
0. Film Showings; We continued to show our film and
the Civil Service Commission filmstrip. We need
more and larger audiences.
During the month of May, we showed the films to about
600 people. Every effort will be made to have more
showings in the month of July.
. Publicity; We have distributed our "WANTED" peters.
Our Car Cards, "Progress through the Power.of Ideas"
and, "In October, 1957, Four Employees were awarded
$8,500. through your Suggestion Awards Program" were
posted
regarding the Statute of Limitations
has been published.
h. During the beginning of June the Suggestion Awards
Staff spent a day taking inventory of suggestions.
i. The Executive Secretary briefed the loWs on statistics
and on the Program growth.
5. The Executive Secretary attended and participated in
several meetings throughput the city including;
Federal Incentive Awards Association, Civil Service
Committee Meeting, Society Personnel Administration
Seminar titled "Incentives".
Message from asked that a message be sent to the
the Chairmap Committee, saying that he was called to a PRC Meeting
and would like to thank each member for the help and
Approved For
l
leig
alCMYHPCIWIR 664ARVMM66WOOVOM-Vocessful
o e suggestion Awar s Program.
S?E?C?R?E?T
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S-E-C-R-E-T
Minutes of Meeting
.23 Jure 1960
ttiox The Office of Security is appealing the Suggestion
BOsintse Awards Committee decision of 28 April 1960 regarding
Suggestion No. 60-397 and asked the Committee if they
Sum. Uo. will hear a witness in their behalf.
2,2
The witness,' 'was called. He is the
Chairman of the OS Panel of the Suggestion Awards
Committee. L said that tha Suggester's title of
"Supervisor is misleading he is actually an adminis-
trative employee and does not have any jurisdiction o'er
anyone, any organizational component, nor does he have
any supervisory responsibilities.
Furthermore, over the years, some 200 persons have
held the same type of investigator position -- as a
matter of fact, the suggester is one of fifteen investi-
gators at present. Any one of these could have submitted
this improvement idea, but did not. It took the sugges-
tion to get the action taken.
Because of the testimony given by the 25X1A
Suggestion Awards Committee voted to aliz;i=i;:aggester
$75.00 based on a SliahI degree of benefit with gliWild
application.
ccamittee The Committee approved the followinc action for
Action the suggestions indicated:
Sue% Ng.
Tota],_Award
Benefits o. Savings
58-618
$25.00 )
58-632
$25.00
)
59-119
$25.00
)
59-190
$25.00
)
Intangible Benefits
59-222
$25.00
)
(Moderate-Broad)
59-245
$25.00
)
59-273
$25.00
)
59-384
$25.00
)
59-1
$75.00
Intangible Benefits (Slight-Extended)
60-82
$200.00
Intangible Benefits (High-Limited)
606-217
$75.00
Intangible Benefits (Slight-Extended)
606-262
$100.00
Intangible Benefits (Moderate-Local)
60-307
$7c,00
Intangible Benefits (Slight-Extended)
Approved For Rfik4a22003/04/1MPARDP80-008J2A0000462@e0Ofits
(Slight-Limited)
25X1A
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Minutes of Meeting
23 June 1960
60-486 $25.00 . Intangib14a Benefts (Slight-Local)
60-499 $100.00 Intangible BenefAts (Moderate-Limited)
58-543 $150,00 IntangibleJi Benefit5 (Modexate-Local)
b0.041DM2Di The mraetl.ng ad.iouynad at 400 p.m.
APPROVED;
ExecutLve Secxetay
Acting Chaiman
Suggestion Awa;la ConmittiAe
7
Dati
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U-S-E 0-NTL-Y
SUMMARY AMD RECOMMENDATIONS FOR THE COMMITTEE
-$UGGESTION NO. 60-499; dated 20 April 1960
STAT I NT L -
23 June 1960
(3S-8) 5-02, Box Shop Foreman
? A. .;*Bilich.4.01geWieu
Suggester proposes that a hand-made circular table saw be
Used for cutting plastiq foam, in lieu of the present hand
Cutting method. The plastic foam requires custom cuttingtjor
which the manufacturer suggested a wood-working band sew
-(estimated Cost WNW). The suggested saw would be made from ?
existing worn-out saw blades at little cost to the Agency
B. Summary of Evaluation
This suggestion has been adopted for use in the Packing and
S TAT I Nal_ Crating Section, and, with the extended use of
plastic foam, will, be adopted at the other three storage installa-
tions. Besides the saving in cost of the suggested item over
the manufactured item, there is a saving in the foam itself --
the Manufactured item causes a wasted dust, While th!!_!yggegted
y
item
not. The advantage of the bladiflif-thi old knife
liTithud-,s a time-saving factor r- the blade cuts the material
ten times faster than the hand cutting,
. .
C. cndation of Executive Secretary
1. Not in line-of-duty
2. $100.00 to $150.00 award based on Intangible Benefits
(Moderate-Local)
D. Decision of Commit-key
Adopted P/0-1)Award Letter of Appreciation
Not Adopted
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SUMMARY AND RECOMMENDATIONS FOR THE COANIIITEE
23 31418 1960
25X1A
Suggestion No. 60-4862 dated 13 A ril 1960
,
GS42v PP Officer
WH; DO P
A. liejtat4tamtaqs
Suggeeter proposed that the use of Form 8129 Subject &
Project File Request, be discontinued in the retirement of
retordS in RI/Archives. Area desks previously had to submit
a Formil 1666v Trenemittal of Inactive Recordsv to RIArchiVes
to retire the projectse as well as this Form 812 to EiAiiaa
notifying Files that the project had been terminated and that
their records should be marked accordingly.
25X1A
24121=-91-331AbAttiz*
Because of a memorandumsubmitted by the suggester to the
DO/0 Records Management Officerp substantially as stated ATI
"euMmary" abevev the ODA Records Management Officer issued 0
C$ Records Management Memceandum No. 4v stating;
"SUBJECT
REFERENCE:
Closing and Retiring Project Files and POjecgt Files
dated 26 December 199"
"20 Current practices require execution of Form, 812 to
c2040 project and subject files which are being retired to
RID/A1 under Form 1666 -Transmittal of Inactive Records.
Effective 15 April :2960p a Staff or Division may retire 11311
c1ose project or subject files Julia ARK ctiggi by adding the
Words 'Closed File in Section Ip File Identification 7
Description of F4Tail 1666. Execution of a separate Form 822
is not required in such cases.
"2. Execution of Form 822 will continue to be required
n cases where files are closed but not retired."
,c
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Adopted ' Award Letter of Appreciationc
1
a pp Officerl, wrote .
this memo as an area Records, ,
Management Officer to indicate some
of pr blame in his areas 'his
proposal was adopted for all of ODA.
Not in Aine7of-duty.
$25-50 emard,, based on Intangible Benefits ((Slight-Lec 1).
-
Not .Adopted
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
23 June 1960
STATINTL SUGGESTION NO. 60?432: dated 18 March 1960
GS-9, Requirements Officer
00, DD/I
A. Summar/ 9f Sugoe*tiop
Suggester proposed that Forms 122 (Request for Information from
Foreign Documents) and 695 (Project Record) be combined into one
-form for expediting detail work.
B. ipmmarv gf Eyaluations
Foreign Documents Division has decided to put this suggestion
into effect when the present supply of Forms 122 or 695 is nearly
exhausted. This suggestion will effect a saving in paper work
as well as cutting required filing space to one-half. The
receiving office will benefit from the suggestion in that
material pertinent to a given project will be on one sheet of
paper.
C. Recommendation of
1. Not in line-of-d ty.
2. $25.00 o$50.O9kiward based on Intangible Benefits (Slight
to Moderate-Limited).
D. Decision of Cgmmittee
Adopted S Award
Letter of Appreciation
Not Adopted
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Regular Meeting of the Suggestion Awards Committee
Thursday, 23 June 1960
AGENDA
1. Call to order
2. Minutes of last meeting
3. Report by Executive Secretary
4. Comments by Chairman
5. Old Business
6. New Business
(Vote on suggestions attached)
. Adjournment
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MEMORANDUM FOR: Record
SUBJECT
16 June 1960'
: Agenda for Meeting of Suggestion Awards Committee
1. The CIA Suggestion Awards Committee is scheduled to meet on
Thursday,_23_June 1960, at 2:00 p.m. in Room 1?A,
2. The following items are enclosed for your review:
TAB 1 -- Tentative Agenda
TAB 2 -- Minutes of 4ast Committee Meeting
TAB 3 -- Summary of Suggestions to be consideged at this
meeting.
FOR THE CHAIRMAN, SUGGESTION AWARDS COMMITTEE:
25X1A
Executive Secretary
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8 June 1960
MEMORANDUM FOR: Executive Secretary
Suggestion Awards Committee
SUBJECT OS - Employee Sumestions
(Suggestion of
60-397)
1. The Office of Security Incentive Awards Committee wae
25X1A reCently advised by I Security Advisor to the
Agency Suggestion AWaras tdommietee, that Suggestion 1t60-397,
submitted by I lof this office, was deemed not awardable
25X1A :by the Agency Committee, since it was believed to be an "in line-
of-duty" suggestion.
2. At the time this suggestion was evaluated by the Chief,
Security Support Division, he commented that, "the suggestion
.proposed would normally not be expected from the employee submitting
it out of his daily routine work. It is commendable that he has
used such initiative to make the suggestion." After further duscussing
,this suggestion with the suggester's Branch and Division Chiefs, I
-believe that the Agency Committee might wish to consider the following
information:
(a) ,Although the employee is described as a
supervisor in the suggestion documents he is, in facts
an administrative employee who is responsible for evaluating
and guiding field activities in a specialized area and as such
he does net supervise personnel or on organizational com-
ponent-. Numerous other employees in the Security Support
Division, fall within the game category. The suggester in
this instance would not have the authority to implement
his suggestion.
(b) This suggestion could only be implemented by the
Branch Chief with concurrence of his Division Chief and
the outside concurrence of the Chief, Cl/OA/DD?. A
change in procedure, such as proposed by this suggestion,
would ordinarily originate with the Branch Chief.
25X1A 3 Based on the above comments, it is respectfully requested
that suggestion be reconsidered.
Chairman, OS
Incentive Awards Commirttee
COPY
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S-E-C-R-E-T
AinPtes of Meetio9
28 April 1960
So far this fiscal year, we have received 49 suggestions
from the field, compared to 6 for the entire Fiscal
Year 1959.
b. Under authority granted the Executive Secretary to re-
solve cases which are duplicates or have unanimous
recommendation for disapproval, 123 cases were closed
between 1 February and 28 April 1960.
Recently, figures were assembled to reply to an officer
who challenged the time spent by evaluators. The
Suggestion Awards Staff, since 1957, has resolved 1,541
cases without reference to your Committee.
C. The Clandestine Services Special Panel of the Suggestion
Awards Committee met on 10 March 1960. A total of
$330.00 was awarded for three suggestionsl, one of which
was for $300.00, earning a DCI certificate.
d. The Minimal Awards Committee met on 30 March 1960!
considered 16 suggestions, awarded 9 cash awards and
7 Letters of Appreciation.
e. So far this year, we have a reco d of 96 award cases,
77 of them cash awards totaling 5,1l5, representing
tangible savings of $39,000.00.
f. Film Showings: We showed the Civil Service Commission
filmstrip, illustrating 1959 top award cases in govern-
ment, tol land
1 On these occasions, we also conducted
workshops.
g.
Our own movie is scheduled to be
shown each week in May.
Ceremonies: The Office of Security had an impressive
ceremony for five award winners, with some 100 persons
present. The Chairman of the!nernal Pane/ gave a
brief description of each suggestion; the individual
came up to the table where the Senior Staff members sat,
received his award and personal compliment from Colonel
Edwards; two photographers took pictures.
That same week, there was a $200 award ceremony in the
Office of the Chief, EE Division! DD/P. Photographs
were also taken.
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S-E-C-R-E-T
Minu es of Meeting
-
28 Aril 1960
h. Publicity: Ihas a daily bulletin which they
use to publicize tne rogram.
We are now preparing our Support Bulletin article for
the next issue. We have submitted two Box Ads, similar
to the ones on the shuttle buses, for this issue.
We have a new poster ready for distribUtion in May.
1. The Political & Psychological Warfare iohase of the CS
S ecial Panel has been concurred in by Mr. Helms, C/OPS.
25X1 is being prepared, at which time we hope to
uggestion Awards Day, with our movie and
special posters and notices about previous award winners.
j. The Executive Secretary briefed the DDIS on statistics
and on the Program growth.
k. The Executive Secretary chaired a workshop on "Better
Supervisory Understanding" of the Suggestion Awards
Program, at the request of the Civil Service Commission,
for the Federal Incentive Awards Association. From
comments received, it is clear that our Agency's Program
enjoys the most "Supervisory Understanding" and support.
1. and the Suggestion Awards Staff are working
on new poster frames for the new building.
New Butlana described the handling Of the new building
Sweestions suggestions. Previously, a new building suggestion was
automatically closed out as not fallino within the Suggestion
Awards system per 1 dated 9 December 1955;
and the suggestion was sent to the New Building Committee for
whatever action they considered appropriate. Now, the New
Building Committee receives the suggestions for evaluation
and the suggester is given a logical answer regarding his
particular contribution. So far, there have not been any
proposals which would be adopted, or which had not been con-
sidered by the Building Committee, architects, etc.
25X1A
25X1A
25X1A
EAN a. The Executive Secretary asked for al vote on the Statute
Bysiness of Limitations for awardable suggestions which had been
adopted prior to submission. During day-to-day operations,
employees often make proposals for improvements which
would make them eligible for awards if submitted as sug-
gestions. It is very difficult for a Committee to
ascertain an employee's rights if a long period of time
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Minutes of, MOetill9
28 April 1960
elapses before he submits his suggestions in writing.
Provision should be made for a time !imitation within
which suggestions must be submitted in writing to the
Suggestion Awards Committee, in order to make the
suggester eligible for an award. The Special. Panel has
asked that this ruling be obtained from the Committee.
It was therefore proposed that Regulation Pe 25X1A
changed and that an Agency Notice be issued informing
employees that after 1 July I96l, adopted ideas which
had been in effect for more than one year, and which
had not previously been submitted in writing to the
Suggestion Awards Committee for award consideration
would not be eligible for award action -- the Committee
to reserve to itself the right to make exceptions for
valid reasons.
Discussion: preferred that there not be a
Statute of Limitations, having in mind the many employees
who have two year tours of duty overseas and who do not
fully understand what constitutes an awardable idea. He
subsequently recommended that the Statute of Limitations
be extended two years.
proposed that the effective date be
31 ece 1, er 60 -- however, the length of time to get
a regulation published was discussed and the date of
1 July 1962 seemed more realistic to the Suggestion
Awards Staff.
The Chairman proposed that the new employee sug-
gestion form describe the amendment when next printed.
The motion was made, seconded and carried to establish
a two year time limitation Conutraiog-4.Julv .
within which suggestions must be submitted in writing
in order to make the suggester eligible for an award;
to change Regulation accordingly, and to publicize
the change in an Agency notice and on the employee
suggestion form when next printed & the Support Bulletin.
b. The Chairman mentioned the Offiee of Communications
suggestion which promises to be an interesting award
winner, and which the Committee will be proud to have
had a part in considering.
c.
praposed that we not award suggestions recom-
mending forms revision to include carbon-interleaving
or NCR paper. The Executive Secretary stated that
Forms Management Branch does consider these improvements
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,P4AuXes Of,k40119
28 April 1960
in all revisions of forms, but that some of these old
suggestions preceded this polic
d. remarked that since was 25X1A
eav ng the Agency, as a member o e omm tee he
wanted to compliment her and thank her fer her contri-
butions. He added that he had served on many Committees,
Boards and Panels in his officiel career, and that the
administrative support he had enjoyed on this Committee
was the finest and most efficient he had ever experienced,
and that he was well aware thatl 'deserved the
credit for this outstanding performance. The Chairman
and other Committee members joined in this expression.
Committee The Committee
approved the
Iataaftxd
$125.00 )
$100.00 )
$100.00 )
Letter )
Letter )
Letter
$175.00
following action for the sug-
Benefit or S4vings
Action gestions indicated:
basjillt
123
2684
3119
58-21
58-106
58-259
2591 &
59-150
Tangible
Intangible
(Moderate
Savings ($17,150)
Benefits
-Extended)
58-57
$25.00
)
Intangible
Benefits
60-137
$25.00
)
(Slight-Extended)
1 L
58-306
$160.00
Tangible, Savings ($4,224.19)
Intangible Benefits (Slight-Local)
58-433
$100.00
Intangible
Benefits (Moderate-Local)
58-444
$25.00
Intangible
Benefits (Slight-Local)
59-529
$25.00
Intangible
Benefits (Slight-Local)
60-87
$25.00
Intangible Benefits (Slight-Local)
60-249
No Award
60-282
$100.00
Intangible
Benefits (Moderate-
Limited)
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Minutes of Meeting
28 April 1960
Sy9o. Nos,
Tpt41 Award
40-373
$25.00
)
Intangible Benefits
60-442
$25.00
)
(Moderate-Limited
60-392
Letter
60-397
No Award
60-409
400.00
Tangible Sayings ($2421.2O)
Adima4lat The meeting
/ APPROVED;
Intangible Benefits $Iight-Limitvd)
adjourned. at 4s10 p.m.
Cilairman
Suggestion Awards Committee
Executiva Secretary
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C?I?A I?N?T?E?R?N?A?L ,U?S?E 0?N?Le-Y
Regular Meeting of the Suggestion Awards Committee
Thursday, 28 April 1960
AGENDA
1. Call to order
2. Minutes of last meeting
3. Report by Executive Secretary
4. I
Ito discuss New Building
suggestions and their handling
5. Old Business
6. New Business
(Vote on suggestions attached)
7. Adjournment
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22 April 1960
MEMORANDUM TO; RECORD
SUBJECT ; Agenda for Meeting of Suggestion Awards Committee
1. The CIA Suggestion Awards Committee is scheduled to meet on
Thursday, 28 April 1960, at 2:00 p.m. in Room 1-A0
2. The following items are enclosed for your review;
TAB 1 -- Tentative Agenda
TAB 2 -- Minutes of Last Committee Meeting
TAB 3 -- Summary of suggestions to be considered at this
, meeting.
TAB 4 -- Summary of Minimal Awards
FOR THE CHAIRMAN, SUGGESTION AWARDS COMMITTEE;
QAW4ULIWW us..lcv?dry
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
Suggestions No. 123 deted 23 Se tember 1952
GS-9, Intel. Officer
2684
3119
5, Clerk
58-21
58-106
Secretary
28 April 1960
-11, Supply Officer
12, Analyst
58-25:
2591 s
59-150:
A. iiiimujiLlyagmtim
B.
GS-9, JOT
Intel. Officer
Suggesters proposed that the Agency only issue inks (stamp pad,
writing, etc.) which would reproduce on thermofax machines.
The combination of these suggestions brought about a review of
the thermofax problem by the Office of Logistics, Office of Security
and Management Staff. As a result of this review, Office of Logistics
will publish a notice which wills
1. Recall, all stamp pads and stamp pad inks, and replace them
with one new stamp pad and thermofaxable pad ink.ghe savings
will include a reduction of four types of stamp pa, s, and an ,
elimination of five types of inks. There will also be cor-
responding savings in warehouse space, shipping itei-costs,-
and mare-hours utilized in'handling inventories,1]
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Suggs. No. 123, 2684, 3119, 58-21, 58-106,
58-20, 2591 & 59-150 Contd.
2. Issue Line type thermofaxable ball point pen (except for the
executive type pen which will still be issued until Logistics
can secure one which will safely use thermofaxable ink).
According to OL*s experience during the past two years, the
first year tangible savings amounts to $171150 by the elimin-
ation of four types of ball point pens:.,)
Additional savings in previously wasted imperfect thermofax
copies and in mare-hours used to hand stamp dates and classifications
of documents will also accrue. Better security of documents is
another favorable consideration.
Ce
D.
25X1A
f 41
1. Not in line-of-duty.
2. $500.00 award, based ont $325 for Tangible Savings ($17,150)
+.12: for Intangible Benefits
$500 (Moderate-Extended)
AV.Z1.1LJMULL4L4ti.0.141102.2
? $/25 1st person to suggest thermofaxable
0/2$ stamp-pad Ink
- $125 -- 1st person to suggest the security aspect
et/e5- of this problem
- $125 -- 1st person to include the exiting inks
4.10-43 into this study
- $125 -- 1st person to calculate man-hour savings
- Letters of Appreciation -- Duplicates of above,
but all of these suggestions treated as one pack-
age compelled this corrective actioni
22.2111211.9,LafailisS1
.1!LAdopted 45-0-()Award ,S Letters of Appreciation
Not Adopted
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SUMMARY AND RECOMMENDATIONS FORME COMMITTEE
28 April 1960
Suggestion No. 58-57 : dated 12 August 1957
G$-12p Ops. Officer
NEAp
60-137: dated 23 August 1959
I G5-5r Admin Asst.
AF: MVP
A. ZMIRDM-2L21921111,2n
The two suggesters proposed that Form 1467 Reapozt CWVOR Sheet&
be padded and carbon-intovleaved.
B.
Co
D.
?Immm_al_Ellkatialak
Forms Management Branch of Records Management Staff has infoed
us that this idea is being adopted. They estinato the intangible
benefits to he within the Slight-E:vtended category.
Suggestion r4o 58-57 was considervd mn-adoptable in August
1957. Forms Management Branch cross-refertnced their file on
Form 1467 with Suggestion No. 58-57 for future consider:ation.
Suggestion No. 60-137 precipitated the study of this form and both
suggestions were considered together.
BlignirtadlUga-d-gangliaR.
1. Not in lino-of-duty.
2. $50-75 awards based on Intangible Benefits (Slight-Extendec)
to be divided equally between the two suggesters.
P.12141120-21...C203iII.U.
_Adopted &M.-Award Letter of Appreciatloa
Not Adopted
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SUMMARY AND RECOMMENDATIONS FOR THE CO4ITT4E
28 April 1960
Suggestion No. 58-2006g dated 21 January 1958
IGS-5, Stenographer
STAT I NT L /WH, DD/P
STAT I NTL
A. aggatitx_12LUsiantisla
Suggester proposed that PRQ forms, 1050 and 1050a, be produced
in carbon-interleaved, five part and four part sets, respectively.
Formerly, these five pert forms were assembled in single sets,
consisting of pages 1-5, and stapled in the upper left hand corner.
To make the required number of copies, the person handling the forms
had to disassemble these sets, put all of page one, etc0 together
in the required number of copies; interleave with carbon paper,
align, and, when the typing ras finished, reassemble in sets of
pages 1-5. Suggester proposed that each page be made up in carbon
interleaved sets of the required number of copies -- thus, it would
be a case of only typing and assembling.
Pads are now available, all pages 1 together, all pages 2
together, etc. Now, a persons tears the pages from the pad, inserts
them in the typewriter and, when finished, assembles them.,
Employees from grades GS-5 to GS-17 complete these forms. Records
Management Staff, using a study made by industry by Beadaux Engineers,
calculates the eavings by use of this new form to be $4,224.190 plus
intangible benefits in the Slight-Extended category.
C. &commendation ef Executive Secretary
le Not in line-of-duty.
2. $1606-183 awards $25-50 for Intangible Benefits (Slight-Local)
Plus
$135 for Tangible Savings ($4,224.19)
B. ?ummarv of Evaluations
D. 2grALL211.2LcazatIte2
' Adopted 1.W?) Award Letter of Appreciation
Not Adopted
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
28 April 1960
Suggestion No. 58-433: dated 27 March 1958
GS-I1, Chief, Registry
tt, JAW
A. lamaa'atajaa_*
Suggester proposed that the Pouch Manifest for No. 255 be
revised by eliminating the Division copy -- thus eliminating the
filing, checking and maintenance of these manifests by the various
Division Branches and Staffs and the transmission of these manifests
by RID to the areas.
B. Ummarv sof ?valuations
The DD/P was canvassed regarding this suggestion, and agreement
was finally obtained, to eliminate the Division copy of Form 255
at the next printing.
C.
This form is also used by the Office of Communications, to a
much lesser degree. That Office will use a plain tissue copy for
its required check-off sheet.
1. Not in line-of-duty.
2. $100-150 award based on Intangible Benefits (Moderate-Local)
Declqiou_of Committee
Adopted gittO Awad Letter of Appreciation
Not Adopted
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
Suggestion No. 58-444:
A.
B.
C.
RID, DD P
28 April 1960
GS-6, Deputy Asst. Supervisor
itga=2-21-1291211419-11.
Suggester proposed a new filing system for double-barrel
(hyphenated) names, to be used by RID/INDEX.
Zug= awLLJL,Ud112D12,
This suggestion was adopted by the Records Integration Division
for use with Spanish names only. The suggestion was considered in
a study made by Language Specialists on the RID file system, and
found to be the best method.
=00.44141,!__
'I II
ec e
a
a. Not in line-of-duty.
b. $25-50 award based on Intangible Benefits Slight-Local)
D. ariatkaPittott.
421aL_Award Letter of Appreciation
Adopted
Not Adopted
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SUMMARY AND RECOMMENDATIONS FOR THg COMMITTEE
28 April 1960
Suggestion No. 59-529: dated 15 June 1W)
1, GS-7, Analyst
HID, DB/P
A. .5,9IEWanr?SILJ2LIWAIlla
Suggester proposed a revision of Form 1355, RID File Locator
Card, and the procedure for the use of this card. Originally,
Form 1355 was placed in an envelope, Form 1360, which was stapled
to the inside of each 201 folder charged out to DD/0 areas. When
the folder was transferred or returned to RID, the desk was to
remove a Form 1355 and send it to RID/DRS. The suggester contended
that the desks were not sending in these forms, primarily because
they were in the envelope and the desks did not even know what they
were for. She proposed that Form 1355 be revised to include a
perforated tab, and that they be attached to the folder by stapling
through the tab -- thus they would be in plain sight, easy to remove
and send in.
B. IMMaY....af.11,41.1atimk
Study by RID revealed that the desks prefer to have a supply of
Form 1355 at their desks. The person to open the file and thus see
the forms, under the existing and proposed procedures, are the case
officers, and they do not prepare the forms. RID has decided to:
eliminate the envelope (Form 1360); discontinue attaching Form 1355
to the inside of folders; discontinue the use of Form 1355 when the
file is being returned to RID/201 or RID/Files; and issue Form 1355,
revised to include name and telephone number, to file control points
at the desks and within RID.
C. Recommendation of Exceptive ecreterv
1. Not in line-of-duty.
2. $25-50.award based on Intangible Benefits (Slight-Local)
D. acatzuf_Ssaisiatita
Adopted Award Letter of Appreciation
Not Adopted
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
28 April 1960
Suggestion No. 60-87; dated 7 Auaust e9e9
STATINTL GS-11, Case Officer
WE, DD/P
A. Summary of Suegestien
Suggester proposed that Headquarters form la-2, Information
Report, be sterilized at future printings in order that these forms
may be sent to the field as a worksheet. The object was ty make
for a smoother operation in typing the finished report on the
multilith mat.
B. Summary of
After reviewing this suggestion, Records Management Staff and
RQM both felt that the expense of printing and disseminating a
worksheet form to the field was not warranted.
EE, WH, FE, WE, AF and NE all stated that they would make
effective use of this form if available, but that it was not an
absolutely necessary tool.
In December 1959, Form 51-58* a raw information report form,
was revised by RMS with concurrence by FeeM (new Form la-4). As a
result of this revision* a form was designed which is exactly what
the suggester requested. The form will sever: primarily as a raw
information report form for complete field dissemination, and
secondarily as a field information report worksheet. It car not
be ascertained whether or not the suggester's proposal influenced
development of the worksheet aspect of this new form. However, the
suggestion, reviewed by RMS and RQM in August and September 1959,
preceded the action to revise Form 51-58, which revision combines
the worksheet advantage for field use with the report form.
C. Recommendation of Exeptive
1. Not in line-of-duty.
2. $25-50 award based on Intangible Benefits (Slight-Local)
N.B. Normally this award would fall in the
Slight-Extended category ($50-75), but
the suggestion was not adopted exactly
as presented.
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Sugg. No. 60-87 Contd.
D. Decision of
Adopted
Not Adopted
ta-2_,Award
Letter of Appreciation
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
25X1A Suggestion No. 60-249: dated 8 October 1959
1, GS-8, Supply Officer
25X1A
25X1A
OC, DD/S
28 April 1960
A.urSty...21.
Suggester proposed that the Cleaning crew at the Station
be scheduled for work every three days rather than every day, as at
present. This work is done after hours and the crew is paid on an
over-time basis.
B. iMMMIEL-9LSMallelIi2D1
The Station has adopted this idea with an approximate
overtime saving of $1,800 per year. FE Division has stated that
this idea is not applicable to all other FE stations; however, they
will mention this improvement to certain of their othee -et:Atone
whero there is a possibility of achieving. similar savings.
C. Re.crinen4tIop_of ,executive Jecretarv
1. Not In line-of-duty.
2i $25-50 award based on Intangible Benefits (Slight-Local)
N.B. The Tangible Savings of $1,600 merit
an award of $70.00; however, the
Executive Secretary believes the
award should be based on Intangible
Benefits because the cleaning service
will obviously be less satisfactory.
D. 129.illian!ILSAmlittet
Adopted ft:, Award Letter of Appreciation
25X1A Not Adopted
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SUMMARY AND RECOMMENDATION FOR THE COMMITTEE
28 April 1960
Suggestion No. 60-282: dated 1 December /959
GS-11, Suppaq Officer
OL DD/S
A. Summary pf 4m:est/go
Suggester designed a piece of equipment for making cartons.
The equipment was considered to be economical. He suggested that
it also be used in other small stations.
B.tilmeri_g_gyelueeetianet
The Office of Logistics stated that the suggester did construct
an effective and cheap carton-making machine at his station. The
cartons which this machine made, however, are not completely
acceptable elsewhere because there exists a certain amount of hand
work which is too expensive in areas other than 'That
Office stated that commercially available equipment serves the
purpose better in larger stations. Supply Division, OL will,
however, forward the drawings to other stations for their consider-
ation. Tangible Savings for this one station are about $3,860.
C. EggangiA-idati tKgc_ J.U/e_aggz_g_taja
1.
Not in line-of-e;uty.
$50-100 award based on Intangible Benefits (Moderate-Limited)
N.B. Tangible Savings amounting to $3,860
would merit an award of $125.00; but
the results, although usable, are less
satisfactory than the commercial pro-
duct. The Executive Secretary, there-
fore, recommends award based on
Intangible Benefits (Moderate-Limited).
D. Decision of Committee
Adopted Oft62 Award
Letter of Appreciation
Not Adopted
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
28 April 1960
STATINTL Suggestion No. 60-373: dated 15 January 1960 '
GS-I2, Investigator
eee, ewe
STATINTL Suggestion No. 60-4421 dated 29 February 1960
UO/b
STATINTL
STATINTL
STATINTL
A. Summary of Suaeestion
* GS-12, Investigator
The two suggesters independently proposed revisions in the forms
used for National Agency Checks; 1) I proposed incorporating
Form 1024 (covert National Agency Check request form) and Form 1024a
(National Agency Check report form) onto the 1024 form (endorsement
style); 2) 'proposed incorporating Form 644 (overt .
National Agency Check request form) and Form 1024a onto the 644
form (endorsement style). In each case, eliminating Form 1024a and
the paper work involved in the use of this form, and speeding up
handling procedures.
B. Summary of Evaluations
The Office of Security has adopted these two suggestions. Aside
from the elimination of Form 1024a and the speed-up of handling
procedures, the popular use of TWX?s for "No Record': replies has
been eliminated to a considerable degree.
C. Recommendation of Executive Secretary,
1. Not in line-of-duty.
2. $50.-400 award based on intangible Benefits (Moderate-Limited)
to be divided equally between the two suggeeters.
P. asillaa_aJaandlata
Adopted e______Award
Letter of Appreciation
Not Adopted
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STATI NTL
Sugg. No. 60-392 Contd.
C. Recommendation of Executive Secretary
1. Not in line-of-duty.
2. $50.00 total award based on Tangible Savings of $190009
to be divided equally between the two employees -- the change
came from a combination of thoughts of the two people.
D. DeciOpn 91 Cowittee
Adopted Award t..?.;tter of Appreciation
Not Adopted
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SUMMARY AND RECOMMENDATIONS FOR THE COMMMEE
28 April 1960
Suggestion No. 60-397: dated 10 July 1959
, G6-129 Supervisor
UO,
A. Summary of Suggestion
Suggester proposed a revision in the Operational Approval
procedures, to speed-up the processing of favorable report cases.
He proposed that all clear, favorable or non-derogatory OA reports
be TWX'd to Headquarters. Heretofore, All operational approvals
were reported in written form. Typing backlogs occurred. The
.suggested procedure will speed-up the reply, and the written
report will follow along -- but, not on a priority basis.
B. iymmarv 9f Enluations
This suggestion has been adopted by the Office of Security
with the approval of CI Staff. The benefit to be derived is faster
service to CI on Operational Approvals -- although OS administrative
work has been increased by the added TWX's.
C. Recommendatipp of Execqive_Secretarv
1. Not in line-of-duty.
2. $25-50 award based on Intangible Benefits (Slight-Local)
D. Decision 9f Coritiq,
Adopted Award Letter of Appreciation
Not Adopted
(y-Y1.10C9-11L114) :AY
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SUMMARY OF SUGGESTIONS AND ACTION TAKEN BY CHAIRMAN
MINIMAL AWARD CASES
30 March 1960
Sugg. No. 58-454: dated 7 April 1958
GS-7, Records Analyst
']DDA
Summary Suggester proposed that the NIS status report list
the sections completed rather than the chapters
completed. In some cases where a section of a chapter
is not applicable, this report listed misleading
information, leaving a question in the minds of
recipients as to whether or not they actually had
in hand a completed report.
Action Taken- : This idea was adopted by OBI by listing "Sections
Not in Completed Chapters". OBI stated that this was
done from a consolidation of ideas and not just from
this suggestion.
Award : Letter of Appreciation
Sugg. No. 59-482: dated 15 May 1959
25X1A GS-11, Analyst
OSI, DD/I
Summary Suggester proposed a tentative curriculum for a spacial
training course in the administration of external con-
tracts, to fit the needs of OSI analysts.
Action Taken , OSI stated that a modified Office of Logistics course
in external contracts has been initiated, incorporating
many of the suggester's proposals.
Award z Letter of Appreciation
411111-1144-***OHHH*
25X1A Sugg* No. 60-47 : dated 24 July 1959
Summary
DCI, DD/I
s GS-129 Intel. Officer
Suggester designed and proposed Agency use of a paper
off-set master protection holder. This holder would
protect the master from damage during the necessary
handling from the time it is typed until the time it
is actually printed.
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Sugg. No. 60-47 Contd.
Minimal Awards Cases Contd.
30 March 1960
Action Taken s This suggestion has been effectively adopted by OCI
for all their publications. No other Agency office
has need for this protector
Award : $25.00 award granted.
**********
Sugg. No. 60-120: dated 10 September 1959
, GS-5 Payroll Clerk
Comptroller, DD/S
Summary Suggester proposed that the names of individuals
authorized to approve the payment or credit of over-
time be placed on one large legal size page with a
plastic cover and hard back, for quicker ready
reference by payroll personnel.
Action Taken Vouchered.funds payroll office of the Office of
Comptroller has effectively adopted this suggestion..
It will be used by about 12 payroll clerks, each of
whom usesa different list of names for reference
purposes.
Award $10.00 award granted.
ifilriH1-11-11-****
Sugg. No. 60-139: dated 17 September 1959
GS-7, Cable Analyst
OL, DD/S
Summary Suggester proposed an economical way to attach
Security Check sheets to the top of safes. He pro-
posed taping Acco fasteners to the top of safes and
punching holes in the check sheets. At present,
employees generally use scotch tape to affix them,
which mutilates them when they are turned over to be
used on the other side.
Action Taken ; Office of Security described this method of attaching
Security Check sheets to safes, in the February 1960
issue of the Support Bulletin.
Award
$10.00 Advisory award granted.
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30 March 1960
Sugg. No. 60-238; dated 13 November 1959
0 GS-7, Admin Asst.
OSI, DD/I
Summary Suggester proposed that Form 615, Document Receipt,
be revised by: a) doubling the size of the form,
printing all the information on one side, and carbon
interleaving the form -- at present the typist must
re-insert the carbon paper to type necessary informa-
tion on the reverse side; and b) providing a block
for date sent and receipt number -- at present, no
space is provided. for such information.
Action Taken : Records Management Staff will include a "date sent"
block at the next reprinting of the form. Offices
of primary interest did not approve of the other
changes recommended.
Award Letter of Appreciation
iHHHI-11-11-11-1H1*
Sugg. No. 60-271s dated 24 November 1959
Summary .
UU/F
Suggester proposed that all persons going overseas
on TUY tours be given injections of gamma globulin
for protection against infectious diseases.
Action Taken : For medical reasons, this injection is not made
mandatory -- however, it is available to all employees
going overseas. Medical Staff will re-examine their
system to be sure that no oversights are made in
informing employees of this available preventative.
Award
Letter of Appreciation
*IHt*******
Sugg. No. 60-339: dated 13 January 1960
Summary
UU, DD/I
GS-4, Clerk
Sueeester proposed that the lists of names of
large industries and colleges,
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Action Taken
be placed in alphabetical order, each letter of the
alphabet on a separate page. This system would make
it easier to find a name and to make additions to
the list.
This suggestion was adopted by the Office of Operations,
and considered by that Office to be very good thinking
on the part of this new employee.
Award $15.00 award granted.
****40.31-.11-1H141.
Sugg. No. 60-347: dated 23 October 1959
0111-11 (GS-9), Chief, Equipment Unit
Summary
I.
Suggester proposed that weekly tests be made of the
lalarm systems. Heretofore,
these alarms were tested monthly by the ADT Alarm
Company.
Action Taken This suggestion has been adopted at It is not
applicable to Headquarters, which tests equipment
three times a month.
Award Letter of Appreciation
**41-PHI**0131*
Sugg. No. 60-348: dated 23 October 1959
Summary
(GS-8), Driver
Suggester proposed installing mounting ladders on the
loading dock atl at the shipping
and receiving doors -- riusn with the landing.
Action Taken This suggestion was adopted at It is not
applicable to Headquarters, because the loading
platforms are not particularly long and the ramps
suffice. This suggestion will be referred to GSA
for any application at other Government warehouses.
Award $15.00 award granted.
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Sugg. No. 60,-349; dated 23 October 1959
Sunasary
Minimal wards Cases Contd1
30 March 1960
' (G$-6), Packer
MAchinery used by the lift operators in the Packing
Crating section atl
inadvertently blows exhaust fumes at the packers.
Suggester proposed that a diverting tube be added
to the lifts to prevent this uncomfortable and
unhealthy situation.
25X1A Action Taken 4 This suggestion was adopted 41111 at a cost of
$8.98 per vehicle.
25X1A
25X1A
Awazd i $15.00 award granted.
Sugg. No. 60-355; dated 25 January 1g60
., GS-4, Clerk
oo, opir
Summary Xn 00, many cases hae more than one folder. The
folders axe numbered in the right hand corner with
"1 of 6$ 2 of 6$ etc." As new folders are added to
the cases, this numbering must be changed on all
affected folders (1 of 7, etc.). To change these
numbers, clerks have been erasing them, leaving a
hard-to-read surface and shortening the life of the
folders. Suggester proposed that a masking, tape base
be put over the numbering section of the folder. As
changes 7,re made, the tape need only be removed and
a new strip added for the change.
Action Taken s 00 has adopted this suggestion at a saving of about
5 folders per month.
Award
4 Letter of Appreciation
Sugg,..; No. 60-356z
4241-11.41.*** WO*
dated 22 January 1960
1 I, GS-9, Admin Asst.
SR, DO/P
Summary I Suggester proposed that the Absta-act, File Slips
attached to all documents emanating from RID bo
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stapled through the tab above the perforated lines,
for easier removal by the area clerks.
Action Taken RID has adopted this method of attaching the
Abstract File slips with satisfactory results.
Award
$15.00 award granted.
*****414HHF
Sugg. No. 60-369: dated 26 January 1960
IG6-11, Mechanical Engineer
OC, DD/S
Summary ; Suggester proposed a method to prevent bleeding of
communications one-time cipher pads, by the use of
an additional polyethylene sheet on the top and
bottom of the pad, to be molded in as part of the pad.
Action Taken : This suggestion has been adopted by the Office of
Communications -- however, no more than 10 pads are
used per year.
Award
Letter of Appreciation
Sugg. No. 60-386: dated 15.February 1960
IGS-5, Library Assistant
OCR, DD/I
Summary Suggester proposed a revision in the procedures of
the Communications Branch of the CIA Library, whereby
he simplified the filing and referencing of commercial
brochures, advertising, electronics, communications,
etc.
Action Taken This suggestion was adopted by OCR for use in the
small branch library, which services the Office of
Communications.
Award
$10.00 award granted.
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30 March 1960
Sugg. No. 606427:
Summary
Action T?ken
Award
Op Truck Driver
15-15), Truck Driver
Suggestexs proposed the installation of chain and
binder baskets on the two flat-bed trucks in operation
This will give the driveg's immediate access
UV WV chain and binders to secure any typo of load
at any point of loading.
This suggestion was adopted atl_
$25.00 fxr vehicle.
it.a cost of
$20.00 total award grantedT to be divided equally
between the two suggesters.
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 60-427: dated 4 January 1960
A. Summary of Suggestion
80 MAR 19.60
-6), Truck Driver
GS-6), Truck Driver
Suggesters proposed the installation of chain and binder baskets
STATINTL on the two flat-bed trucks in operation at This will give the
drivers immediate access to the chain and binders to secure any type
of load at any point of loading.
B. Summary of Evaluations
This suggestion has been adopted at a cost of $25.00 per vehicle.
The Intangible Benefits fall within the Slight-Limited category.
C. Recommendation of Executive Secretary
1. Not in line-of-duty
2. $20.00 award, based on Intangible Benefits (Slight-Limited),
/ -?A-c7
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
STATINTLSUGGESTION NO. 59-457:
4 August
CZ-5, Secretary-Steno
A. 4W.O.ALJUSWAIL2n
Suggester proposed the use of one-time carbon inter-leaf for
form No. 261, T/O Change Authorization.,w-a,pk --ry?0,--?n;.1QA41r;
)c) yauz_c_a_v61 c.,,A aerp-A-Q.,
B. iMigill2.4.LED4f.til.nl.
The Forms Management Branch of Records Management Staff reviewed
the suggestion and revised the form as suggested. That Staff
estlmated a tangible saving of $201, plus intangible benefits in
the Slight-Limited category.
C. o
STATINTL
D.
? Not in line-of-duty (GS-5 Secretary-Steno)
2. $25-$40 award based on $15 for Tangible Savings ($201), plus
$10-25 for Intangible Benefits (Slight-
Limited)
zgrazt.giaisatual
Adopted ,.apc?
ND Award J..etter of Appreciation
Not Adopted
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SUMMARY AND RECOMMENDATIOTS FOR THE C0f4P.IITTEE
25X1A SUGGESTION NP. 59-523:
25X1A
OC DD S
A. iNagarv of Suqqest%qn
3 August 1959
9
G5-9 Electronic Engineer
25X1A
J1,0)cor(644 -- The elevator door, in are
manually operated. Due to misalignment or settling of the
building, those doors will not stay in the open position. The
elevator is used to transfer expensive electronic gear and test
'equipment from one floor to the other. When a cart loaded with
this equipment is being loaded onto the elevator, the doors
swing shut, making the loading operation a two-man job or a
hazardous one-man job. If extreme care is not taken, expensive
equipment can be hit by the door and possibly pulled from the
cart onto the floor.
Zupossilm,L-- The suggester proposed that simple, inexpensive
Magnetic or spring loaded catches be installed to hold the
doors in the fully open position. This will allow the operator
the use of both hands to handle the cart and equipment.
? 4414144.44.-46.9AUM
On 11 June 1959, the Chairman,
0 stated:
Suggestion Awards Committee,
=I
"This suggestion was adopted by the Suggestion Awards
Committee and final work was completed on 10 June 1959. However,
instead of using magnetic or spring-loaded catches, a less
expensive cabinet clip-type catch was installed on the doors at
a total cost of $3.00.
25X1A
25X1A
25X1A
"....To aid you in determining the amount of the award, we felt
? that the Degree of Benefit was slight and the Extent of
Application was local."
BassmacalajimoLatrailaUe.saLtaxa
1. . Not in line-of-duty (GS-9,,Electronic Engineer)
2. $25-50 award based on Intangible Benefits (Slight-Local)
? 924.141211?4449812144-12
Adopted a%sS Award Letter of Appreciation
Not Adopted
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
STKTINITL
SUGGESTION NO. PI 58-545: da ted 9 May 1958
STATI NTL
STATI NTL
RID, DD/P
3 'August 1959
I GS-5, File Supervisor
A. Spmma;y pf Suggestion
Because of the lack of space in RI/Index, the suggester designed
and proposed the use of a desk rack. (Draft drawing in case folder)
B. Sulwav 9f Evaluations
STATI NTL
In July 1958, this suggestion was recommended for adoption by
Chief, RIO I, Around the first of this year (1959),
a Management Survey was made of this area. In July 1959,
1::1 RID informed this Staff that because of the reorganization
ted by the Management Survey, the need for this suggestion no
longer exists.
C. Regommpnla,Wp_9f 4ecutiap Seqre-kary
1. Not in line?of?duty (GS-5, File Supervisor)
2. Letter of Appreciation
D. Pecision of Chairman
Chairman
Suggestion Awards Committee
MIME
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C ?I ?A I ?N ?T ?E?R?N ?A ?L U?S?E O?N?L?Y
SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 59-97:
3 August 1959
dated 23 September 1958
GS-6, Secretary?Steno
oevelopment Projects Staff, DCI
A. Summary 9f S49qesIlon
Suggester proposed that Form 237, yellow Official Routing Slip,
be supplemented with a duplicate which would eliminate the words:
"Central Intelligence Agency".
B. ?ummau of Evaluatiops
Investigation by Forms Management Branch of Records Management
Staff revealed that the suggester's office was the only office which
would effectively use a sterile copy of Form 237. In February 1959
Form 1582, blue Routing Slip, was printed.
Offices using Form 237 for external routing require "Central
Intelligence Agency" as an identification.
C. Recommendation of Executive Secreta;v
1. Not in line?of?duty (GS-6, Secretary?Steno)
2. $15.00 award based on Intangible Benefits (Slight?Limited)
Decision of Chairman
ILLEGIB
D.
STATI NTL
Chairman '
Suggestion Awards Committee
MOO.
Award
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
22 July 1959
SUGGESTION NO. 59-537: dated 22 June 1959
1 GS-6, Library Assistant
OCR, DD/I
A. Summary of Stiqoestiort
Suggester proposed that a pen be attached to each desk in the
Microfilm Reading Room of CIA Library, for the convenience of the
requesters.
B. Summary of Evaluatiqns
The OCR Library, as an added service to its customers, installed
these pens on the microfilm machines on 15 July 1959.
C. jlegommendation qf Executiye Sqcretary
1. Not in line-of-duty (GS-6, Library Assistant)
2. $10.00 award based on Intangible Benefits (Slight-Limited)
D.
m n
Suggestion Awards ommittee
NOW.
Award
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TO Executive Secretary
Suggestion Awards Committee
FROM Plans and folicy Staff/TR
SUWECTI Employee Suggestion No. 597113
DATE: 1 July 1959
1. Attached is the file on employee suggestion No. 597113. We have
Jipteompleted the usual evaluation form because of the rather unusual
course Which. this suggestion followed within DD/i0 and OTR. The attached
memoranda adequately record this course.
-2. The ideas advanced by this suggestion were not new either to
to00 or to,OTN. For some time considerable attention has been given
the problem of preparing employees to "Meet the Critic" in overseas
situations, Material on this subject is included in several OTR courses
? and plans made, independent of the attached suggestion, to extend this
treatment in still other courses. Other agencies of the Government,
notably State, ICA, and Defense, are quite active in this field and OTR
411P cick4e touch with their progress. In addition, in the spring of
OCB issued 0 guidance calling on Government agencies which have
mipleyees abroad to step up their orientation programs to prepare such
employees for overseas service, including specific material on "How to
Meet the Critic."
- 3. V#Ule,the referenced suggestion presents no new ideas or concepts,
it did serve the useful purpose of bringing about a meeting between OTR
and DP/0 representative& to clarify the present handling of this problem
- in our traUltng course'. The solution reached is reflected in an OTR
me0Orandum of 29 AM. We think it fair to observe, however, that the
"solution" reached will come under repeated review and will be a matter
of continuing interest to OTR and EC/P
/s/
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toward making betterinter704tionai friends., this sAlgester
d, at .,04 Agency set up a small, briefing Program for all of
.Ur people destined for overseas assignments. The suggester believes
the course should be conducted through OTR schools or processing units.
This ugge tien was declined (4 June 1,954) because:
dependents briefing program strongly emphasizes the
nts of the proposed briefing in several of the lectures
van wivesi and
These
points are also ooYered in briefings and courses given
peple,by Central Processing, OTR/LAS, the separate
Oa deds,of DO/PIPI
was not disseminated to other Government agencies because:
"A rePent.000 study entitled ?UnitedStates Employees Overseas'
1044Ates that other U. SI dolternieent Agencies engaged in
40114t100 JP .foreign countries do .Provide orientation and
training for their personnel before going overseas."
obbrIA
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TAB C
SUGGESTION NO. 58-406: dated 14 March 1958
=STATINTL I k os-12 ops officer/PP
?imepLgeLLasteatium
Suggester proposed a two-part training course to consist of:
(a) A course on the"American Revolution, Principles and Impact on
U. S. Development" ; and (b) A public speaking/debating course to
train CIA personnel to voice and defend the principles learned in
part (a) of course.
STATI NTL
This suggestion was finally declined (22 Septembe
1958) because:
"After review and discussion, it is clear that there is no
substantial demand for a combination of courses such as that
proposed.
"DD/P, DIVS and representatives felt in general that the
objective was worthy, but that training demands for other and
more immediate purposes, varying somewhat with the components,
make it infeasible to send students to training of the type
proposed.
"OTR offers courses in Effective Speaking, which are very close
to the objective of part (b) of the proposal. Courses which
deal with the subject matter suggested in part (a) are given
regularly by the United States Information Agency and by the
Foreign Service Institute, Department of State. We recognize
that enrollment in these separate courses missed the integration
which was a significant part of the suggestion; however, the
demand for this kind of training does not warrant going beyond
the forms of existing separate courses."
The followina evaluation of the Chief, Intelligence School, OTR,
6 defines the open-minded approach to the
problem, but as seen in the final evaluation above, OTR could not Ent
up the course without the requirements from the operating components:
The two courses suggested have an admirable objective and as
a practical matter could probably best be handled as a single
training effort.
"No formal'requirement has been levied on the Office of Training
to provide such a course; however, similar training is given to
Information specialists in USIS and could be given to case officers
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ci the Agency if the need is felt by the operating components
o bi sufficiently compelling.
he.proposal will be discussed with the operating components
,
Order to ascertain ether a) the course will meet a
definite special requirement; (t) is sufficiently urgent to
warrant taking the time of case officers and other personnel
weY'from the Station or the 'Desk; and (e) if the answer to
) and (b) is affirmative, to determine how intensive and
, tOecific the training should be.
,
'Meantime' the Office of Training .s :lOoking'ito the details
of the US,? course, and searching for other training in govern?
/Tient or elsewhere which is e 11410 purpose and scope.
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, 1 &
. Attached is an employee suggestion about which several Wind
OOP notes have been written and which became the subject of an informal
meeting "15 June attended by the following:
-
? Is/TR
LAS/TR
? PPS/TR
- Suggestion Awards Staff
? Originator ofthe Suggestion
2. The referenced suggestion proposes that an Oral or written
briefing be prepared to enable employees going overseas to counter
Soviet propaganda, arguments, or other criticisms levied at Americans
abroad,i,:.. 6
.,.:.1;tlis suggested that the briefing be tailored especially for
,pi_suppert personnel. The idea behind this suggestion is
17,01y :rt_a_ ly notubnew one; in one form or 'another it has been considered
OTR on a n er of occasions
3. The OTB representatives began the 15 June meeting by sketching
the materials contained in courses, and those we plan to add to
other courses, bearing on the subject at hand. in addition, a comment
was offered as to the type of course (or courses) pril could develop in
this field it DO generates a requirement for it. expresses
agreement with the actions OTB has taken and plans to take. He Stated
that no attempt should be made to devise additional courses on this
subject; inclusion of suitable material in existing courses should
suffice. Specifically, he endorsed the following:
a. Inclusion of material on "How to Meet the Critic"
following courses:
Intelligence Orientation
JOT integrated Course
Dependents Briefing
Americans Abroad Orientations
Introduction to Overseas Effectiveness
b. Provision of pamphlets or brochures on "How to Meet the
Critic" (with suitable introductory notes and bibliographies)
to personnel at Headquarters and especially to field stations.
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'expressed the view that, in each of thecourses
Hcited.above, Ellate;;,e1 should be presented which wills (a) make individuals.
ewateHOfille nature 01.the,problem they will face in the field with re-
.60.0tt to critical questions, and (b) give them a frame of reference for
de404 with such matters. It is recognized that there will he ,very
opportunity to do much about developing skills in such persons
to, cope aggressively with this 14001em.
, 25)(1,4,
-
th one exception, each of the courses listed
contains one planned to cont a" ,on "How to Meet the
exception is the Dependents Briefing to whiCh it is
pto std a third (optional) afternoon be added. The requirement for .
hejaelphiet or brochure suggested can be met, we believe,
a DSIS publication now available.
( '
25X1A
;f you approve the actions recommended by the
Intelligence and Language and Area schools (whose chiefs have concurred
in the recommendations) are prepared to carry them out promptly.
, ,
,
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E=T
MINUTES OF MEETING
-SUGGESTION AWARDS coMmrrrEE
Opkg5DAY, 10 JUNE 1959
On Wednesday, 10 June 1959, Ot 9330 a.m. in Room 1604
0
Curie Hall: phairman, chaired the
regular lieeting of the CIA Suggestion Awards Committee.
, I !
The following were present:
I
(DD/P)
(DD/P)
(DD/I)
(DD/I)
(DD/S)
(DD/S )
!UMW The minutes of the regolai Committee meeting, held on
22 Ari/ 1959, were approved.
1144244 Our record of unresolved cases as of 4 June 1991sas
2$1
Secretary, s follows:
1957 -- 10 Cases
1958.-- 33 cases
1959 -- 124 cased
?, 1410er authority granted the Chairman to resolve and
it4Ord'mfni*ml cases, $125.00 was paid out for 11 cases
6 cash awards and 3 Letters of Appreciation.
tinder authority granted the Executive Secretor)/ to
reso ve cases which are duplicates or have unanimous
,-
redOmmendation for disapproval, 83 cases were Closed
since the April meeting.
Today, 10 June, is the last Support Exhibit for the
summer.
The 'new suggestion form has been sent to all fiel
stations by Book Dispatch over the signature of the
C/OPS/DDP.
it
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Minutes of SAC Meeting
10 June 1959
et with Chiefs of the Office of Logistics
ware ?uses at a Slturday conference to discuss ways
and means of operating the Suggestion Awards Program
at their installations. The key Supply Division
personnel were also in attendance.
. Presented film review of "The Power ,of Suggestion"
to FY 1957-58 Committee members, FY 1958-59 Committee
members, certain internal office committee members,
program coordinators and their secretaries, all
members of Management Staff and the cast of the movie.
h. Animal posters designed, photographed and will be
posted from now through the fall.
25X1A
. Our new regulation has been submitted for publication.
It separates Suggestion Awards Program from the Honor
and Merits Award Program, changes a few small items
to conform with present policies.
j. Revised Suggestion Awards
Committee regulation has been published as proposed
by the Suggestion Awards Staff.
- k. Continue to have personal interviews with suggesters
to help them submit better suggestions. Continue to
meet with coordinators and evaluators to provide staff
guidance and help.
? New suggestion form stock
three weeks time.
25X1A
New evaluation forms, are
evaluations.
had to be replenished in
bringing in more concise
The ,Special Panel met, coneidered 17 cases, have one
recoMMendation for a $50.00 cash award to be made to
An (This. is.
p4trmissabie according to the Office, of General Counsel
ruling on this case.)
The Chairman quoted the cost of the new suggestion
film as being approximately $7,200. He asked for
.COmmittee comments on the production:
I. One member had recommendedour continuing to show
the colored .short;
? 2 ?
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of SAC Meeting
0 June 1959
. One person pointed out the unfortunate prop a
trash Can in. the first etWel.
Another person commented that the picture dragged
in one scene when "Ruth" is thinking about
talking to Larry about he; ow) suggestion.
The ChairMan proposed that in the future the Executive
Secretary would take it upon herself to invite a
WIOOSS tO discuss every case of a technical nature.
25X1A
proposed that in the future the Executive
*Cr ary list by number the cases which are more than
Wo years old. This will serve as a reminder to the
240bers or coordinators.
By unanimous vote on each case, the Committee approved
"41071PLI4k
tho following action Pg. tile suggestions indicated&
-SVT" ki91 141I4sillOW
587226, $150.00
95.00
09:'336,
59-370 100,00
5412 55.00
59-496
.44g4I044..ikAILB2L
. Intangible (Moderate-Extended)
.Tangible ($1,660)
' 'Intangible (Slight-Limited)
,Tangibil ($611.30)
Intangible (Moderate-Limited)
Tangible ($500.00)
'Intangible (Moderate-Limited)
Tangible ($1,015.64)
Tangible ($1,166)
, Intangible (Slight-Limited)
59-411 -- proposed a modificati f the step-end-repeat
.camera used by TSS Award consideration was 25X1A
elefeered until the next Committee meeting at which
time the Executive Secretary will invite the sug-
gesteee supervisor to discuss and demonstrate
this PPOification and to resolve the line-of-duty -
problem.
The Chairman thanked the members for their services
e?ilthe Cematepedering the past Fiscal Year.
The, meeting adjourned at 1005. a
, ,
re sry
Suggestion AwArds.
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Regular Meeting of the Suggestion Awards Committee
Wednesday, 10 June 1959
AGENDA
1. Call to order
2. Minutes of last meeting
3. Report by Executive Secretary
4. Comments by Chairman
5. Old Business
6, New Business
(Vote on suggestions attached)
7. Adjournment
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SUMMARY OF SUGGESTIONS AND ACTION TAKEN BY CHAIRMAN
MINIMAL AWARD CASES
9 JUNE 1159
- SUGG.,NO. 597247: dated 17 December 1958 L
0 GS-11, Geographer
ORR DD/I
s Suggester proposed a training programs A reading
course to be instituted to provide supervised reading
by employees on the job._ This guide in reading
material would help employees in their career objectives
and at the same time earn Training credits.
Action Taken
ORR is independently developing specialized reading
lists for the various components. The branch or
division chiefs will Monitor the. progre5s of the
employee who, on his own time and initiative, will
undertake this,self?deyelopment program. A record of
accomplishment will be placed in the employee's
personnel file at the Office and Agency levels.
Award : $25.00 award granted
**********Ig***
SUGG. NO. 59-264s dated 12 January 1959
Lbb GS-12, Security Officer
Wir
Summary Suggester proposed that a lost and found department
be established in eaqta Agency building, for personal
articles of Agency personnel.
Action Taken Government regulations provide that lost and
found articles will be reported to the guards who
in turn will immediately turn them in to the Guard
Office. This information will be publicized in the
next issue of the Agency telephone directory.
Award
a Letter of Appreciation
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Minimal Award Cases Contd.
9 lune 1959
SUGG. NO. 593031 dated 5 February 1,59
1 GS-4, Clerk
Hip, ?PSBR, DD/10
-ry Suggester proposed that a stamp be used by RID/FI on
folders containing dispatches, stating: "Do not en?
close or attach any material to this folder". At the
time the suggestion was made, RID filed cover sheets
and dispatches apart from bulky attachments. Requestors
returning such files to RID usually placed the dispatch
file inside the bulky folder and both folders were
inadvertently filed together -- consequently there were
many lost files.
Action Taken This suggestion was not adopted. However, because of
this suggestion, a new procedure was put into effect
transmittal folders and bulky folders are now
filed together in standard fiber folders.
Award
$10,00 award granted..
***IHHHHHH14141HH$44-11
25X1A OGG. NO. 59-43: dated 27 January 1959
GP (GS-10), Offset Pressman
1.11gester proposed a revision of Form 1630, Marking
'Tab form, as an attempt to increase the efficiency
of the Offset Pressmen.
The suggested form was adopted resulting in Tangible
Savings of $200.00 plus Intangible Benefits (Slight?
Limited). ,
$25.00 award granted.
25)(1A
14HHH1111"4"WW11,-*
S0GG. NO. 59-323: dated 10 Februarv l959
6 GS-4? Clerk
11,4w UPSEH MVP
MI
When charge?out cards are placed in folders, they
cover the subject tab on the folders. Suggester
proposed that the charge?out cards be sheared at the
bottom by 3/4" to alleviate this situation.
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SUGG No. 59-323 Contd.
Action Taken
9104
June l9
.
The suggestion was adopted by Records Integration
Division with a resultant Intangible Benefit of
Slight-Limited.
$20000 award granted.
SUGO. NO. 59-324: dated 12 February 1959 ,
1, GS-12, Geographer
,Award
, Summary
Action Taken
Award
swo No. 59-422;
Ur:Mary
Uli OD/I
Sug9ester proposed that maps be on hand in each of
the roOMi,used.for Wiefing and debriefing purposes.
Primarily for the benefit of the military attaches.
OCR will provide Maps for the Conference Room,
350-26th 4t., and plans to review and evaluate the
requirements for the new building.
$20.00 award granted.
dated 2 April 1959
DD/I
GS-5, Teletype Operator
Action Taken z implemented this sYggestion at an approximate
saving in paper of $500 per year.
$25.00 award granted.
414*******4)******
BUGG. NO. 59-437: dated 22 April 19p9
IGS-7, Intelligence Assistant
Award
rY
90, DWI
sYggester proposed a revision of Form 180, Biographic
Data form, as an attempt to eliminate the many buck
slips which are now necessarily attached to the
Biographic Data form.
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SUGQ NO. 59-437 Contd.
ACtjo Taken.
one 19P9
,Contd,
The suggestion was not adopted. However, it pointed
, .
at Poor Procedures in one field station. Wsent
that station so. suggestions which should help
alleviate this situation.
Award s Letter of Appreciation.
St1G. NO. 59-441: d4ted 23 April 1959
yuay
Action Taken
CS 3 Courier
S.14, uvi.?
suggester prpp0500 a method of systematizing procedures
in the 010,1 roof!, ,The., old mothoxi was
tO'hairt.tbt,plimon holes for the various buildings
(outgoing mail) ,end_indtvidual,gVrie 171011,rooms mixed
in together in no particular order. ..The new .Method
is to have the outgoing mail in one section in order
of delivery, and the 'curie Hall mat], in another section
in orde; of rPom 4114 fioorg
The sug9eCter also proposed that the mail courier's
brief clAep Ysed'for bend .delivexy of mail, have the
dividerS,labeie0 by delivery POint.
Curie Hall mail post is the only one with this problem,
and the suggested procedure was put into effect in
C,10 1144 with benefits in the category.
, .
, ,
rd Letter
of Appreciation.
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SUMMARY AND RECOMMENDATIONS FORIHE coimmITItt
25X1A
SUGGIESTION NO. 59-4963 dated 22 May 1959
25X1A
ORR, DWI
4 June 1959
GS-9, Intelligence Officer
1624124-91-?222atto
Prior to the adoption of this suggestion, ORR Central Estimates
File cards were prepared for Vital Storage by photographing front
and back of the original card, sorting the photographed copies and
stapling the front to the back. Suggester proposed that a carbon
of the original card be made at the first typing in lieu of the
photographing process.
B. isma,..a.gyeladijara
I Assistant for Special projects, ORR, Stated
tna cius suggestlop wAS adopted 15 September 1058 reflecting a
total estimated savings of $1,166. He also indicated that the
revised procedure reflected Intangible Benefits in the Moderate
Limited category.
Not in line-of-i-duty
$105455 award based
asILLea4L.Q2mmlittl
'Adopted Award Letter of Appreciation
Adopted
(GS-9, Intelligence Officer)
on $55 for Tangible Savings of $1,166, plus
.$50-100 for Intangible Benefits (Moderate-Limil
I*1
g 4:610
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STATIN
STATINT
STATINT
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VaiDATI0i16 FOR THE QOMMIT7EE
,
`4 June 1959
SUGOEST/ON NO. 59-2I: dated3 December 1958
1, GS-8, Statis%ical Coding Supervis
00 DWI
? ilipi4a4.41a21,1JiA.
Suggester proposed that the Coding Section, 06/CD use U.S.
Postol Card paper for the code sheets. Present code sheets are
printed on 25% rag bond at a cost of $6.00 more that the card would
Get. Additional savings would be the elimination of folders and
400Sequent saving of file space.
? .4Viiiii.ti2at
Asuivey of DD/P, OTR and OS revealed that 00/UDI was the only
pplicable office.
-
ExeCutive Officer, COO, stated that the first
Yea Vings, based on the advantages as stated In the ?umm4rY of
Suggestion above, would be approximately $1,660. Additionally,
Intangible 8enelits for a more efficient operation rests within the
Slight-Limited category.
Chief, Records Management Staff, concurred in
tne ooliar?estiMate above.
f eu v S
STKTINIT 1. Not in line-of-duty '(GS-8, Statistical Coding Supervisor)
' N.B. I lstated that the suggester
06U1d not 'be expected to revise a form.
STKTINIT 'does not considerh4 sug- STKTINITL
gestion to be Within I I 1.ine-
of-duty.
. $95.00 award based on $10 for Tangible Savings of $1,660, plus
$25 for Intongible Benefit' (Slight-Limited)
? ,12,4?fagajaLicalatin
Adopted Award Letter of Appreciation
Not Adopted
STATI NTL
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?MORAN= FOR: RECORD
0001-1 77
1 June 1959
SUBJECT : Agenda for Meeting of Suggestion Awards Committee
1. The CIA Suggestion Awards Committee is scheduled to meet on
Wednesday, 10 June 1959, at 9:30 a.m. in Room 1604, Curie Hall.
2. The following items are enclosed for your review:
TAB 1 ? Tentative Agenda
TAB 2 ? Minutes of Last Committee Meeting
TAB 3 ? Summary of Suggestions to be Considered at this
Meeting
'me'- mrritiati 0 rY1 N ) A A LAMIRT3S
FOR THE CHAIRMAN, SUGGTION AWARDS COMMITTEE:
executive ecretary
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
27 May 1959
SUGGESTION NO. 59-411g doted 6 April 1959
1GA-$4.56 (GS-13).
25X1A
A. Summlrv of Suqoestion
Suggester proposed a modification of the step-and-repeat
camera used by TSSI I (Photographs of modification in case
folder.)
B. azoluy.$21.Exauttal
C.
Chief, TSSA p commented that the 25X1A
modified equipment wasadopted for use in 1954 -- these modifications
made it possible for TSS to use this camera. He believes the only
realistic evaluation of the benefits can be based on Intangible
Benefits -- Moderato-Local.
I * -
1. Not in line-of-duty
N.B. Chief, TSS) Icommented that although it
is the suggester's duty to keep abrest of
the new developments in the Process Photo
field, it is not part of his duty to make a
detailed ecommendation for the modification
of equipment.
2. $100-150 award based on Intangible Benefits (Moderate-Local)
D. pecision of Co ittee
Adopted Award Letter of Appreciation
Not Adopted
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SUMMARY AND RECOMENDATIONS FOR THE COMMITTEE
27 May 1959
STATINTL SUGGESTION NO. 59-412: date 59
GS-7, Property & Supply Asst.
O * DD /S
STATI NTL
A. -MgaitY-21-.5-9anligiaa
Suggester proposed a revision in filling out the count?locator
card used for stock inventory. Before this suggestion was adopted,
the stock number and consecutive number were printed only at the
bottom of the card (for later use in a visible file). This
necessitated pulling the card completely out of the tray in order
to locate the proper stock number. The suggested method proposed
that the stock number and consecutive number be printed at the top
of the card as well as at the bottom.
. immigx_gl_alladjam
co
D.
STATI NTL
On 4 May 1959,
Chief, Admin Staff, 01., stated:
"Just prior to each inventory, Count Locator Cards for the
items involved are printed by Machine Records Division.
.Approximately 2000-2500 cards are printed for an average in?
ventory, one card for each line item. Machine Records Division
advised that it will cost an additional $7.82 to print up to
5000 cards according to the suggestion.
"Average inventory time is one week for each 800 line items.
During the course of an inventory, one clerk (average grade
GS-6) is engaged full?time in collating Count Locator Cards.
It is estimated that adoption of the suggestion will save 25%
. of the collating time.
"Tangible Benefits: On the basis of six inventories per year
for each of three depots, the suggestion represents a net
saving of $1,015.64 for the first year."
itsitamagall2DIALIzasztj
1. Not in line?of?duty (GS-7, Property & Supply Asst.)
N.B. Suggester was on detail at the Depot to
help with a particular inventory. He saw
faults with the cards and recommended changes.
2. $55 award based on Tangible Savings ($1,015.64).
91,21242-2LaW1ttilt
Adopted Award
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Letter of Appreciation
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SUMMARY AND RECOMMENDATIQNS FOR THE COMMITTEE
26 May 1959
SUGGESTION NO. 58-226: dated 29 November 1957
25X1A GS-111 Reports Officer
25X1A
25X1A
25X1A
A. lagazi.stastmtign
SUggester proposed that the list of Soviet publications re?
ceived at Headquarters through overt channels and published by the
Foreign Documents Division for use of DD/I be sent to the field in
an attempt to eliminate the duplication of such material being
sent to Headquarters from the field.
B. xy 01 v1iatJ.n
C.
In April 1959, Chief, OISD,
as follows:
0 commented substantially
1. Three DD/P Divisions have used this suggestion by sending
dispatches similar to Attachment A to applicable field
stations.
2. The lists of Soviet and bloc published materials referred
to in the dispatch are the foreign periodicals and news?
papers received by Foreign Documents Division, 00. There
are five, lists, three of the USSR and Eastern Europe and
two of the remaining foreign publications.
3. In estimating the savings not only surveyed the
DD/0 offices but also solicited the help of the CIA Library.
Resources saved include manpower, use of reproduction and
distribution facilities at Headquarters; and manpower,
transportation and pouch space in the field.
4. is confident the savings, both tangible and
intangiole, will be substantial; however, the survey
_demonstrated that the intangible factors present make it
impossible to calculate savings by acceptable accounting
methods. By using the "Guide for Determining Awards with
Intangible Benefits", he determined that this suggestion
gives higher potential value to an operating procedure and
is applicable to several components of the Agency, both in
the field and at Headquarters.-- the degree of benefit being
moderate and the application being on an extended basis.
!It 1 ? -
0
ve S
. Not in line?of?duty (GS-11, Reports Officer)
2. $150-200 award based on Intangible Benefits (Moderate?Extended)
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Sugg. No. 58-226 Contd.
D. Peci i of Committee
Adopted /wad Letter of Appreciation
.25X1 A ...Not Adopted
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The following is the subject matter of a dispatch sent to the
Station, which is representative of those sent to other stations:
"1. At the present time Headquarters receives from CS sources
worldwide a considerable number of Soviet and bloc publications
which have been collected by the field stations and forwarded as
being of intelligence interest. The great bulk of this material
need not be transmitted to Headquarters since it has already been
collected by other Agency components through subscriptions and
other overt sources. To aid the field in avoiding any such
duplication of effort, we are attaching a list of Soviet published
material which is regularly received and processed at Headquarters
and which there is consequently no need for you to collect and
transmit.
"2. Should you acquire a Soviet publication not appearing on
the attached lists and which seems to be of intelligence interest,
it should be forwarded to Headquarters in its entirety. There is
no need to provide a translation of the material, regardless of
the language involved: This service is performed at Headquarters.
There is particular current interest in Soviet regional and local
newspapers and reprints from these newspapers appearing in foreign
Communist publications.
"3. The attached)ists do not change substantially from year
to year; however, we will keep you advised of any such changes as
they occur."
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SUISIARY AND RECONENDATIONS FOR ME COMMITTEE
SUGGESTION NO. 59-336i dated 18 February 1959
05-5, Mail & File Supervisor
D&P, RID, DWI)
A. znary...p.Laagaulan
The suggester proposed a way to eliminate the Pouch Address
Check Sheets in the RID Dispatch and Pouch section by adding the
station name and envelope numberto the pouch address label.
S.iAMIX.airgUagatigai
25X1A
On 19 May 1959, Chief, RID, commented
that a calculation of the savings of office supplies revealed that
an annual savings of $611.30 has been realized.
Or? 26 May 1959, a review with the Deputy Chief, D&P Section, RID,
revea/ed that intangible benefits have also been realized because
of the simplification of their procedure.
Ce
1. Not in line-of,,duty (GS-5, Mall & File Supervisor)
2. $85-135 award based on: $50-100 for Intangible Benefits ,
' (Moderate-Limited)
$35 for Tangible Savings ($6/1.30)
D. Decision of Committee
Adopted
Not Adopted
Letter of Appreciation
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
26 May 1959
SUGGESTION NO. 59-370: dated 12 March 1959
GS-9, Librarian
A. ,agertayeeel_Sjegspeejaene
Suggester proposed using a simple transmittal sheet (State
Department Form No. DS-4) instead of a detailed memorandum to order
and transmit maps to American Foreign Services Posts from the Map
Library.
Be isigaLaLgzaltadima,
On 15 April and 11 May 1959,
Special Projects, ORR, stated:
"This is an excellent suggestion and has already been put into
practice in the Map Library Division. As indicated in the
description of the suggestion, the net result has been increased
efficiency, saving of considerable man-houzs, elimination of
typing and filing loads, and reduction of loss. On the basis
of these factors, it is recommended that an award of $50 to
$100 be granted for this suggestion.
Cs
STATI NTL
STATINTL
Assistant for
erees this suggestion does save one work-mont per year,
of $500 based on G,9/1 salaryJ there are
many jatengiblejanej=192. In this case, the intangible in-
clude increased efficiency, elimination of typing and filing
loads, and reduction of loss. In forwarding maps to Embassies
and Foreign Posts overseas, there had been both delays in
delivery and lost of shipments. This was primarily due to
separation of the transmitting document and the separately
wrapped maps. The recommendation completely eliminates this
problem, speeds up delivery to the consumer, and saves diverse
filing and typing efforts in the Library. This is one of the
better suggestions developed that relate to Map Library.
procedures. In terms of the guide on the reverse side of the
comment sheet, I would say that the extent of application is
limited and moderate, but would recommend the awarding of $100."
(underscoring supplied)
EMEMICIWSIBL-CLUMS.Y.tiall
1. Not in line-of-duty (GS-9, Librarian)
N.B. states that he does not believe the
development of d new form to be in this man's
Line-of-duty.
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Bugg. No. 59-370 Contd.
C.agoantazgIx4Sga0j.E u eS a
2. $75-125 award based on $50-100 for Intangible Benefits
(Moderate-Limited)
$25 for Tangible Savings ($500)
D. Decision 9f
Adopted
Not Adopted
ward Letter of Appreciation
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MINUTES OF MEETING
SUGGESTION AWARDS COMMITTEE
WEDNESDAY, 22 APRIL 1959
0832/0300020001-1
On Wednesday, 22 April 1959, at 9:30 a.m. in Room 242
Curie Hall, I, Chairman, chaired the
regular meeting of the CIA Suggestion Awards Committee.
The following were present:
Members
(DD/P)
(DD/P)
(DD/1)
(DD/I)
(DD/3)
(Personnel)
(Executive Secretary)
(SAS)
Miqutes The minutes of the regular Committee meeting, held on
25 February 1959, were approved.
23C!lcuti.Ye a. Our record of unresolved cases as of 21 April 1959 is
Secretav's as follows:
Ruert
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1957 11 cases
1958 -- 51 cases
1959 -- 121 cases
b. Under authority granted the Chairman to resolve and
award minimal cases, $50.00 was paid out for 6 sug?
gestions -- 3 cash awards and 3 Letters of Appreciation.
c. Under authority granted the Executive Secretary to
resolve cases which are duplicates or have unanimous
recommendation for disapproval, 85 cases were closed
since the February meeting.
d. as conducted more workshops, by invitation.
ine xecu ive Secretary urged all members to encourage
this -- the Suggestion Awards Staff finds them very
profitable and many of the smaller, but worthwhile,
advantages of the Program can be emphasized at such a
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22 April 1959
e. The Suggestion Awards Staff continues to maintain an
exhibit booth at the County Fair.
f. The Suggestion Awards Staff conducted a workflow study
in its own office and succeeded in eliminating many
troublesome procedures. The Staff has changed the
follow*up procedures -- once more raising the standards
of the Program. The Staff does not believe that any
suggestion should take a year to resolve and is force?
fully calling for older evaluations.
h. The camera work for the Suggestion Awards Program movie
has been conpleted. The first?run, or Interlock as it
is called, will be held on 28 April 1959. We have every
reason to hope for a professional product.
i. The Suggestion Awards Staff has revised the award letters.
They now go to the award winner in the form of an
official memorandum, through channels?thus assuring
that the supervisor takes note of the awardAand at the
same time streamlining the administrative work in the
Suggestion Awards office. Further, only awards of
$300.00 and up will be routed through the Deputy Directors.
j. Met with the Incentive Awards Administrator of the
Department of Interior to exchange advertising ideas.
Recently introduced the Anniversary Cards to remind
award winners of their last award check and to encourage
further participation -- samples were displayed.
k. Attended two large meetings at the Civil Service Com?
mission. A task force has been established to study
the awards scale, with particular emphasis on the tangible
awards which have been in effect since 1946.
1. Met with al/ area Incentive Awards Administrators to
form a Federal Association similar to the National
Association of Suggestion Systems. One item of passing
interest -- the NASA charter provides that the maximum
award the Administrator can make is $100,000.00, This
to encourage scientific aviation ideas, of course.
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22 April 1959
mi. An award ceremony was held in the Office of Security
of the $150.00 interim award to
It was quite formal -- in addition
to his colleagues, his wife was present and we were
.able to include the Special Panel members who had
ruled on this suggestion.
The new evaluation forms, now available and in use,
were shown to the Committee members.
Chalwarill a. The Chairman discussed the American Can Company file,
/Met which was sent to us by NASS, entitled "The $10,000
Award". The film particularly emphasized the importance
of the role of the supervisor in promoting a worth?
while suggestion plan.
b. The Chairman spoke of the fact that we are only half
as good as either industry or government.--Our lack
of publicity is probably the reason. We expect out
movie to provide a very good medium for bringing the
full scope of the Program to the attention of super?
visors.
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c. The Chairman asked where NSA stood.
N.B. nalignaltially...aggnauji22Re
Suggestions Received 663
Suggestions Adopted 91
Adoption Rate 13.7%
Cash Awards $ 3,400
Cash benefits $64,470
130 Superior Performance Awards. . . .$22,900 pd.
3 Special Acts (Intangible Only) . . .$ 430 pd.
reported that two western companies
publicized their suggestion programs by posting a telephone
number throughout the installation, which employees could
callofor help in preparing their suggestions. He thought
that the posters also carried the name of the person to
call. The person in the suggestion office receiving the
call would check out the idea for duplicates and, if it has
merit would write up the proposal and would return the sug?
gestion to the employee for signature before processing
commenced. relt that this could be a valuable
'technique especially in areas where employees needed
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22 April 1959
guidance in writing out their ideas. The Chairman remarked
that perhaps we could use the Office of Communications as
a "pilot installation". He remarked that we had been trying
to encourage the supervisors to assist the employees in
preparing suggestions -- this might seem to eliminate the
supervisor's role. The Executive Secretary stated that
we could solve this problem by asking the employee to
discuss the prepared suggestion with his supervisor before
sending the suggestion forward for evaluation.
Everyone agreed that this idea was worth considering.
I !cautioned thatibecause of security
limitations, some restrictions would be necessary.
fiagagalali By unanimous vote on each case, the Committee approved
haigusid the following action for the suggestions indicated:
?11211.123. isalLataid Dabeit,?_a,Lmatusi
*2486
$200.00
Intangible (High-Broad)
2601
100.00
Intangible (Slight-Broad)
58-57
50.00
Intangible Slight-Extended)
58-155
30.00
Intangible Slight-Local)
59-82
200.00
Intangible right-Extended)
Moderate-Extended)
59-146
Letter of
Appreciation
59-246
2540
Intangible (Slight-Local)
59-315
240.00
Tangible ($2,490.00)
Zntangible (Moderate-Local)
59-327
600.00
Tangible ($17,500.00)
Intangible (Moderate-Broad)
59-336
2540
Intangible (Slight-Local)
59-342
50.00
Intangible (Moderate-Local)
59-396
50.00
Intangible (Moderate-Local)
f grr9S5
(e)
This award was the final portion of a total
$500 award. Suggester received $300 interim
award in March 1957.
zeaa -- The proposed form, to effect changes in cable
dissemination, has been adopted. Award consideration was
deferred for six months to enable the Committee to calculate
tangible savings based upon actual use.
59-1 -- Two changes in the offset paper plates now in use
in the Agency have been introduced and adopted. Decision
on the award was deferred for three months to determine
experience factor, and enable Committee to calculate
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.22 April 1959
*407, -- proposed the consolidation of
pouches to the field -- Hold all documents for one regular
delivery date, list all on one manifest and wrap all in
one pouch, The previous system (daily wrapping) created
too many pouches and manifests with resulting burden of
disposition, extra paper, envelope, time, etc.
The Committee decided that 58-407 was clearly within the
Station Chief's line?of?duty -- no award. Further, the
Committee considered that 59-10 and 59-63 were actually
duplicates of 58-407 -- thus, they voted "no award".
lisilauzesat The meeting adjourned at 11:55 a.m.
411.1.1000?11.
ilE1002.11111.11CIMMt
Chairmain
Suggestion Awards Committee
uggestion Awards Committee
*t,
6_cJJOi7
4 DATE
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MARY AN6 RECOONDATIONS FOR THE COMMITTEE
20 April 1959
SUGGESTION NO. 59-330; dated 12 February 1959
} CS-6, Secretary
Ocli 1)1.)/1
?
,?:ipaum.21.,?managn
SUggester proposed that the Film Branch, OCR be authorized to
'elaintain 4 small emergency working fund which woad be accounted
for:monthlY. At the time of the suggestion, the'neareafreimbUrS6-
lent 'office was at Quarters Eye.
On 1, April 1959,
Stated;
"After reviewing the proposal in Suggestion 59-330, OCR initiated
action to establish a 'petty Cash fund' Similar to the one des-
iiea
by the suggester. Money for film shipments Is now
. -
readily available In the CR Administrative Staff loCated in the
Riverside Stadium. The Admin Staff rather than the #ilm,BraOch.
in Bldg. 14, was designated as the custodian of the fund since
' there are 'othercpiponents of OCR Who will be drawing from It.
It is more economical to administer one fUnd, centrally located/
' _than several small deposits scattered in several divisions.
)?
Chief Admin Staff OCR,
STATINTL
STATINTL
"During this fiscal year, Graphics Register employees have
averaged two trips per month to collect reimbursement fees for
film shipments. Total time consumed for this purpose would be
apOroximately 6 hours for the year, based on li hours per trip
from Bldg. 14 to Qtrs. Eye, via Riverside Stadium. Under the
new arrangeMent, total time consumed for the same number of
trips would be 8 hours for a year, based on 20 minUtes per
4 ,
round trip to the Stadium only.
"In the .csse 0 other OCR components, employees have not been
making special trips to Qtrs.. Eye to collect 'their payments.
The, time factor, therefore, is one Which applies only to people
/ -
from the Film Branch."
?.Not in line-of-duty.
. $25-50 award based on intangible Benefits (Slight-Local)
Imv
-Adopted
Award
Letter of Appreciation
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MEMORANDUM FOR ,THE RECORD
iikalt1kalY41.41a
STATINTL Talked with I Salary and Nage Administration in OP who
stated that this man's classification as a supervisor makes him
responsible for. planning the work and scheduling the people. He
works within the mechanical limitations of his equipment and is not
STATINTL reeponsible for designing the tools to work with.
15 April 1959
Talked with PSD, Who elaborated on the job respon-
-sibillties. This mon is the loweet "working supervisor" above the
category of journeyman. As a group chief he directs and schedules
the work, gives some technical advice. At GPO he would be expected
to presenta technical problem to his foreman Who would ask Research
& planning to solve it. Never would he be expected to design a new
STATINTL tool
believes the statement that the tuggester, who worked at
n go id stamping and lettering, never worked where they bound
,the books and had po knowledge of this type of machine.
STATIN
pstimeted the $300 saving
by-step operation, saw that one men
two, calculated the number of books
$300. He cannot defend this figure
roughly. He watched the step-
could handle the job instead of
and arrived at a close guess,of
without detailed calculations.
The machine designed for the future is a departure from the GPO
machine and has many added refinements. It has been taken to,Suitland
for an estimate of cost if it will cost about $200 they will
build it; if $700-800 they will b,ly one similar to the GPO machine
and forego the added advantages of the euggester's design.
Because of the above facts, the Suggestion Awards Staff believes
that, an =mkt award for the temporary machine is proper. The
eieerd to ke.0a$0,911 Intangible Benefits, because the $300 estimate
is so tenuoUs. If this case would be closed, it would preclude
consideration of an award for the permanent machine which actually
evolved from the development of the temporary machine.
STATINTL
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, ,
SUMMARY AND RECOMMSIDATI .ONS FOR THE COMITTEE
BUOGW.ON NOT 59-$42 dated 12 Febr9arY 1959 00e,
1 OP. GS-10 Supervisor
, /linden section PSD Ott DO
AsiablittraimAkaWaga
Suggester'designed a meChanical guide for making book casings
which eliminated imperfect hand setting and consequent loss of time.
He designed this for a particular job (5.000 bOeik cases).
He then destined a mechanical guide for the future which will
-be adjustable and will have many advantageous features. The perman-
*At meChanical guide has been submitted to Suitland for an estimate
as to cost.
2140W=JILIPLUellaat
On 5 February 1959,
stated&
"The suggestion of using a nechanical guide in making bookcasings
has been adopted in the Printing services Division- The initial
guide made by itie engeeter Proved so effective and time saving
that the adjustable guide as mentioned in the suggestion is being
ordered. It will be used in the Administration ;Wilding Plant.
"Tilts is a two-part suggestion. The first guide made by the
suggester was for a specific job which was processed in the
Administration Building Plant. The material to Fake the guide
'cost the suggester $25.00, or which he has not been re:imbursedt
but resulted in subsequent Agency savings of approximately
$ .00. It.is recommended that an awaird be given for this idea
of a newt faster way to Process a Particuler'Job- This guide is
not adjustable and therefore can only be reused on boeks of the
,
same, oleo as the Original ones. This will be done until the
adjustable guide is received.
STATI NTL
I Chief, Admin Staff OL,
'The suggestor then enlarged upon his idea and has suggested
that an adjustable guide be used in making all bookcases. He
,
has drawn up specifications to be Used in Making the adjustable
guide. It is,diffioUlt to_eStiMato the savings resultant Opot
itsittgthe adjustable guide inasmuch as the requirements placed
Oh the hinting Services bivision are Constantly changing
However, it is, estimated that $300,00 per year will be saved.
It is believed the guide will cast anywhere from $125 to $250.
_ ,
An award is a/ap.recommeaded for this suggestion.
his suggestion should also be referred to other government
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On 27 maioh 1958, Chief, TSSA stated that
this mechanical case-making guage is not suitable for work in
Executive Secretary's Memorandum for Record attached at TAB C
STATINTL ' I '
I, Salary and Wage Administrator for PD/OL, and
I of MD/a, stated that this suggesters whose title
in CIA is Supervisor/Bindery Branch, is actually a group chief. He
is the lowest "working supervisor". in the division. He is one step
above the journeyman-bookbinder -? earns 114 an hour more. The
STATINTL
tirovIli thief seheduleS the Work and the men, advises on techniques.
He is expected to go to the foreman and explain a problem -- the
'fgreman Would call in Research & Planning prople and machinists to
solve It. Never would a group chief be expected to design a tool
to d, the Work better. He works within the mechanical limitations
of his equipment.
?
BaggignadeligugazeratiasUeetreLeatx
. Not in line-of-duty.
. $50.00 interim award based on Intangible Benefits
Limited).
lataigga-4-1/121
V' Adopted IL.Award Letter of Appreciation
Not Adopted
STATINTL
Moderate-
?
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Stioli*TION NO. 2486z dated 15 August 1956
GS-9? Medical Technician
L?ziamajoga
APeggeSter proposed an expendable cardboard Container so con.-
.44ieteed.Olat vaccines requiring temperature below freezing and
those reqUiring norieal refrigeration can beshipped in the same
container.- Container formerly used was a non-expendable metal
picnic box.
9,5MRWAddign
M?.ch19510'the iellOwing recOmmendation Of the Suggestion
Awards. omm.ttee Was made to the ActingDeputy Director (Support)
approv by h ms
PtIP interim award of t300.06 ($100.06 for tangible savings;
$260.64 or Intangible binefits) based on benefits derived
r
y.
CIA. Suggestion is to be referred back to Medical Staff
.Or furth6i pioeessing and re-evaluation with the Office of
istice after One more 'year's experience in use of the
Container with ,SUggestion Awards Committee then to reconsider
for possible award based on lioaggatiettali CIA benefits.
,
,-
.-SelgeStion Awards Staff Will refer Suggestion for interdepart-
*ota.?011044.ation (Public Health Service, Defense, and other
-departienti'te be determined by Civil Service Commission) while
Agencfprotetiing Continues. The amount of the award recom-
010ded is based on the scales authorized by the Civil Service
Commission."
,
,e0Pus, Government agencies and the American Red Cross's were
Va4ed.';'Thi,AMericanRed Cross is the only organization
tich.e*pressed an interest. They requested a sample for
te6tin9. All other agencies were satisfied with their present
othp0p, pf_shipmen . However, Health Education and Welfare
geSted an outlet in the American Drug Manufacturers Association.
furnished to the American Red Cross after
he suggester's patent rights have been established.
-
teSheatjaeikea
25X1
The P4tent-D040 P41.e0 that request for patent rits mt.'s&
origiiharlmoiladV hume2601no4/10044M14110801014372?11R4S061YARIV511
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No. 2486 0qnt0.
, Medical Staff, will contact the sug?
. gester, forward the appropriate papers to him, and deal directly
with the Patent Board.
AgsaszAtemattuatism
On 20 November 198,
Support Division, Meicaz etarrecteted:.
"1?kreltiew,of the utilization of this suggestion for the past
? ,
year indicates:
(a) This suggestion was utilized for seventy (70) shipments
overseas valued at $8,372.11 with a total weight of 609.5
pounds.
'(b) Many cable requests were handled in an expeditious manner
.by allowing medicinals to be shipped via the pouch and air
mail parcel post since re?icing was not necessary.
Deputy Chief,
?c) Several, operational requests were handled in a secure
manner by allowing manifest mienomering since it was not
necessary to reopen the packages for re?icing.
0) Local shipments were not reflected in the above figures since
. Wet icing by freezing water in polyethylene bags was used
Or short distance shipments. Irthe subject container were
Used for this type of shipment, its potential would be even
greater since, the container could be used wherever freezing
facilities were available.
) Fewer cables have been received from the field questioning
the status of .biologicals and vaccines because of the lack
of refrigeration. A savings is noted in cable transmission,"
On 20 Januery 1959,1
Medical Staff, stat4as
Chief, Support Division,
Deputy Chief, Support Division,
4.alcez ttatt, who previously evaluated this suggestion
indicetes his 'opinion that through this suggestion, additional
savings have been achieved that indicate this suggestion has
-a h4 eeaf kefit and d brjaajzatcalan -- i.e.,
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. No. 2486. Contd.
,
The Suggestion Awards Staff asked the Office of Logistics why
this Agency did not use commercialiymanufactured containers
as the other Gevernment agencies de. The Office of Logistics
replied that to their It.reev#009e, the only available commercial
, Container is made of Meters_ The only way to get financial
benefit from metal containers is to re-use them,. This Agency
is interested in disposable containers for security reasons.
. The Executive Secretary recommended an award of $450400. The
. Committee -sked if the $200.00 previously awarded fox Intangible
Benefits would not be included in this* i.e., an award of
$250-400.
On 18 March l9691
Medical Staff, stated&
25X1A
Chief, Support Division,
25X1A
"ale the opinion of the evaluating official in this staff
that the intangible benefite from this suggestion place it
in the high degree of benefit and krsasLextent of application
T category with tette' intangible benefits in the $450-600
bih. range. This would not therefore be $450-600 in addition to
,the $200 already awarded for such intangible benefits.
7
2. The Committee questioned the security aspect -- why do we not
use the same containers as other cover agencies? 25X1A
On 13 April 1959, Chief, Security Staff, OL,
stated in essence tnat; a) tne suggested containers are cheaper;
b) packing and packing standards vary even in the same government
agency no set container; c) suggested containers have no
manufacturer's markings and could plausibly be denied by CIA
25X1A
Additional $2507400 award based on Intangible _Benefits (High-Broad)
Close case in the Suggestion Awards Staff, but continue to
furnish all available records to the suggester for his inde-
pendent use inesquesting patents, samples; sales, etc.
- ,
h,?"-49
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, - Not Adopted
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Award
Letter of Appreciation
Approvd F
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7.7
elease' 3/64/17 : CIA-RoF'00-00832A000300
RANDum Folh THE RECORD
t. 1
01-1 ,
15 April 1959'
Agenda for bie,!ting of Suggestion Aumrds C9i4ttee
,1, The CIA Suggestion Awards Committee is scheduled to meet on
WWdnesdolfrt 22 April 0591, at (,)00 am* 0 401 10044,q141e, !1.41,1,
11104110wIng Items for Your review aro anlIoaed;
,
T 4.- Tentative Agenda
"TAS: 2 Minutes of last Comatittoo Me ting
3 41n1M4 AWO.rds by Phalrlean
'TAD 4,-7 Summary of Suggestions to be considered at this
'ole0,ting
Ttig CHAIRMAN, PUCPSTION AWARD'S PONgTTEEs
a'
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Appr
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U?S.E 0.444
0832A101
egular Meeting of the Suggestion Awards Committee
' Wednesday, 22 April 1959
AGENDA
The 'call to order
Minutes of last meeting
Comments by Chairman
Report by Executive Secretary
014 Business
? New Business
.(Vote on suggestions attached)
. Adjournment
000200014
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TAB C
Sugg. No. 58-407, 59-10, 59-63 Contd.
It is recognized that this issue was reopened as a result of recent
inquiries by the Chief, Support, NEA and/or other inquiries made
by the SAC Staff. In view of the number of organizations and
employees that have participated, the indefinite amount of savings,
and in the interest of avoiding further delay, it is recommended
that an award based on slight benefit and extended application
for intangible savings be divided equally among the three
suagesters."
Re ommendation of Executive Secretary
1. Not in line-of-duty.
2. $75 award, baited on Intangible Benefits (Slight-Extended),
to be divided equally among the three suggesters.
D. Decision of Committee
Adopted Award Letter of Appreciation
Not Adopted
-2-
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Sugg. No. 58-401, 59-10, 59-63 Contd.
employees that have Participated, the indefinite amount of
aVings, and in the interest of avoiding further delay, it is
t000mmehdad that an award based on Alight benefit and extended
. application for intangible savings be divided equally among the
three suggesters."
Not in iinv-ef-,.duty.
$75 awardL based on Intangible Benefits (Slight.Extended)o
to be divided equally among the three suggesters.
fiot Adopted
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S...E0GPR-E-T
SUMMARY AND RECOMMENDATIO3S FOR THE COMMITTEE
SUGGESTION NO. 59-82s dated 27 August 1958
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25X1A
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lasurLAtalowsain
OS-9, Case Officer
13 April 1969
In response to 4 memorandum from DDA Records Policy Officer
dated 4 October 1957, suggester proposed 12 suggestions for imp.
Proving Clandestine Services indexing techniques* (Copy of complete
ouggestien attached at TAB A)
* ligig,124.4.4034.0,140A
On 27 August 1958,
DD/P,,stateds
25X1A
25X1A
Assistant Executive Officer,
"***We.wish to call I memorandum to your attention
because we believe that it deserves your consideration for an
Incentive Award*
"Although not all of the suggestions made by
have
been adopted, three, of the improvements she recommended have .
already been put into practice. and another three almost certainly
will be. While net.a/1 the impetus for making these improvements
cOse from memorandum, her suggestions..-particularly
:as further eiaporeteo in disucesien"-were of substantialhelp*
In tWo-instances her memorandum was entirely responsible for
calling our attention to possible solutions for existing problems*"
? .
On 5i4ovember 195$,I Chief, RID prepared a
four page suMmary a u WIrdlUdtZ011 or tne stiggestions (copy attached
at TAB B). Pertinent quotations from M's memorandum, having a
bearing upon benefits realized from this suggestion, are substantially
.las followst.
,
"The revision of cover sheet form of 201 files.is in the process
of revision. The revision results from the suggestion. Savings
arising from Oe .revision of Form 179b are intangible, of sliOt.
benefit and extended application.
',Any benefits derived from the procedural Changes are considered
by RID to be of an intangible nature, and benefit net only RID
but also Staffs end. Area Division& in sayings of time and in
lproviding a better records product. RID would estimate that these,
intangible sayings are of moderate benefit and of extended app11-
:cationg"
I
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On 42 Nov
25X1A
,
errI9V4 the case was referred toI
o was Records Policy Officer at the time the suggestion was sub..
ilitteae I had no additional comments to any of the
above eValuatiOnso
April 19591
1 Dp/p Suggestion Awards
ttee coordinator, concurred with Chief, RID?s comments and
Odationa. 'Ohne discussing this case with the Suggestion
25X11k AMardA_Staffitstated he had reviewed all the supporting
0011 'preOarj;;;;;;;;;11 making their analysis of the suggestees
PrOPoiale. Odle there might he some additional savings and benefits
r'l the., 4taff$, and. Area 151ifisionsil felt that practically
MAPAgrent study would have to be made to reach any accurate cost
Pen0t44,00,0,1, felt thee such a,survey would not justify the
000Wer expense.
,Not in line-of-duty (GS-9 Case Officer)
$29-275 dward based on lOtangible Benefits
1 50- 75 award (Slight -Extended) - Revised form
150-200 award (Moderate, -Extended) Revised procedures
Letter of Appreciation
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,
OM4RY QF SUOGUSTIONS AND ACTION TAKEN BY CHAIRMAN
' MINIMA AWARD CASES
lo APRII. 1959
1958
GS-6, Information Control Assistant
PI, DD/P
:Suggesterproposed that cardboard or corrugated
L',10A0ttised to disseminate documents within CIA,,
'bepickedfup by the regular courier service, When
*Ott, and returned to OCR, for re-use
On aSePtember 1958, Chief, OISD/DDP sent the fol-
Win Memorandum to Chief, Dissemination Section,
Ds
25X1A
effort to effect economies in the use of
Mate.rialS,. the collapsible boxes in which reports
are vicebred in 0.1$ daily, will, until further
notice, be collapsed and tied securely in bundles
of ten. The courier will pick these up on his
-regUlar run and bra thorn 4.19rting
?ervioes Division,
'Actual savings in let year of adoption $208.00.
$15.00 award granted.
dated 13 Auoust 1018
1GS-9, Between Assignments
4 ? LILY
Suggester proposed that persons analyzing RI Name
Tr4ce Requests be issued a rubber stamp reading:
NOT 1DSNTIFIABLE WITH SUBJECT OF 201
This had previously been written in by hand.
sewester purchased and effectively used these stamps
from August to December. However, in December, RID
reVised, the form, independent of the suggestion,
prOVided,for the information of the form, and thus
eliminated the need for the stamp.
Lotter of Appreciation -- based on the few months
this suggestion. was In
effect and proved wg
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-00832
Is I
30010001-1
Minimal Award Cases Cantd.
10 April 1959
SUGG. NO. 59-2512 dat d er 1958
Gs.al, Analyst
Smeary
,Action Taken
Award
NO. 5 3141
Action Taken
Award
SUGG. NO 59-320s
, )
seggester ProPosed that identification WOO be ,
placed in front of silverware trays In the cafeterias.
This would eliilnate the "Confusion, anger, and
PePee4Uent delay in the lunch line due to the fact
at the desired utensils cannot be found quickly"
BeC4M64, of -this suggestion, identification cards
?,WeFfi Placed in front of silverware in 1185 cafeteria.
-G04indePendent of this suggestion, is testing
permanent labels for all cafeterias.
Letter of Appreciation
*************
0,16 January 1959
1 GS (GS-10), Printer
LW?
The sqggester proposed that the Admin building
.plant of PSD salvage dross from the melted lead and
.teturn it to GPO for re?use.
The suggestion was adopted by PSD with an approximate
,
4e91ngs of $145.60 per year. This suggestion is
being referred to GPO for possible additional award
at it affects other government agencies.
$10.00 award granted.
*********4***
dated 2 February 1grici
P, 94 DD/S:
Suggester proposed a screen angle determiner for use
in the Layout Section of PSD to improve the method
of registering screens.
-
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1
1
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GP. (GS-11)9 Engraver
-25X1A
This,SVggestion was adopted in PSD for use of ca
Letter ,of Appreciation
,
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SVMMAW,,,,O,REPOWENDATIONS FOR TH8 COMMITTEE
sUOGO#/aN NO. 58-578 dated 12 August 1957
GS-12, Ops. Mixer
STATI NTL
laammatjaagnealkulo
Suggester proposed that Forms lb and lc be made up in carbon
interleaved padded sets with the multilith mat a separate item.
- B. illZWIALCUillauial
STATIN-6 26 march 1959,
state&
"No part of the suggestion is worthy of adoption. However, the
suggestar deserves credit for sparking a chain of actions re-
sulting in the revision of Forms lb and lc.
4. The suggestion prompted a survey of field stations to
determine the average copy requirements; results were the
elimination of 3 parts from the set, an approximate
savings of $.01 per set.
The mention of cleaner files; resulted in converting the
present carbon-backed paper set to a one-time carbon-Inter-
leaved set, an approximate savings of $.02 per set.
8 April 1959
Chief, Records Management Staff,
"Tangible Savings:
Form lb 80,000 sets annual usage
122 estimated savings per set
42400090 estimated annual(procurement cost)
Form lc 76,000 sets annual, usage
estimated savings per set
$2250.00 estimated annual (procurement cost) savings.
Total estimated annual savings lb and lc = $4650.00
aalfiP9s
Intangible Benefits;
1. fewer copies to be handled, filed and/or destroyed.
2. ,A firm requirement on the number of copies to be
'forwarded to headquarters.
. Cleaner files thus improving the morale files personnel.
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0i.X..sA I U-P-E 014mN-104
Sugg. No. 58.6/ Oonid.
?
?
NOt An linO-of-OtY 12, ?Ps Officer)
Sl95-220 award based ori,s, SkrTaur ngs
firarigiblir?
'Plus,.$50775?for intangible Benefits
CSAIBIlt-Ectended)
214440-944214USSA
? ,
Adopted
d Award Letter of Appreciation
ot Adopt
!STATINTL
4
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crimondottpiLpf 4iscutityl ?facridairv
? .1. Not In lineof?duty.
2. $50!..100 award based on ;ntangIble Benefits (Moderate-LIated)
Qolosion. of _Covai4se
Latter of Appreciation
Not Adopted
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STATIN L
STATIN
C-I-A U-Gra 0644-L4
SUMMARY AND RECOMMENDATIONS FOR THE COMM1TTBE
2114arChil,59,
SUGGESTION NO. 59-246: dated 19 Decembe?953
05-4, Microphotographer
, 9
1"1"2"2"0712".211
?
In OCR, filmed documents have been taped on to film aperture
cards in such a way that part of the tape would cover a portion of
the material desired and prevent easy reading of the documents When
they are refilmed. The suggester proposed correcting this situation
by allowing only 1/16", instead of the usual 14/3", of the tape to
cover the top and bottom of the film strip. (Sample in Sugg. folder)
B. amilme,4?xelgatigAe..
On 9 February 1959,1 !Chief, Microphotography Branch,
Machine Division, OCK, stated:
'This suggestion has been carefully reviewed and considered for
possible adoption by Machine Division, CR. The conclusions
reached were; that the 1/16th inch tape margin lacks sufficient
. adhesive surface to securely hold the film in place and that
present stocks of aperture cards could not be cut to size with-
out seriously impeding production in mounting.
"Although the suggestion is not being adopted, the suggestor
merits recognition for his interest and efforts in bringing to
our attention this recurring problem. Because of this Sug-
gestion, a review of the aperture card system was made and a
revised microfilming technique adopted. The space between
adjoining frames has been reduced and a wider top and bottom
margin provided. Overlapping the image areas has thus been
overcome."
STATI NTL
On 17 March 1959,
Services, stated:
Chief, Business Machines
"The tangible benefits that are being derived as a result of
Suggestion No. 59-246 do not amount to much. Intangibly, how-
ever, the suggestion could be of considerable value in maintaining
user confidence In the OCR Library microfilm program.
"It is enough that the analysts who use the Library microfilms
are handicapped by factors which are difficult to correct; such
as, the occurrence of illegible images which result from poor
'copy available at the time of filming, without having to put up
with readily correctable conditions, such as the problem des-
cribed by the suggester.
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CrI-A U-S-E
':31s2g* No.51-246 COnt0.
"Users, producers and anyone connected with this large and; V*tal
program must be on the look-out constantly for ideas to make the
microfilm better and more acceptable to the analysts. The change
brought about in the film ch4e to this suggestion is d definite
impiovement. It is recommended that an award be made bated on
the lowest rate in the Slight-Local category to cover both
tangible and intangible benefits.
'This Person has spotted an area of irritation to'hunOreds of
people. Sufficient publicity of this award should encourage
more improvements
E ecut v Sec e a
Not in line-of-duty Microphotographer)
$25750 Award iolled on Intangibl,.nenefits (Slight-Local)
Adopted Jward Letter of Appreciation
Not Adopted
STATI NTL
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C.C?N F
SUMMARY AND RECOMMENDATIONS FOR THE COWTTEE
27 March 1959
SUGGESTION NO. 2601: dated 17 October 1956
1 ., GS-13, Chief, Budget 8 Finance Branch
WH, Dp/P
Suggester proposed adoption of a standard Agency "Request for
Travel Order" form to.: permit volume reproduction and stocking;
eliminate bootleg forms; permit uniform consideration of travel
authorities for each traveller; lead toward issuance of more com-
plete and more accurate travel orders; reduce number of amendments
now required for travel orders issued incorrectly or incompletely
in the first instance; permit more accurate orders in the first
instant*, which would facilitate settlement of travel claims, The
suggestion also proposed that the "request form" include both
positive and negative data for consideration in preparing the order.
B.
Ev.a0.41.-9ps
On 27 March 19599
commented as follows:
Suggestion Awards Staff,
"My recommendation stems from my assignment to the TraVel Order
Project in its initial phase when the suggestion per se was
-actively being studied (jan.App 1958).
"Chief, Records Mgt. Staff (1 October 1957), as a result of a
survey made of the Area Records Officers in DDP, DDI and DOS,
concluded that a 'Travel Request Form' at that time would be
premature, RMS maintained that an integrated study of the
whole field of travel was needed if real improvement was to be
made.
"On the basis of a request from C/IaR Staff, DP/P (15 November
1957) to DDS and reply (21 January 1958), a revision of Travel
Order Form No. 540, 'Request Form', was considered by RMS.
'This suggestion was responsible for my development of the
'Work Sheet' idea. My findings were that some type of a 'Request
Form' or 'Work Sheet' was necessary to insure accurate travel
orders, to reduce the number of amendments, and thereby
eliminate repetitive coordinations.
"This 'Work Sheet' will replace 17 bootleg forms, and serve as
an accurate 'check list' for originating offices to include all
essential travel data. There will be tangible benefits realized
from the use of the 'Work Sheet', but these benefits will be
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Stagg. No. 401 Contd.
"difficult to measure until the new form is in use for many
months. I recommend the use of the Intangible scale --
Moderate/Broad ($200-300)."
On 14 April 1959, Chief, Records Management
Staff, stated:
"It seems fair to assume that this idea made a sizeable con?
tribution toward stimulating the Travel Order study and ultimate
use of a Travel Order Work Sheet. In April 1957, as a result
of the suggestion, a copy of the idea plus a copy of a Travel
Order Work Sheet was sent to all Area Records Officers for
- their comments. Later the work sheet idea was further developed
for use. The work sheet wing
Replace 17 known bootleg forms (many more suspected).
Preclude many travel order amendments by reminding the
office of oridin of information needed by Central
Processing Branch.
c. Decrease the number of sets used (cost 7i cents each)
by encouraging use of the work sheet instead of tearing
apart the sets and using them.
"The benefits of this suggestion are intangible and of a broad?
moderate degree."
1. Not in line?of?duty (GS-13, Chief, B8F Branch
2. $200-300 award based on Intangible Benefits
e-Broad)
_-
. arakatau of Coqmjttee 12/
0 j/ Adopted // Award Letter of Appreciation
...Not Adopted
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STAT I NT
STAT I NT
.,Ap'prO
ee,e,
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1
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.
A-06UR1( AN RBOOMMENDATiONS FOR TH$.POMMITTBE,
T COI W10. 59446i1 dated 26 OVtoher 1958
06.12 Personnel Officer
/ Inn
Lnyi
of slegos
,
646i* PP6P0666 that the .printing of classified trash bags
, o,10,10rod, is,noted that Irequently the waste bags are folded
c.,elleight of about B or 9 inOhes so that the bag, when. placed on
114000,10,00S4Wis_vall stand open and inlet and also not present
aflfl4y When this is done, the wording,itself is com.
pletely,effaced and the red coloring, designed to attract attentioni
is '4,414Y Precelble.
\:
9 February 19590 the physical Security Dlitision0 OS stated:
"mpioyee SuggestiPn No. 9r14.6 is a MSrlt04.6uP OPs and,shOu.4 a
oviidePted* The eila0141 marking should be retained and that
dee01.4ed:iitthe P.14goetion aiid0,01, as, soon as kilPisiiosi of
eXisting supplies would require re.printing.
h ,
"While the eugoestion is of intangible value, s adoption would
a , _
!Crease the, margin of ,possiblo employee error and thus improve
ty on an Agency7wide basis." (The Survey Branch, OS in?
r.11W4 *Iii$*99145.00n Al.1.,14011 Staff on 25 *stab .P59, that there,
have ;i?Osn 17 vicliatioits_ since 00tobst 411Ch they contribute to
the lotte;IN on the basso)
,211 March 19591
chief, Admin Staff
stated
tern
tern IP schoduled to be reordered in obout sin (6) months. At
at time, it will be made up according to the suggestion.
*No ionetsry savings will result.. The replacement of the
,,tering on the bag will be accomplished by the vendor without
antye in price. The extent of any monetary award to the employee
A'saregare, is baA0,011: seCti.Zity 40tOrSon
a
t fl 1 ne?of?dYtle.
25.00 award bar,ed on intangible Benefits (Slight?Lo
Aclagoa,,,t,Sgsaitut,
Adopted Award
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,Hot Adopted
I;
Letter of Apprecia
3 AD00300020001-1
STAT I NTL
STATINT
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044 I-0114-R-R41-k4 u7s.E
-V?AmiRY AND RECOMMENDAIIONS FOR Mt coMMITTEg
SUGGE6TIO4 No 59,71; dated 7 May 1958
e/4s Branch
printing services Division, OX.,
SuMmOr(o( pyogOestLan
Suggestsr proposed two changes in the Offset: paper platei now
in U08 by the Agency: 1) a change in the size (width) of the
imeSterS used; and 2) a change in the marginal indicia preprinted
on the masters.
sYilp#q 9; tY4tA4ons
On 12 August 1958,
Chief Admin Staff, 01. stated:
AS to the Meat part of the suggestion, the use of the smaller
Sive &rent Wage plate is not a new idea. The Supply Division
*ries, the Etex 15" master in stock and so advertises in its
publication of the Stock Catalogue. Also, the smaller master
4s-01 use in connection with numerous forme (the c? report form
is a sample) throughout the Agency. It is not lolown how exten-
sively the smaller master is used, but it il6u4d Seem that it is
, not the responsibility of the supply Division to: determine Which
tize*ster to issue ea0i_component. The responsibility for
. ,
deterMining.,the size of the master rests with ,the 90$,Pg component
!he 10 awitXq of the details under which the mster,Will be used.
0 0014 larger standard sire (10"x15') Master must he retalfled
s a.steck item for use when printing on larger then 8" or
Wide paper. This part Of the suggestion is considered to already
, be in effect and makes no added contribution,
"As o the second part of the suggestion, th(Ondicia form has
nO"effeet on the printing ability of the master', The .111d1.41
SMOOnts to guide lines to assist the typist in typing the masters.
Although the Printing Services Division types relatively few of
the Aesters, typed in the Agency, it is believed that the suggested
indipia is more practical for government use. Adoption is rennin,.
iirkled and a minimum award suggested since the results are mostly
intangible."
On .February 1959y
statids
for Chief Supply_Division 0
he following comments have been obtained regarding the use o
Offset Paper Plates:
R 1.106 only 'short run 'Si ?c_15 master., _7As,long,as the
,PPO4S..and effect; .ake ehtalned, there is no ob ection
usi?40e910416 7x: IWIR8P09-0063alieee00002
ATINTL
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Sugg. No. 59-1 Contd.
STATI NTL
STATI NTL
OSI uses 10 x 15 medium run master. 'Can see no difference
or savings in the use of 8i x 15 medium run masters as far
as OSI is concerned.'
STATI NTL
C, ORR uses 10 x 15,medium run masters. 'Would have to teA
TATINTL
recommended plate before comment could be made.'
'It has been determined that the ei x 15 medium run masters, with
marginal indicia, are available from approximately five (5) manu-
facturers and may be procured on Government Schedule (Stock 3610-
640.3348 or 3610440-3349).
'This office will abide with the desire of the Printing Services
Division which, it is believed, is better qualified to determine
the advantages and disadvantages of masters which are used on a
day-to-day basis.
"In other words, we agree with making 8i x 15 medium the standard
and will do so unless PSD sees technical objection."
On 11 February 1959, i
stated:
3f Printing Services Division
"The Printing Services Division has no technical objection to
stocking the medium run 8"x15" offset paper plates. Supply
Division records indicate that 3,000 boxes of 10"x15" plates have
been used in the past 6 months. There are 100 plates to a box.
At the above rate it is estimated that 600,000 plates would be
used per year. The cost of the 10"x15" plates is $4.89 per 100.
The 8ex15" plates cost $8.93 per 100. This Is an estimated
savings of $.96 per /CO or $6,000 per year, provided the entire
Agency uses the 8x15" plates."
On 3 March 1959,
Chief, Admin Staff, OL stated:
"PSD will advise customers to Use this plate whenever possible.
Supply Division should take action to stock masters.
lp Not in line-of-duty.
2. $225-250 award based on Tangible Savings of $6,000 plus
Intangible Benefits (Slight-Extended)
D.
Adopted Letter of Appreciation leuvvr
Not Adopted
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
24 March 1959
SUGGESTION NO. 59-315s dated 5 Februarv 3,959
STATINrri_ IGS-90 Records Mgt. Analyst
necoras uenter, mgtS.,
A agemzudjaseeeZen
Suggester proposed and instituted a Space Allocation Index,
which from a central point controls the assigning of spaces in the
Records Center. (Pictures in Suggestion file)
B. lawarz..94halattlaga
On 5 February 19590 Chief, Records Center, stated:
"This suggestion ha e been in operation for sometime now. li; Tivrikrn_
hes proven to be as effective as the suggestor claims. It
should be pointed out that at the time the suggestor originated
the idea for this space control file, he was a GS.7 and was
one of two people working at the accessioning function. As a
result of this suggestion and other minor work simplification
? procedures, the Records Center was able to carry on the
accessioning function during 1958 with 1.5 employees; thereby
allowing one person to devote one-half of his time to other
fpnctions within the Center,;"
On 13 March 1959, Chief, Records Mgt. Staff,
answer to our questions, stated:
The suggester was not expected to develop this improvement
as part of his assigned duties.
b. The spade assignment control system was placed in operation
February 1958.
c. C/RMS knows of no similar systems in effect in other
Government record centers.
d.- Savings and Benefits Realized: Tangible i of GS-7 salary
(basic $4980) - $2,490 per year continually. Intangible =
generally more efficient, quicker. to determine available
space; saVes rearranging space, better service to customers.
inSTATINTL
C. ilicaLsijanalixe; Jima=
1. Not in line..of-duty (GS.7, Records Mgt. Analyst)
Intangible Benefits of derate-Local.
2. $190-240 award based onikangible Sevin; of $2.490 plus
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Adopted gL,Award oar Letter of Appreciation
Adopted
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SU-MMARY AND RECOMMENDATIONS FOR THE comminEE
24 March 1959
SMOESTION HO. 58-578: dated 22 bley 1958
e GS-9, Supervisor
Cable Secretariat, 0/DCI
A. ilBFWA3L&U4qltak22
The suggester proposed the use of a form to .effect changes in
cable dissemination and thus reduce the number of telephone calls
Currently being made to the Cable Secretariat.
B.
lasumal2itesamiAllana.
On 17 June 19580
stated
Deputy Cable Secretary,
? "The Cable Secretariat .recommends adoption of Suggestion NO.
58e578 sow. A conservative estimate of savings in manpower in
the Cable Secretariat is approximately $2,000 p/a (i.e. 3 hours
a day, 6 days per week at $2.18, the hourly wage of a GS-7).
Recommend also that this suggestion be referred to FI/RI and
to DD/0 Staff and Division Cable Desks for concurrence and
? evaluation since unless the proposed form proves useful to the
user, it obviously would not be used, and thus would cancel
out or greatly diminish the estimated savings in manpower in
the Cable Secretariat.
"It is believed that the intangible benefit resulting from a
substantial reduction in the number of telephone calls con-
cerning 'cable dissemination, would be even greater than the
estimated Monetary saving since answering the telephone on all
subjects presently constitutes the, reatest single factor tend-
ing to retard accurate, rapid and efficient processing of cables
and production volume."
Recommendations for adoption were received from RID, SE, FE, NEA,
and C/I&R, DD/P.
On 12 March 1959, Chief, Records Management Staff,
stated:
25X1A
"The suggestion was adopted and the form was sent to the printer
on 12 March 1959. The form was assigned number 1604.
,
25X1A
71 concur in the agreement reached by the Deputy Cable Secretary,
Chief, Suggestion Awards Staff and f my Staff that
the suggester be given an award based on $2,000.00 tangible
savings.
Approve d"Pils IR4e I dast32803tb4/47f ectiteporeee1000,10,400630420000 ee t1 on should
be made after Form 1604 and its related procedures have been in
effect for a few months."
_
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/. Not in linemof-duty (0S.9, Supervisor)
2. $75.00 interim award based on tangible' savings of $2.000
3. Review in tax months to determine any additional benefits.
D, kagialaxsUaajhuse
Award Letter of Appreciation
Adopted Review in Six Months
'14/(41
ot)LJ Sax./
(LA-T-124
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Minutes of SAC Meeting
25 February 1959
0. Under authority granted the Executive Secretary to
resolve cases Which have unanimous recommendation for
disapproval, duplicates, or "Blue Sky" suggestions,
133 cases were closed out as disapproved for adoption
since the 17,December 1958 meeting.
0. The Special Panel met on 21 January 1959 to discuss
10 casesi I required further study; 7 were dis?
approved for adoption; I received a Letter of Ap?
preciation; and I was voted an interim award of
$150.00.
e.
The $150.00 interim award was to an Office of Security
employee for designing a mechanical device for the
combination locks on safes. Patent rights have been
adjudged to be his by the CIA Patents Board -- the
Government to have a Royalty?free 2icense.
members of the installation
Suggestion awards Program.
f. A new procedure has evolved whereby the Honor & Merit
Awards Board, the Patents Board and the Suggestion
Awards Committee will exchange information about
individual award winners (or patent applications).
It is hoped that this will work to the advantage of
the employees being considered for Honor & Merit
Awards.
to brief
on various aspects of the
g. The Suggestion Awards Staff and the Chairman of the
CIA Patents Board have a new procedure to use When a
suggestion appears to have patent applicability. In
such instances, the Suggestion Awards Staff will
process the suggestion through normal channels, but
in acknowledging the euggestion to the suggester, will
advise him to read 4 and if he
thinks his invention has patent ppplication, to fill
in Form 915 and send it to the Chairman, CIA Patents
Board. (We furnish the form.)
h. Our revision to Suggestion Awards Program regulation,
has been submitted to the Office of Personnel
for preliminary consideration. It is intended that
this regulation will henceforth appear in the Management
series.
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Minutes of SAC Meeting
25 February 1959
i. The Suggestion Awards Staff continues to negotiate
with the Office of Training regarding the Suggestion
Awards film. -Delays seem to be explicable.'
j. Incentive Awards Program presentation made by Chair-
man, Suggestion Awards Committee and Recorder, Honor
.Awards Board to vpii.
N.B.-I Icommented on the
effectiveness of this presente-,
tion and the fact that at least
one workshop had been conducted
in the Map Library as a result.
k. An Award Ceremony was held at the Photnopanh4g,
Intelligence Center to honor' leho
received the 5600.00 awarded ov iniLommtf4mm f.01-
1. The Suggestion Awards Staff met with the Civil Service
Commission representative to discuss mutual problems
of the Suggestion Awards Program.
mg The Suggestion Awards Staff has conferred with Overt-
mentsof Defense, Agriculture, Commerce, Justice,
Treasury, Post Office, Interior, Government Printing
Office, Veterans Administration and Civil Service -
Commission on an inter-departmental referral.
n. The Suggestion Awards Staff is setting up more and
' more interViews between the evaluators and the
suggeeters. This not only helps favorable,peblicity
for .the program, but primarily helps the suggester
make himeelf understood. ,
. The Suggestion Awards Staff participated in the
Support Exhibit, showing new slides to some 45 students.
p. Discussed Suggestion No. 2632 which had recommended a
transmittal type of name chock request from the field,
.but which, although favorably considered at two pre-
vious Committee meetings, was now found to be non.
adoptable as the proposal has been overtaken by events.
The Committee decided to send this suggester a letter
:Of thanks.
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Minutes of SAC Meeting
25 February 1959
Announced the Minimal Award called "Advisory Award"
which Is made when an idea is acceptable, advisable
but not mandatory. Such a suggestion is usually
solved by publication of a notice to interested
offices of a better way to do something.
Reported that ther-----lcase, Suggestion No. 290
which was discussed at the last meeting by
had not yet been submitted to the honor an
Merits Award Board for Honor consideration.
Presented samples of new Suggestion Form -- explained
that extra space for writing would be provided on
re-order.
By unanimous vote on each case, the Committee approved
the following action for the suggestions indicateds
?11212a...its.
latihiLAMAU
,?2,0=LSIL.ligiga .
if-2415
$ 15.00
Intangible (Slight?Local)
2697
50.00
Intangible (Slight?Extended)
58-9
100.00
Intangible (Moderate?Local)
58-397
145.00
Tangible ($4,620.00)
58-437
35.00
Intangible (Slight?Local)
58-507
35.00
Intangible (Slight?Local).
59-15
30.00
Tangible ($560.00)
59.-105,
30.00
intangible (Slight?Local)
59-.163
10.00
Intangible (Slight?Local)
9(As a result of this suggestion, the Executive
: Secretary recommended to the Committee that a
letter be sent to the Director of Logistics
requesting that all areas be surveyed which
might. provoke recurring suggestions, or even
suggestions to remove a safety device which
experience had proven unsatisfactory. .
illociesttonq Sugg. No. 2486 ..,.. disposable containers for vaccines --
lirfhatd referred for further study to Medical Staff
Sugg. No. 59-327 -- cipher device, TINYTCT -- referred
for further study to Office of Cammunicationse
ChstilmAn s The Chairman covered the following matters;
ge99$t
a) A recent Civil Service Commission sponsored meeting
at the National Archives stressed the value of using
Incentive Awards in improving Records Management;
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25 February 1959
b) An lncenti1e Awards briefing is intended for the DD/P.
wiil include Support Chiefs in the MVP.
was asked to be sure to include operational
officers;
c) When the Office of Training finishes the Suggestion
Awards film, the Chairman plans to have the Suggestion
Awards Committee preview the product.
The meeting adjourned at 1108 a.m.
Executive Secretary
estion Awards Committee
Chairman
Suggestion Awards Committee
Date
. 5 _
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
24 Februery 1959
STATINTLSUCZESTION NO. 58-397: dated 12 March 1958
GS-13, Section Chief
ASD, OSI, uwe
A. 1.14011W-V-4.f...420:519.2146111
Suggester proposed a reduction in the quality of the paper used
for Agency raw intelligence reports. .
isegaimeedieeEzelyjetteme
On 9 October 1958,1 Chief, Admin Staff, OL, stated:
"The quality of paper to be used was discussed with the origin-
ating offices several years ago When the'reports were first
initiated. The 20 lb. sulphite paper presently used was decided
upon at that time and has been used ever since. The originating
offices have been contacted again regarding reducing the quality
of the paper and after testing several different papers the
following was found:
a. Fp officials state that a large percentage of reports are
retained in library files. The paper must be heavy enough to
withstand constant handling. The reports are printed on both
sides of the paper and when lighter weight paper is used the
printed image shows through. It was also stated that to separate
the reports to be retained from those used for information only
would take more time and cost more in salaries than would be
saved by using cheaper paper.
b. DD/P and 00 officials state they are willing to substitute
the present 20 lb. sulphite paper presently used for 16 lb.
sulphite paper. The cost of 8"x14" 20 lb. sulphite paper is
$1e89 per 1,000 sheets.. The cost of 8"x14" 16 lb. sulphite paper
is $1.43 per 1,000 sheets. If the 16 lb. paper were used it
would result in a definite savings to the Agency."
On 21 October 1958,
, stated for the DD/P:
"Cdhcur that 16 lb paper is suitable from DD/P standpoint on
CS information reports."
On 3 November 1958,
Acting Chief, FDD, stated:
"FDD would have no objections to the use of 16 pound stock if a
stustantial saving could be effected thereby. However, some
Consumers of our reports have suggested that they be issued on
more durable stock as many are kept for reference.
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"We believe that before any decision is made on. this suggestion
that Printing Services Division be consulted as to handling
difficulties since a lighter stock might not print or collate
as easily as the 20 pound sulphite."
On 24 February 1459,
Chief, Admin Staff, OL, stated&
"Approximately 378,000 sheets of paper are used per month to
print FDD reports and approximately 550,000 sheets to print
DD/P and CO reports. Using the current prices of $1.72i per
1,000 sheets of 20 lb paper and $1.31 per 1,000 sheets of 16 lb
paper, a savings of approximately $385.00 would be effected per
month by using the 16 lb paper. PSD will have no handling
problems if the change is made.- PSD will switch to the 16 lb
paper as Soon as the stock of 20 lb paper is depleted."
C. pndationsoExecijtive
1. Not in line-of-duty (GS-13, Section Chief)
2. $145.00 award based on Tangible Savings of $40620.00.
2$1211.1212-21.
,6
....Adopted Letter of Appreciation
Not Adopted
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SUMMARY AND RECOMMENDATIONS TO THE COMMITTEE
19 February 1959
STATINTL SUGGESTION NO. 2415: dated 27 June 1956
GS-5, Secretary
STATI NTL
ORM,
A. ?-41/62112..d.a4941412n
Suggester proposed.that rubber mats be placed in the halls of
the temporary buildings as a safety precaution. In a July 1956
memorandum, the suggester mentioned three accidents, which occurred
about that time, because of the slippery corridor floors.
0 imegezysjegena
On 30 July 1956,
stated:
25X1A
for the CIA Safety Officer
"Accident records indicate a definite need for some type of
corrective action. Those submitted or attempted to date have
either been too costly or ineffective. A rubber runner, if
not too costly, may be the solution to this perennial problem.
The Safety Officer is not in a position to estimate the cost
and installation of this matting material to the Agency. It
is recommended that the Space, Maintenance and Facilities
Branch, Real Estate and Construction Division, Office of Logistics
be consulted prior to final approval."
On 1 November 1956, for Chief, Administrative
Staff/OL stated:
"The maintenance of publie buildings is a responsibility of
the Public Buildings Solace. Officials of that Agency have
been contacted regarding the proposed installation.
-"The problem of slipping accidents is under investigation by
rephtatiVei of this Agency and the Public Buildings Service,
in that testi have been Conducted with various types of floor
waxes and floor' friction readings have been taken. A report
concerning these tests is. expected to be completed about
15 November 19%. this report May have sOme effect in relation
to the suggested installation .a rubber matting."
. ,
In May 1957, GSA (then PBS) opposed the installation of rubber
runners from the Standpoint of Cost, Maintenance and repairs. Their
experience indicated considerable damage Was Caused by mail trucks
and movements of sates and other heavy equipment on the rubber
runners. At that time, they Planned to furnish and install linoleUm
in all corridors of "M" Building, where the suggeiter reported the
accidents, at an estimated cost of $15,000. However, this amount
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Agency efforts _continued to have a safety measure installed*
Finally, on 3 February 1959, I CIA Safety
Officer, statedg
"At the present time GSA has installed rubber matting in the
corridors of 44' Building. It is the opinion of the under-
signed that this installation is directly attributable to the
original Employee Suggestion No. 2415. This suggestion was
partially concurred in by the undersigned and it was then
fo ace. Maintenance and Facilities Branch, OL.
Bot ?f Space Maintenance and Facilities Branch and
the , as a result of the original suggestion, have
annoyed GSA into installing rubber matting in this area."
STATI NTL
I. Not in line-of-duty (GS-5, Secretary)
2. S50.00 award based on Intangible Benefits (Slight-Local)
D. IlissigiguALSgualugs
Adopted fL2L1.6.Award Letter of Appreciation
......Not Adopted
144
IC
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SUMMARY AND RECOMMENDATICNS TO THE commrrTEE
somesTioN NO. 59.4274
48 February 1959
ted December 1956 (Submitted 2/18/59)
GS.8
Technician
G3.7
s Technician/Cryptographic
OC, DCA
These suggesters proposed a modification to the Office of
Communications? most widely used cipher device, TINYTOT.
B. Zgauty.cajaaadieng.
On 12 February 1959p Director of Communications,
s stateds
"It has been known for several years that the TINYTOT would
operate more efficiently as suggested; however, the shortage
of on of the necessary components, specifically the TINYTOT
cipher tape distributor, had retarded any development of the
singestod device. No written recommendations that the TINYTOT
be modified as suggested in the attached, that pres-dates the
attached suggestions can be found in the Office of Communications
files.
444011 receipt of the attached suggestion, one T1NYTOT unit was
fabricated as outlined and placed in use as a service test
model. This unit has proven to be satisfactory and we have
recently-taken the necessary steps to convert all the present
TINY= units (approximate* Ito the modified version sug.
costs&
'The modified TINYTOT has proven to be approximately thirty
percent more efficient in the encipher mode of operation than
the older model. The figure of thirty percent represents a
saving of approximately 4000 man hours per year, based on last
years traffic volume figures of approximately fifty million
enciphered TINYTOT groups. The average hourly *ego of crypto-
graphic personnel employing the TINYTOT unit for enciphering is
$2.53. This represents an approximate saving of $10,000 per year.
sqn addition to the saving of actual man hours realized by use
of the new machine, there are certain intangible communications
security advantages which are either a result of the new con-
figuration of equipment or which can now be included in the
TINYTOT as a result of the shifting cr addition of components.
We feel that these intangible benefits can be classified as
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E.attaiaa.2fLamplusa.
_____Award Letter of Appreciation
Not Adopted
r(leAr.
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MEMORANDUM FOR:
SUBJECT : Agenda for Meeting of Suggestion Awards Committee
S?E?C?R?E?T
17 February 1959
1. The CIA Suggestion Awards Committee is scheduled to meet on
Wednesday, 25 February 1959, at 9:30 a.m. in Room 2601, Curie Hall.
2.
The following items for your review are enclosed:
TAB 1 Tentative Agenda
TAB '2 -- Minutes of last Committee Meeting
TAB 3 Minimal Awards by Chairman
TAB 4 Summary of Suggestions to be considered at this
meeting
FOR THE CHAIRMAN, SUGGESTION AWARDS COMMITTEE:
xecutive Secretary
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Regular Meeting of the Suggestion Awards Committee
Wednesday, 25 February 1959
? AGENDA
1. The pall to order 7-372
2. Minutes of last meeting
Comments by Chairman
-4. Report by Executive Secretary
5. Old Business
6. New Business
(Vete on suggestions attached)
7. Adjournment
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
17 February 1959
SUGGESTION NO. 2486s dated 15 August 1956
25X1A Medical. Technician
Medical Staff, M/S
B.
ligkrxraLLignetjan
Suggester proposed an expendable cardboard container so con?
structed that vaccines requiring temperature below freezing and
those requiring normal refrigeration can be shipped in the same
container, Container formerly used was a non?expendable metal
picnic box.
_
In March 1957, the following recommendation of the Suggestion
Awards Committee was made to the Acting Deputy Director (Support)
and approved by hims
"An interim award of $200.00 ($100.00 for tangible savings;
$200.00 for intangible benefits)'based on benefits derived
by CIA. Suggestion is to be referred back to Medical Staff
for further processing and re?evaluation with the Office of
Logistics after one more year's experience in use of the
container with Suggestion Awards Committee then to reconsider
for possible award based onwapra2untlAzy, CIA benefits.
Suggestion Awards Staff will refer suggestion for interdepart?
mental consideration (Public Health Service, Defense, and other
departments to be determined by Civil Service Commission) while
Agency processing continues, The amount of the award recom?
mended is based on the scales authorized by the Civil Service
Commission." .
2,29NEMItiM12,2112111
1. jantaretelategregat
Various Government ageencies and the American Red Cross were
canvassed. The American Red Cross is the only organization
which expressed an interest. They requested a sample for
testing. All other agencies were satisfied with their present
methods of shipment. However, Haelth Eduction end Jelfere
suggested ap outlet in the American Drug Manufacturers AsiOciation.
The sample will be furnished to the American Red Cross after
the suggester's patent rights have been established.
2. Patent, Rig ts
The Patent Board ruled that request for patent rights must
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Sugg. No. 2486 Contd.
, Medical Staff, will contact the sug-
-gester, forward the appropriate papers to him, and deal directly
with the Patent Board.
Aggarallesadslarattaia
On 20 November 1958,1
Support Division, MelicaL butt.
stateas
Deputy Chief,
"A review of the utilization of this suggestion for the past
year indicates:
(a) This suggestion was utilized for seventy (70) shipments
overseas valuedat $8,372.11 with a total weight of 609.5
.pounds.
(b) Many cable requests were handled in an expeditious ilanner
by allowing medicinals to be shipped via the pouch and air
mail parcel post since re?icing was not necessary.
(c) Several operational requests were handled in a secure
. manner by allowing manifest misnomering since it was not
necessery to reopen the packages for re?icing.
(d) Local shipments are not reflected in the above figures since
'wet icing by freezing water in polyethylene bags was used
for short distance shipments. If the subject container
were used for this type of shipment, its potential would
be even greater since the container could be used wherever
freezing facilities were available.
(e) Fewer cables have been received from the field questioning
the status of biologicals and vaccines because of the lack
of refrigeration. A savings is noted in cable transmission."
.On 201 January 1959, I
Medical Staff, stati,e.
Chief, Support Division,
Deputy Chief, Support Division,
Medical Staff, who previously evaluated this suggestion
indicates his opinion that through this suggestion, additional
esavings have been achieved that indicate this suggestion has
,a bisth. and a leredgelealagethen i.e op
$450-600."
-2 -
8441-E-T
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0.
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S-E-C-R-E-T
Sugg. No. 2486 Contd.
4,11011.2Lagaraucja,thUitnadatjuLwasita
The Suggestion Awards Staff asked the Office of Logistics why
this Agency did not use commercially manufactured containers
as the Other Government agencies do. The Office of Logistics
replied that to theit knowledge, the only available commercial
. container is made of metal. The only way to get financial
benefit from metal containers is to re?use them. This Agency
is interested in disposable containers for security reasons.
1. $450.-600 additional award based on intangible Benefits (High?Broad)
2. Close case in the Suggestion Awards Staff, but continue to
furnish all available records to the suggester for his inde?
pendent use in requesting patents, samples, sales, etc.
Dec
Adopted
Not Adopted
Award
Letter of Appreciation
'AnA exi,11
450 --Lc,r)
f3A.ereAQ-ryt, 09_0
0--ryu2, DIT12 C
- 3 -
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5X1
5X1
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S?E?C?R?E?T
SUMMARY AND RECOMMENDATIONS TO THE COMMITTEE
18 February 1959
SUGGESTION NO. 59-327: dated December 1956 (Sublitted 2/18/59)
GS? 8
Wire Equipment Technician
Gs? 7
Communications Technician/Cryptographic
OC, DOA
A. 511101WaL.2LIMSMALQII
-These suggesters proposed a modification to the Office of
Communicationg most widely used cipher device, TINYTOT.
On 12 February 1959, Director of Communications,
stated:
"It has been known for several years that the TINYTOT would
operate more efficiently as suggested; however, the shortage
of one of the necessary components, specifically the TINYTOT
cipher tape distributor, had retarded any development of the
suggested device. No written recommendations that the
TINYTOTibe modified as suggested in the attached, that pre?dates
the attached suggestion, can be found in the Office of Communications
files
"Upon receipt of the attached suggestion, one TINYTOT unit was
fabricated as outlines, and placed in use as a service test
model. This unit has proven to be satisfactory and we have
recently taken the necessary steps to convert all the present
TINYTOT units (approximately to the modified version sug? 25X:1
gested.
"The modified TINYTOT has proven to be approximately thirty
percent more efficient in the encipher mode of operation than
the older model. The figure of thirty percent represents a
saving of approximately 4000 man hours per year, based on last
year's traffic volume figures of approximately fifty million
enciphered TINYTOT groups. The average hourly wage of crypto?
graphic personnel employing the TINYTOT unit for enciphering is
$2.53. This represents an approximate saving of $10,000 per year.
"In addition to the saving of actual man hours realized by use
of the new machine, there are certain intangible communications
security advantages which are either a result of the new con?
figuration of equipment or which can now be included in the
TINYTOT ae a result of the shifting or addition of components.
We feel that these intangible benefits can be classified as
eee.e.
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S?E?C?R?E?T
25)c11
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S-E-C-R-E-T
SUMMARY AND RECOMMENDATIONS TO THE OOMMITTEE
18 February 1059
SUGGESTION NO. 58-437: dated 28 March 1958
GS4-11 Intelligence Officer
NtA,
A. -Seemarveof Suaoestion
Suggester proposed: 1) a shortcut in desensitizing KAPOK and
RYBAT documents -- principly by eliminating the requirement of ,
unit Records Officer's approval. The suggester recognized that the
approval actually rests with the case officer; 2) a service by
Records Integration Division which provides abstracts for clerical
handling as has been found practical and effective for handling
secret documents.
B.
Sumearv of Evaleations
On 29 September 19580 Assistant Executive Officer, DD/P,
stated:
'"While we do not agree with most of the specific remedies pro-
posed by the author of Suggestion 58-437, we do agree that
current KAPOK desensitizing procedures need re-examination with
a view to revision. Such a re-examination is now underway, and
this suggestion was pertly responsible for its being undertaken.
For his part in analyzing and calling attention to a problem
area in current procedures, we believe the author of Suggestion
58-437 deserves some form of recognition. Furthermore, one of
the specific suggestions made by the author has been recommended
for adoption by this staff and, if actually adopted, would
merit appropriate recognition. This suggestion concerns the
preparation of KAPOK sbstracts. We believe its adoption would
result in substantial manpower savings."
On 20 January 1959, Chief, RID,
stated:
25X1A
25X1A
"At the time the procedures for the desensitizing of Rybat and
Kapok documents was developed, RID was fully aware of the
deficiencies in the procedure. Certainly personnel in both the
field and Headquarters have been aware of many other problems
created by the use of Kapok and Rybat sensitive indicators.
Desensitizing is one problem, but perhaps the most basic problem
in the desensitizing of Kapok and Rybat documents has been the
lack of policing. To have policed the procedure would have required rather complex tickler file procedures and additional
workloads An RID and the Divisions, with questionable advantages.
Nevertheless the desensitizing procedure was established as a
mechanism to be used at the inclination of Clandestine Services
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S?E?C?R?E?T
Sugg. No. 58-437 Contd.
"personnel from Which some good was hoped for. It is still
questioned whether an elaborate policing system In the desen?
sitizing of Rybat and Kapok documents is justified. This is
particularly true in view of the fact that these documents are
controlled and, in the case of Kapok documents, completely
indexed and controlled.
"It is the opinion of RID that the author of suggestion 58-437
Is not eligible for any recognition for that portion of the
suggestion which deals with problems in the desensitizing pro?
cedure.
"On the other hand, RID feels that the author of the subject .
suggestion could be Credited with suggesting that RID furnish
abstracts with Kapok and Rybat documents as with other incoming
non?sensitive documents. Here again it is difficult to say that
this is a new idea. Under former Rybat and Kapok document
processing, it was not feasible to furnish extra copies of
abstracts without imposing an additional workload on RID when
it was questioned whether such abstracts were actually needed
by Area Divisions. Under present Kapok and Rybat procedures
the creation of additional abstracts Costs RID nothing in terms
of. workload. They can be created at the same time as those
for the RID files. It is still questioned by RID that additional
abstracts are useful, but it so happens that RID is considering
the use of extra copies of abstracts in the desensitizing
procedure. Therefore, RID is willing to give the suggester
credit for having instigated the furnishing of additional
abstracts with Kapok and Rybat documents. It would be rather
difficult to justify to the.suggester a denial of recognition
on the basis that the Idea is not new when there is no tangible
proof of such, and when he sees the abstracts being furnished.
"It is difficult to determine the degree of any tangible benefits
resulting from the use of abstracts by the Area Divisions for
these documents because as far as RID is concerned these benefits
would accrue preponderantly to Area Divisions and Senior Staffs.
HOWever, itis estimated that these intangible benefits resulting
from this portion of the suggestion would be of slight benefit
and local application."
? 1. Not in line?of?duty (GS-11, Intelligence Officer)
2. $25-50 award based on Intangible Benefits (Slight?Local)
?.2 ?
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D. Decision of
Adopted 44?LiLitt,.ard Letter of Appreciation
Not Adopted
25X1A
Sugg. No. 58-437 Contd.
3-.
F.
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? C-I-A I-N-T-E-R-W-A-L U-S-E
SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
16 february. 1959
. SUGGESTION NO. 59-163: dated 6 August 1958
STATINTL GS-5, Clerk
PSD, 01., DU/5
A. lasaitsat.ajagatto'
Proposed-that hand rails be mounted on the steps leading from
the patio at the rear of Administration Building to the adjacent
perking lot.
STATINTL
! ?...CLALLY1229112111
On 28 November 1958, Safety Officer, Office of Security stated:
"In the past year the Safety Officer had no record of injury to
employees resulting from falls in this area. However, it is
tetegnized'that these stone steps would become slippery during
winter months and might be the cause of a fail. It is also
recognized that there is no 'railing whatsoever to assist a
person in stopping a fall that might be the result of a small
stuMble or a misstep. It is therefore recommended that this
suggestion be adopted and that hand rails be installed on each
side of the stairwell."
0IN3 January 1959, the Office of Logistics made the following
statements -
"In accordance with recommendation made by CIA Safety Officer
relative to installation of hand rails on the steps leading
from the patio at the rear of Administration Building to the
adjacent parking lot, SM&F Branch concurs and has submitted a
Work Order, dated 13 January 1959, to PBS. Starting date for
this work is to ba 20 January. Estimated cost $201.44."
?
11=2?1141931-21.12arailatilfcrattgU
1. Not in line-of-duty (GS-5, Clerk)
2. US-Se-Award based on Intangible Benefits (Slight-Local)
? jarja,121.2,L221BMItnn
Adopted 4 /0 Award
....Piot Adopted
011-31
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U.S-E
Letter of Appreciation
II
25X1A
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
SUGGEST OH NO. 59-458 dated 2 July 1958
A.
OCR, DD/I
IIMATCLedelaciDetei2a
16 February 1959
GS-12, Analyst
Censiderable difficulty has been experienced in maintaining
the Radio Frequency Record file on a current basis through machine
processing. This is due to the fact that frequently the information
which a machine comparison Is based upon has been changed and a
manual operation is necessary to "pull" the changed cards from the
filo. The suggester proposes breaking this bottleneck by obtaining
a complete list of deletions and changes from thel
and then mechanizing most of this work.
25X1A
25X1A
B.
gaggazy_saLlyawilma
On 7 July 1958,
Branch, SR/OCR,
"As a result
0 Acting Chief, Radio Stations
suggestion, stelae have been taken
stated:
00
to obtain from the International Frequency Registration Board
(IFRB), publisher of the RFR, a machine listing of those items
deleted from the file Wherein any of the identifying information
ha e been changed. From this listing, cards will be punched to
be used in selecting deleted items from the basic RFR file. The
IFRB has agreed to furnish such a listing on a quarterly basis."
On 6 August 1958, Chief, Business Machines Services,
state&
"Our investigation reveals that the situation asset forth in
the suggestion, both the problem and the remedy, are sub-
stantially accurate.
"It is recommended that any award which may be made in this
case be based on a recurring savings of 10 weeks analyst's time
per. year."
C+ liamagad
This case was considered by this Committee on 21 October 1958.
At that time the DD/I Committee members were asked to supply the
answers te-two important questionss
1. What is the suggestees job responsibility?
2. Does International Frequency Registration Board charge for
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Sugg. No. 59-15 Contd.
On 4 November 1958, C/SR, OCR, Stated*
1. This improvement was beyond the normal job expectancy of
this individual; ,
2. The cost to the Agency for the IFRB listing is $300.00 for
the full fiscal year.
(Attached as TAB A is a copy of above mentioned memorandum.)
D, littainatafelt-ltbr.,9-?aaLtiaiX
1. Not in line-of-duty (Complete copy of Job Description in
case file held by the Executive Secretary)
2. $30.00 award based On Tangible Savings of $560 per year.
Value of Middle GS-5 Salary (10 weeks) = $860
Less Cost of IFRB Listing _au
- Tangible Savings = $560
Adopted
....pot Ado
Letter of Appreciation
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S-E.C-R-64
SUMMARY OF SUGGESTIONS AND ACTION TAKEN BY CHAIRMAN
MINIMAL AWARD CASES
5 FEBRUARY 1959
SUGG, NO. 3128
25X1A
Summary
Action Taken
Award
GS..9, Reference Librarian
Suggester proposed the installation of a thermofax
machine in the Library of Congress for the use of
CIA personnel.
Although the specific suggestion was not carried out,
the CIA Library installed a Polaroid Copying camera
in the Library of Congress as a direct result of this
suggestion.
$25.00 award granted.
****************
SUGG. NO. 58-638: dated 25 June 1958
25X1A I 14 GS-12, Intelligence Officer
ORR, DD/I
- Summary a Suggester proposed that the barrier and/or adjacent
door entrance to 1124 "M" Building restricted area
be modified as a safety precaution. At the time of
the suggestion, the approach from each side of the
barrier was so constructed that it was extremely
difficult for persons approaching the turn?style from
one side of the barrier to see persons approaching
from the other side.
Action Taken
On 5 December 1953; the Office of Logistics completed
the work as outlined in this suggestion at the
direction of the CIA Safety Officer.
Award a $15.00 award granted.
**m* Ht*
SUGG.,NO. 59-13 a dated 13 June 1958
25X1A
GS.7, Records Management Analyst
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25X1A
Sugg. No. 59-13 Contd.
Summary
S?E?C?R?E?T
Minimal Award Cases Contd.
-5 Februery 1959
s Suggester proposed (1) that a 002 fire extinguisher,
for protection against electrical fires, should be
near the battery charger located on the loading ramp
of I 1(2) that dry cell lanterns be 25X1
mounted near the doors leading to the processing
area on both floors of 25X1
Action Token Part one was disapproved by the Safety Officer;
part two was carried out -- on 10 November 1958,
two dry cell, 6 volt lanterns were issued to the
Records Center.
Award $15.00 award granted.
411141441.411*
SUGG. NO. 59-44 : dated 8 Auaust 1(318
k GS-9, Accountant
Finance, Comptroller, MA
Summary z Suggester proposed that attachments and/or revisions
to any document or set of documents be set up on the
same size and format as the original document.
Action Taken z This suggestion was brought to the attention of the
Area Divisions, and insofar as it is practical, the
Agency will comply with this suggestion.
'Award $/5.00 award granted.
25X1A
SUGG. NO. 59-84 ; dated 8 September 1959
GS-9? (Between Assignments)
SUmmaw
Action Taken
Award
FE, Dp/P
Suggester proposed that persons reviewing documents
in the course of running RI name traces be instructed
to detach all duplicate copies.
On 17 December 1958, Chief, RID issued a memorandum,
subject: 'Destruction of Extra Copies of CS Record
Documents", as a direct, result of this suggestion.
$10.00 award granted.
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S?E?C?R?E?T
S. NO. 59.96 dated er 1958
GS-3, Bindery Operator
Summary
Action Taken
Award
Minimal Award Cases Contd.
5 February 1959
Suggester proposed that a "Singer" type machine be
purchased for use in the Bindery Printing Plants of
the Agency.
A machine, such as described by the suggester? with
a tape feeder attachment will be adopted in the
Administration Building Plant as a direct result of
this suggestion.
$15.00 award granted.
*********W4Htit1l-**
5X1A SUGG. NO. 59-140: dated 14 October Ig'8
L1, GS-9, Analyst
H, DD/P
Summary
Action Taken
Award
25X1A
SUGG. NO. 59-165:
? Summary ?
Suggester proposed that briefings of new personnel,
conducted by the CIA Safety Officer, include specific
details of emergency drills (fire, air raid, etc.)
The Office Of Security previously covered this sub?
ject in their Security Indoctrination Program. This
suggestion, however, provided a stimulus for greater
safety education to be undertaken by the Office of
Security.
Letter of Appreciation.
41-1HHHHS-OH14414141N1**
dated 31 October 1,958
9 GS-14, Personnel Officer
LAWIJCI
Suggester proposed that the Agency shuttle bus stop
now located just east Of the North Building driveway
entrance, on E Street be relocated to a point at the
base of the North Building steps approximately 100
feet west of the driveway.
? 3 ?
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Sugg. No. 59-165 Contd.
Action Taken
Award
S-E-C-R-E-T
Minimal Award Cases Contd.
5 February 1959
In the interest of safety, this suggestion has been
adopted. All E Street Agency bus traffic will,
henceforth, make the stop at the base of the North
Building stairway in lieu of the stop east of the
North Building driveway.
; Letter of Appreciation.
4..
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WHOM An RECOMENDATIONS TO TEM 'COMMITTEE
25)(1 A
21 January 195$
suassTioN NO. 58-507: dated 24. April 1958 CS-5
'2 Supervisor, RI/IF,
WIP
. Buy ary of Suggestion
In RI/IN, card references for name check requests are thermos
faxed. The suggester designed a rack to be placed over the =whir
to provide storage space and an adequate working area. Further, 1
Using the space on top to hold cards and repriftetions it would
eliminate the mixing of cards and would improve the appearance
around the machines.
Summary of EvabaatiOns
The cost to build the designed rack was estimated by the OM
of Logistics to be 01.66 for one. There are approximately one
, hundred and fifty (150) thermofax machines in the Agency, making 4
total coat of $7,149.00.
As a substitute Business Machines Services provided RID, with
brochures of available racks.
On 23 December 1958 Chief, Records Integration Division coimewW
as follows:
"Subject suggestion has been reviewed in the light of
purchasing 'manufactured items as a substitute for the
rack tote'constructed as originally suggested. Frost
the brochures attached, the supervisor Of the section
concerned has selected the. new Hercules StiaDa as the
one which most nearly'teets the needs of the section.
This stand provides storage apace as wales adequate
working area. The cost is $37.50 each, as compared
'with the estimated east of $k7.66 each for racks to
be constructed. Rrip Will place in order for the puro
chase of five such stands.
"Although the item sketched by the suggester as a
s?clution to the problem was not accepted, the suggester
'did set forth the reasons for the heed for eggipment.
Accordingly, the equipment described in paragraph 1.
above was decided upon as the means of bringing about
more efficient use of time, labor and work-space. As
Imes space remains a problem in RID, benefit will
accrue. It is not posiible to measure the benefit at
this time; nevertheless, it can be said that the benefit
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Suggestion No. 58-51rr Conti
C. Action Taken
On 13 January 3959, the Suggestion Awards Staff contacted RI.
Five (5) racks have been ordered. The benefits are considered
to be intangible of a. slight degree, with local application.
D......,.:..tjia.re-ei...-Bacec.L.By?s.,omcte.n..atLoce
1. Not in line-of4uty (Supervisor, BON)
2. $25450 award based on Intangible Benefits (Slight-Local)
D. Decision of Chairman
:Getter of Appreciation
Adopted
Not Adopted
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C-u-s-F-I-D-B-N-T-I-A-L
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SUMMARY AND RECOMINDATIONS TO THE COMMITTEE
25X1A
19 January 1959
SUGGESTION NO. 58-9: dated 3 July 1957
I, GS-11, Assistant CSDO,
Office of the cable Secretariat, DCI
A.
Ever increasing files of 3x5 cards are maintained by FI/RI
Cryptic Reference Office and the Cable Secretariat. It is sug-
gested that the information on these cards be transferred to
Flexoline Strips, with accompanying frames and stand. This
conversion could be made utili%ing machines report procedure.
B. 22mmarx_cif Evaluations.
On 11 July 1958, Deputy Cable Secretary stated:
"The Cable Secretariat has adopted that portion of
employee's suggestion 58-9 which suggests conversion
of crypto card files in the Cable Secretariat to
flexoline strips, using frames turned in as surplus
Agency stock.
"A major factor influencing our decision to convert
from 3x5 cards to flexoline is that we make frequent
use of our file since every eryptonym and pseudonym
used in every cable must be checked thru this file.
This heavy usage of the file in our opinion justified
the creation of a more easily used system thagees
afforded by a 3X5 file.
vAlso, the decision to convert our files, despite the
retyping workload, was influenced by the fact that in
so doing we made it possible to transfer our original
Tile of cards to the emergency site as a vita/ document.
Currently this file is stored as micro-filme
"On the basis of improved efficiency, utilization of sur-
plus materialo? savings in working and storage areas in
thtmleble Secretariat and the usefulness of a hard copy
file as compared to a microfilm of an essential vital
document, it is recommended that an appropriate award be
given the suggester for the intangible value derived."
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25X1A
25X1A
The DD/P, on 2 January 2959, stated:
*id
Bugg. Bo. 589 Cont,de
"After another careful review of eeployee suggestion
53.90 ee still feel that the disadvantages, connected
with both the time consuming installation and main.
tenance of Flexoline strips in RID/Cryptic Reference
Section, would outweigh any advantages. Also, we wish
to point out that since a total of 1/2 man-hours per
day are spent in the handling of no more than 28 entries
a day into the cryptic reference files, the Records
Integration Division really ban no prOblem to contend with.
"We believe, rather than reducing work, installation of
Flexoline equipment would increase the nuMber of hours
spent in maintaining, integrating: and periodically
auditing the file of approximately 26,000 names, cur-
rently being maintained in the Cryptic Reference Section
of RID. It is also our belief that the possibility of
error would increase if Flexoline strips replaced our
present system which has proved over the years to be speeAy
and efficient. Another mitigating factor against cone
version te the use of Flexoline eqpipment is the attendant
handling and securestoring problem of the strips and
cumberaome stands.
"While we agree that it would be relatively simple to
keep the machine record cards current, the reverse is true
of keeping Flexoline stripe accurate and upetoedate.
"In view of the rectors and considerations cited above,
insofar as RID is concerned., no benefit would enure to
it from the adoption of employee sumeseeen
On 13 January 1959,1 If Cable Secretariat,
cemented as per Memorandum for the Record by Executive Sec.
retary, Suggestion Awards Committee. (See TAB A)
C. Executive Secre4D111 Repommendation
1. Not in line-ofeduty (Assistant CSDO)
2. $1004150 ward based on Intangible Benefits (NederateeLoesl:
fl Deci_on Chairman
Adopted #/00 Award
Rot Adopted e
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DP80-00832A0
okd*i.
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Letter of Appreciation
00300020001-1
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C-I-A I-N-T-E-R-N-A-L US-E 0-N-L-Y
SUMMARY AND RECCiefENDATIONS TO THE COMITITE
15 January 1959
STATINTL
STATI NTL
SUMMON NO. 59-105: dated 22 August 1957
Offset Photographer,
Waif rtkiJi 11,11/
Summarr of Suggestion
Suggester proposes that the negative inspection light tables
legated in the darkroom, be equipped with a second light utilizing
red safe-lights.
B. Summarr of Evaluations
? On 25 September 1058, Chief Administrative Staff,
Office of Logistics, stated:
"The suggestion to equip negative inspection light
tables with a eecond light source utilizing a red
safe-light has been adopted. This is used only on
_jobs where_iroduction is emphasised rather than
TO achieve this production, the camera
must be kept going with as few interruptions as
possible.
"It is pointed out that this light is not used
for cutting, etching, or the inspection of high
quality negatives - only those where production
takes precedence over quality. There is another
red light in the darkroom located over the develop-
ing tray. However, it cannot be used for inspection
purposes as mentioned herein because when the film
is taken from the fixer solution it is wet and would
drip into the developer solution and neutralize it.
Therefore the red light must be located on the in-
spection table.
"Tim existing inspection light tables have been
modified to include the red light and all such
tables purchased in the future will be no equipped.
It is therefore felt that the suggester is entitled
to an award based on slight intangible benefits which
are applied to a local degree."
On 31 October 1958 the Chief, Data Management Division, PIC, stated
they had =ruse for the idea but that it does appear to have merit
for other areas using the developing method described.
On 12 DeceMber 1958, TSS/Gard explained they had a substitute for
this idea.
Approved FOrraleVaiNG*3474'95614411401601401PA0449002664114ad
e the same state.
meat concerning their Division as did PIC.
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STATI NTL
Suggestion No. 59?105 Cont'a
C. Recudation ofecutiveSecrete
are
1. Not in linei.of-duty (06.8, Offset Photographer)
2. $25450 sward sea on Intangible Benefits (Slight-Local)
D. Decision of Committcae
Adopted 3O Avrd ____Letter of Appreciation
Not Adopted.
(,2a)
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? MEMORANDUM FOR THE RECORD
13 January 1959
TAB A
of Cable Secretariat further commented:
"Suggester had an idea that Cable Secretariat
would have these Flexoline Tapes provided to
them."
MIA su estion was declined by the DD/P.I i T ow I
and Ithen tried to use Bill's id a n neir n
area - they asked how could they conquer the growing space
problem created of having by the increased nuMbers of cards and
by the expanding number of trays.
TO set thia up would require re-typing thousands of existiag
cards which seemed like a staggering job.
They measured the work-load and found that they could trans-
cribe al/ existing cards to Flexoline in two months. Many officere
participated in this final colution. Cable Secretariat estimates
improvement is of MODERATE benefit and of LOCAL application.
h- not in llne..of..duty)
The suggester actua stimulated this improvement. Colonel
vs since checked out the advantages
vaal. az: in -Gaeir wice o use this DOW list. It LS the con.
senaus that added efficiency and usefulness have been achieved.
Executive Secretary recommends: $1004150
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