Weekly Report for the Week Ending 24 September 1958 for RECORDS DISPOSITION BRANCH

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000200170050-5
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 4
• Document Creation Date: November 11, 2016
• Document Release Date: July 8, 1998
• Sequence Number: 50
• Publication Date: September 24, 1958
• Content Type: PERRPT

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Weekly Report for Week Ending 24 September 1958
for
RECORDS DISPOSITION BRANCH
1.
Contributions
Retired 2 Cu. ft. of Records for the Chief, Management Staff
25X1 A9a
2.
Assignments
a. Shelf Filing
Office of Central Reference/IR Mock-Up 25X1A9a
The open shelving has been rec.ved and erected in all three of
the secured areas and work of transferring files from safes to
the shelves is in progress. The additional equipment (Saf-T-
Stak) is expected next Tuesday.
Office of Communications. Personnel Office Shelf Filing 25X1 A9a
No change from previous report.
b. Filing Systems
Office of Logistics/Passenger Movement Branch/Equipment
Modification and Improvement 25X1A9a
25X1A9a Mr. _ has suggested the use of Sorting Files Sections which
can be placed on the shelves of the existing supply cabinet to
provide the desired indexing and storage of blank forms. This
suggestion will be made to Capt. of the Passenger
Movement Branch today. 25X1A9a
FOIAb3b1
25X1A9a
No change from previous report. The two rotary files installed
are now in operation. The Supervisor of the Section reports that
she no longer has to assign the task of refiling the index cards
on a daily basis, in fact the girls now ask for cards to file.
Subject-Numeric File Installation in OP
25X1 A9a
Began 13th installation in OP/POD, Employee Relations Banch
23 September. In preparation, ERB retired 12 cu. ft. or records,
primarily concerning 1957 UGF Drive, and turned in 5 safes.t.X'
Effective this week, OP made the following organizational, changes :
25X1A9a (1) lb?. became Special Assistant to D/Pers for
Procedures and Regulations.
(2) Projects and Procedures Staff moved from ExO/P to DD/Pers/PandD.
(3) Selection Staff moved from DD/Pers/PandD to POD.
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Office of Logistics/Stock Management
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No change from previous report. No action has been taken on
this project, however it will begin in a few days. The problem,
how to index ordnance stock items, has been under study by the
Stock Management and Requirements Section for three years and
is complicated by the fact that all items are not cataloged.
Office of Communications/Engineering Division 25X1A9a
No change from previous report. Miss informed me that
the office is now going to order the rotary file which we
recommended over a year ago.
Office of Personnel/Contract Personnel Division/Card Index
Suitable filing equipment for this index presents some. fiat of
a problem in that most of the equipment available does not offer
the minimum security protection required. Methods of securing
this equipment (other than those already suggested to the Office
of Security) are being considered.
ONE
A review and reorganization of several files resulted in establish-
ing three series of files under uniform file systems. Eight feet
of records were filed and five feet were set aside for destruction
under special handling procedures.
Records Systems - Security Staff, New Building
and
Office layout-is being drafted for the on-site quarters of the
Security Staff. Operating procedures are being. developed for
each work step involved in processing workniLn for admission to
site. Still awaiting arrival of equipment and forms that the
clerical pool will use in preparing kits.
25X1 A9a
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25X1 A6a Office of Communications = 25X1 A9a
25X1A6a Visited the Logistical Office, and was informed 25X1A9a
that the method of filing the stock con^ro cars, and procedures
pertaining to the receipt and issuance of items is unsatisfactory.
25X1A9a MZr. requested that we consider the method of filing these
cards approximately 10,000) first and that we may be asked to
look into the procedures later. Also discussed the problem
briefly with the Executive Officer, Mr. and recommended 25X1A9a
to him that the dual stock card system be discontinued. The dual
card system is causedby the fact that a second card is maintained
on which ordering data- (to replenish the supply) is recorded.
This data also appears on the stock requisition, a copy of which
is retained.
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In connection with this project, it was also learned that expend-
able items are controlled at this installation which requires
that the requester of a bottle of ink,for instance, prepare an
issue slip in 5 or 6 copies and submit it through proper channnels
on specified days of the month. Ten samples taken from the
Records Cert er order file averaged 9- days from date of order to
date of receipt of the item. A copy of each of these transactions
or issue slips is forwarded to the Vital Materials Repository where
adjustments are made on the Master Stock Index IBM cards which are
used to prepare a listing of the status of stock items at 6 month
intervals for headquarters. Mr._ in the Repository, estimated
that he spends approximately 40 hours Per month adjusting the 25X1A9a
information on the Master Cards in preparation for the 6 month
listing.
c. Records Schedules
Revision of Records Control Schedules - 0 CR 25X1A9a
Records Officer has sent out instruction to Assistant Records
Officers of the Divisions regarding their part in the revision of
Schedules. Meeting is scheduled for next Monday with the
Assistant Records Officers where we are invited to brief them on
the revision of their schedules.
3. Vital Materials
25X1 A9a
a. A meeting was held with Mr.
OCR, to discuss the Vital Materials Program in OCR. We learne 25X1A9a
during this meeting that Mr. 'll assume the responsibility
as OCR Vital Materials Officer and Mrs. - will act as his 25X1A9a
deputy.
We offered the following recommendations which we felt would be
very helpful to their program:
(1) The issuance of written instructions outlining the
procedure to be followed by all Records Officers in
conducting a Vital Materials Program in their respective
divisions. This procedure should emphasize the importance
of coordinating with the OCR/VM Officer on all changes
involving the selection, method of deposit, frequency
of deposit, file arrangement and indexing of Vital Materials.
(2) A review be made of all finished intelligence presently
being microfilmed to determine the possibility of
depositing hard copy for as: many series as possible.
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(3) Consideration be given to the penciling of a source code
in the intellofax card for all non-government finished
intelligence that is microfilmed. Also, consideration be
given to the depositing of a duplicate of the intellofax
card used at headquarters in lieu of the intellofax
"work card" that is presently being deposited. Since
nruch of the non-government finished intelligence is
presently being microfilmed, it is impossible to include
these documents in the availability register. The
inclusion of this source punch and deposit of the
complete intellofax card, would permit a listing of
finished intelligence contained on microfilming and
also assist in the search for specifics at the time of
emergency. This card will also permit a handsearch.
b. M.gr. met with
Mr. at the Repository, to discuss machine
techniques' to be employe to sort" out all tab cards that serve
as an index to all raw intelligence, on microfilm, deposited prior
to 1957.
25X1A9a c. met with Mrs.,- ONE, to discuss the revision of the Vital
25X1 A9a
4.
25X1 A9a
Materials deposit schedule for that office. The revised schedule
will include retention periods for contributions to NIE's and
also for drafts of NIE's that have not been published within
two years from date of draft.
d. Mrs. OCR Library,
accompanied last weeks trip to the Repository to review the OCR
reference book collection and establish procedure for maintenance
of a current index to the collection. All necessary tab machine
punching will be done by OCR/Machine Division.
News
a. Messrs attended the luncheon meeting of
the Washington Chapter of t e American Society for Public
Administration. Dr. Alan T. Waterman, Director, National Science
Foundation was guest speaker.
b. A letter is being prepared requesting the permanent withdrawal of
153 memobelts from the National Archives. The belts have been on
indefinite loan to us for several years and has requested FOIAb3bl
25X1A9a that we arrange for their permanent transfer.
25X1A6a c.
25X1 A9a
25X1 A9a
Mr. visited the
Mr. Mr. o nagemen
Mr s .
of the Office of Communications. -
with Mr. 25X1 A9a
Miss an 25X1A9a
25X1 A9a
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