RECORDS MANAGEMENT PROGRAM STATUS AS OF 31 DECEMBER 1954

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00433A000100150006-0
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 112
• Document Creation Date: December 12, 2016
• Document Release Date: October 25, 2001
• Sequence Number: 6
• Content Type: REPORT

CONFIDENTIAL
CENTRAL INTELLIGENCE AGENCY
RECORDS
MANAGFMENT
PROGRAM
STATUS AS OF 31 DECEMBER (954
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RECORDS CIREATION
RECORDS MAINTENANCE i=ECORDS DISPOSITION
J 1 _ E)(T REY
MMANACEMI'NT STAFF
RECORDS PM`1ANAOEP4ENT DIVISION
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Why the Program is Needed... ....................... 1
What is Being Done About Our Records Problem....... 3
Forms Management ................................... 4
Reports Management ................................ 5
Correspondence Management ........................6
Records Systems .................................... 7
Microfilm Program. .................................. 8
Vital Materials Program ............................ 9
Mail Control System.... ............................ 10
Records Disposition ................................ 11
Records Center Operations .......................... 12
What's Left to be Done .............................. 13
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RECORDS
11 December 1956
RECORDS MANAGEMENT
SYNOPSIS: This regulation provides for a con-
tinuing Agency Records Management Program to
control and improve records from. their creation
or receipt to their disposition.
Rescission: -dated 14 July 1951
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GENERAL . . . . . . . . . . . . . . .
1
POLICIES . . . . . . . . . . . . . . . . .
1
RESPONSIBILITIES . . . . . . . . . . .
2
1. GENERAL
a. SCOPE
All record material of the Agency is encompassed by this regulation, including
that transmitted electrically.
b. RECORD MATERIAL
For the purpose of this regulation, record material is defined as: all books,
papers, maps, photographs, films, recordings, or other documents and material
regardless of physical form or characteristics, made or received by any part
of the Central Intelligence Agency pursuant to Federal law or in connection
with the transaction of public business and preserved or appropriate for preser-
vation by CIA or its legitimate predecessor or successor organizations as evi-
dence of the organization, functions, policies, personnel, decisions, procedures,
financial or legal transaction, operations," or other activities or because of the
informational value of data contained therein. "Records" and "record mate-
rial" may be used interchangeably.
c. RECORDS MANAGEMENT PROGRAM
The Records Management Program consists of the elements listed and described
below:
(1) Reports Management - The analysis, improvement, and control of admin-
istrative reporting.
(2) Correspondence Management - The application of improved standards and
procedures for the preparation and handling of correspondence.
(3) Forms Management-The analysis, design, and control of forms.
(4) Records Maintenance - The establishment of standard procedures, systems,
equipment, and supplies for records maintenance.
(5) Records Disposition - The economical and systematic disposition of Agency
records including their preservation, retention, transfer, protection, and
disposal according to approved schedules.
(6) Vital Materials - The timely selection, transfer to, and maintenance in an
Agency designated repository of record materials, documents, and files
which are essential to the continued operation of CIA in an emergency
and the destruction of which would constitute a serious or irreplaceable
loss.
2. POLICIES
The Agency Records Management Program shall be administered on a decentral-
ized basis through Major Component* programs governed by the following policies:
* Major Components are the Offices of the Deputy Director (Plans), Deputy Director (Intelligence),
and Deputy Director (Support).
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RECORDS
11 December 1956
a. Records shall be made and preserved to provide adequate and proper documen-
tation of the organization, functions, policies, decisions, procedures, and essen-
tial transactions of the Agency. Such records shall be designed to furnish the
information necessary to protect.the legal and financial rights of the Govern-
ment and of persons directly affected by the Agency's activities.
b. Measures shall be taken to insure that essential records are created and main-
tained by the most efficient and economical methods.
c. Measures shall be taken to insure that nonessential records, reports, and forms
are not created.
d. Records essential to emergency operations of the Agency shall be promptly and
currently deposited at a relocation site.
e. The Agency Records Center shall be a facility for storing, processing, and serv-
icing of semiactive or retired Agency records, and will serve as an Agency
archival facility. The Records Center shall be compartmented and controlled
in such a manner that the defense classification or sensitivity requirements of
the operating components are honored.
f. Records control schedules shall be developed to identify and preserve records
of permanent value; to provide for the scheduled removal of noncurrent rec-
ords from office space and filing equipment to more economical storage; and
to provide for the scheduled destruction of records of temporary value.
3. RESPONSIBILITIES
a. CHIEF, RECORDS MANAGEMENT STAFF
The Chief, Records Management Staff, is responsible for:
(1) Staff guidance, assistance, and coordination of the Agency Records Man-
agement Program by providing broad plans, policies, standards, and guides.
(2) Providing forms analysis, design, and reference services and for approving
new or revised forms and requests for reprints.
(3) Reviewing and approving records control schedules and requests for equip-
ment, services, and supplies to the extent necessary to assure compliance
with Records Management Program requirements.
(4) Providing technical guidance to the Records Center and Vital Materials
Repository.
(5) Maintaining Agency liaison with the National Archives and Records Service,
General Services Administration, and other Federal and private organiza-
tions on records management matters.
(6) Review of the component Records Management Programs.
b. DEPUTY DIRECTORS .
The Deputy Directors are responsible for:
(1) Establishing, directing, and maintaining CIA component Records Manage-
ment Programs consisting of the elements referred to in paragraph 1c, and
guided by the broad plans, policies, standards, and guides promulgated by
the Records Management Staff.
(2) Maintaining such liaison with other offices of the Agency as is required in
the performance of component records management responsibilities.
(3) Designating an individual who will be responsible for the development and
administration of the respective component Records Management Pro-
grams.
L. K. WHITE
Deputy Director
(Support)
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VI TAL MATERIALS PROGRAM
Established or revised ton Office vital materials schedules,
assuring timely and complete deposits. Adequacy and current
condition of the program are reflected by deposits during
calendar year 1954 as follows...
* Documents - 135 cubic feet or approximately 237,000
sheets of paper.
? Tabulating Cards - 2,,b97, 954
? Film - 2,99L reels representing approximately 6,257,000
sheets of paper.
Revised the inventory and accounting system for control of
vital materials to provide...
More positive and faster means of accounting for
deposits and withdrawals.
? Reduction in the number of inventory pages.
o Elimination of hand stamping of security classifications.
e Reduction in size of the inventory form for more conven-
ient filing.
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MAIL CONTROL. SYSTEM
An intra office mail control system has been developed
and installed in one major office. The system...
0 Expedites tracing and locating correspondence
in process.
0 Provides a follow up on unanswered corres-
pondence.
M Serves as a log and record of actions taken.
4 Serves as a finding media for filed corres-
pondence.
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WORDS DISPOSITION
Conducted surveys in 12 Offices which resulted in...
p Reductions in requirements for office space., filing
equipment,., and file personnel through the continu-
ing transfer of inactive records to the Records,
Center.
Disposition plans covering 19,9007 cubic feet of records
equivalent to 2,9375 file cabinets.
Arranged for the transfer of 576 cubic feet of records from
two agencies to CIS,. These records were needed for oper-
ational reference and research purposes.
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RECORDS CENTER OPERATIONS
Received, maintained, serviced and destroyed inactive Agency
records with benefits as follows:
? Received 7,491 cubic feet of records, equivalent to
936 safe cabinets valued at $$222,500 and 7,100 square
feet of office space valued at 417,750,
? Disposed of 1,457 cubic feet of records, equivalent to
182 safe cabinets valued at $43,316.
0 Serviced requests for 89,292 records.
As of 31 December 1954, 17,151 cubic feet of inactive records,
equivalent to 2,144 safe type cabinets valued at $510,272,
were stored in the Records Center,
Evidenced the need and promoted the construction of a new
records center scheduled for occupancy in February 1955?
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We still have much to do in Headquarters and in the Field.
Bootleg forms, inefficient in design and use and reproduced
expensively, outnumber controlled forms by approximately
20 to 1. Based upon 19511 experience in controlling 1521
forms, an estimated saving of two million dollars can be
realized by bringing all forms under control.
Controls to eliminate and prevent nonessential administrative
reporting have not been established. Techniques for improv-
ing reporting systems and the content of reports have not
been used to the fullest extent.
The possibility of cutting costs through substitutes for dic-
tated correspondence, indexes to repetitive-type correspond-
ence, eliminating nonessential copies, and improving the
writing ability of Agency personnel has only been partially
explored.
Simplified mail control systems are needed.
Headquarters-wide adoption of the subject-numeric system and
other filing standards is yet to be accomplished.
Only an estimated 140% of the Agency's records are covered by
records control schedules. Accordingly, many of our inactive
records are yet to be scheduled for removal from high cost
office equipment and space to economical Records Center
storage. Disposition experience in 16 components reveals that
from 9% to 90% of records retained can be'considered tem-
porary. The overall average is about 514%.
To sum up, there is still much to be done in all areas of
records management, to improve our records and to balance
records creation and acquisition with records retirement and
destruction.
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AGENCY GENERAL COUNSEL OPINION
2 OCTOBER 1950
COMPLIANCE WITH PROVISIONS OF LAW PERTAINING TO
FEDERAL RECORDS
"I. THE CENTRAL INTELLIGENCE AGENCY MUST COMPLY WITH
THE RECORDS DISPOSAL ACT, INSOFAR AS IT DOES NOT
CONFLICT WITH THE PROVISIONS OF PUBLIC LAW 253.
2. THE CENTRAL INTELLIGENCE AGENCY SHOULD COMPLY WITH
PUBLIC LAWS 152 AND 754-WHENEVER POSSIBLE, EVEN
THOUGH EACH SPECIFICALLY EXEMPTS CIA FROM ITS PRO-
VISIONS. HOWEVER, IF SUCH COMPLIANCE WOULD RESULT
IN THE UNAUTHORIZED DISCLOSURE OF INTELLIGENCE
SOURCES AND METHODS, PUBLIC LAW 253 MUST BE
FOLLOWED.
3. THE CENTRAL INTELLIGENCE AGENCY SHOULD COMPLY WITH
EXECUTIVE ORDER 918k WHENEVER POSSIBLE, ALTHOUGH IT
DOES NOT REQUIRE DISCLOSURE OF CONFIDENTIAL INFOR-
MATION WHICH WOULD ENDANGER THE NATIONAL INTEREST OR
LIVES OF INDIVIDUALS. CONSEQUENTLY, NO RELIANCE STATOTHR
UPON PUBLIC LAW 253 SEEMS NECESSARY.
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MANAGEMENT STAFF
RECORDS MANAGEMENT DIVISION
September 1954
Directs a program covering:
The designpP~utilization a g
of forms.
Assignment of form numbers.
Development, maintenance and distribu-
tion of the agency forms index.
Surveys and special studies of forms
and related procedures, and the
requirements of area programs.
Directs an Agency-wide Records Management Program covering:
a. The creation of records.
b. Their maintenance, organization, and use in the conduct
of current business.
c. The transfer, preservation or destruction of those
records not currently required or seldom used.
d. The selection and maintenance of vital materials.
e. Liaison with other government agencies.
REPORTS AND CORRESPONDENCE
MANAGEMENT BRANCH
Directs a program covering:
a. The elimination and prevention of
unnecessary reporting.
b. Improved reporting.
c. Streamlining the preparation and
processing of correspondence.
d. Improving the quality of correspond-
ence.
Directs a program covering:
a. Systems for the maintenance of active
records.
b. Microfilm operations.
c. Written communications.
d. Filing equipment and filing supplies.
e. Selection, deposit and maintenance of
vital materials.
f. Surveys and analyses of active records
systems and filing equipment.
Directs a program
covering:
a.
Records
inventorying and appraisals.
b.
Records
control schedules.
c.
Records
sional
disposition including Congres-
authorizations.
d.
Surveys
of area programs.
e.
Liaison with other Federal agencies on
the destruction, preservation, loan
and transfer of records.
SECRET
Formulates the standards and procedures
responsive to agency requirements for the
transfer and servicing of semi-active and
inactive records.
Stores and protects inactive records and
provides reference service.
Destroys records in accordance with approved
schedules.
Preserves records with permanent or long
retention value.
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CONFIDENTIAL
SECURITY INFORMATION
TRAINING PROGRAM
IN
RECORDS MANAGEMENT
Sponsored Jointly By: GENERAL SERVICES OFFICE
OFFICE OF TRAINING
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CONFIDENTIAL
SECURITY INFORMATION
14 April -11 May 1953
Chairman
O ce o raining
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Tuesday, 14 April
Chief
Record Services Division
25X1A
Chief
Management Training Division
Office of Training
25X1A
1000
RECORDS MANAGEMENT IN
INDUSTRY
EMMET J. LEAHY, President
National Records Management
Council
1100
RECORDS MANAGEMENT IN
GOVERNMENT
HERBERT E. ANGEL, Director
Records Management Division
National Archives and Records
Services, GSA
Monday, 20 April
1000
THE PLACE OF RECORDS
CENTERS IN A RECORDS
MANAGEMENT PROGRAM
EVERETT O. ALLDREDGE, Chief
Records Center Branch, Records
Management Division, GSA
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CONFIDENTIAL
SECURITY INFORMATION
Monday, 20 April
1100 DISPOSITION OF FEDERAL ARTHUR E. YOUNG, Deputy Regional
RECORDS Director for Records Management
Service, Region 3, GSA
Friday, 24 April
1000 HOW TO MAKE A RECORDS DOROTHY M. LUTTRELL, Chief
SURVEY Records Administration Branch
Administrative Services Division
Office of Price Stabilization
11.00 CORRESPONDENCE MONA SHEPPARD, Organization
MANAGEMENT and Methods Examiner, Records
Management Division, GSA
1150 STATUS OF AGENCY
CORRESPONDENCE
MANAGEMENT PROGRAM
hief
ecor Services Division
Monday, 27 April
1000 FORMS AND PUBLICATION Chief
MANAGEMENT Pr an ing Advisory Staff
1100 PRINTING AND REPRODUC- Assistant Chief
TION IN THE AGENCY Printing an eproduction
Division
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CONFIDENTIAL
SECURITY INFORMATION
Friday, 1 May
1000 SYSTEMS FOR THE CONTROL
OF CORRESPONDENCE AND
RECORDS
Records Analyst
1100 THE APPLICATION OF PUNCH Chief
CARD METHODS TO RECORDS Machine ecor s Branch
MANAGEMENT PROBLEMS
Monday, 4 May
1000 PROCEDURE FOR DEPOSITING ecords Analyst
VITAL MATERIALS
1030 OPERATION OF THE VITAL Services Officer
MATERIALS REPOSITORY
1100 RECORDS DISPOSAL, Chief
RETIREMENT AND Records Management and
PRESERVATION Distribution Branch
Friday, 8 May
1000 STANDARDS FOR ecords Analyst
MICROFILMING
1030 OPERATION OF AN ecords Analyst
AGENCY RECORDS CENTER
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CONFIDENTIAL
SECURITY INFORMATION
Friday, 8 May
1100
REPORTS MANAGEMENT
Records Analyst
25X1A
1130
THE IMPORTANCE OF A
RECORDS PROGRAM AS A
TOOL OF MANAGEMENT
hief
rganaza 2 Wan Methods Service
25X1A
Monday, 11 May
1000
THE TASK OF AREA
RECORDS OFFICERS
hie f
ecor ervices Division
25X1A
1030
INSTALLING YOUR RECORDS
MANAGEMENT PROGRAM
Assistant Chief
c gement and
25X1A
Distribution Branch
1100
GROUP DISCUSSION
25X1 A
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1150
CLOSING REMARKS
Chief
General Services
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SECURITY INFORMATION
THE CENTRAL INTELLIGENCE AGENCY
RECORDS MANAGEMENT PROGRAM GUIDE
A BRIEF ON THE FUNCTIONAL
AREAS OF RECORDS MANAGEMENT
RECORDS CREATION
RECORDS DISPOSITION
00
?~
GENERAL SERVICES OFFICE
RECORDS MANAGEMENT & DISTRIBUTION BRANCH
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This pamphlet has been prepared in response to requests for
a concise outline of the scope of the Agency Records Manage-
ment Program. It is not intended that it serve as an operating
handbook, but instead, is designed to provide information for
the use of Area Records Officers inpresentingthe Program
to operating officials and other area personnel. Accordingly,
program objectives and the methods to accomplish them have
been stated in broad terms.
The Guide is written functionally ; therefore phases of the
Program are not necessarily outlined in the order in which
they will be undertaken. However, the Guide will familiarize
Agency personnel with the areas to be covered and will pro-
vide the Area Records Officers with a basis for scheduling
the various steps of the Program.
DISTRIBUTION: A PLUS SPECIAL
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PAGE
I. An Introduction to Records Management ..
1
II. Definitions ......................
2
III. Creation of Records
Reports Management .............
3
Forms Management ..............
4
Correspondence Management ........
5
IV. Organization, Maintenance and Use of
Records
Mail Control ...................
6
Reference Service ...............
7
Maintenance Management ..........
8
Equipment and Supplies Standards .....
9
V. Disposition of Records ..............
10
VI. Vital Materials Program ............
11
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Records are defined by statute, and Federal agencies are
required by law to establish and maintain an active and
continuing Records Management Program. Authority to de-
stroy records is obtained from the Congress through the
National Archives and Records Service in accordance with
its prescribed standards and procedures. In CIA, this au-
thority is obtained by the Records Management and Distri-
bution Branch, General Services Office.
Records Management is a specialized field of work and deals
with problems and practices relating to the creation, main-
tenance, organization, and use of records in the conduct of
current business, and in the preservation, elimination, trans-
fer or other disposition of those records which are not cur-
rently required or are seldom used. Although the need for
adequate management over the accumulation of records
exists from the time they are created or received until their
final disposition, it is recognized that it is not possible.to
have such management absolutely alike in all areas because
of the differences in organizational structure and substantive
functions.
The essential guides and sources of detailed information for
implementing the Agency Records Management Program will
be published in Agency Regulations, Notices and Handbooks
developed in cooperation with operating and staff officials.
There are presented in the following sections definitions and
a general outline providing the reader with an over-all pic-
ture of the functional areas of records management. These
areas are: Creation of Records; Organization, Maintenance
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and Use of Records; Disposition of Records; and the Vital
Materials Program.
For purposes of this guide, the following definitions apply:
Records include all books, papers, maps, photographs, films,
recordings or other documentary material, regardless of
physical form or characteristic, made or received by any
portion of the Agency in pursuance of Federal law or in con-
nection with the transaction of public business and preserved,
or appropriate for preservation, by the Agency or its legiti-
mate successor as evidence of the organization, functions,
policies, personnel, decisions, procedures, financial or legal
transactions, operations, or other activities, or because of
the informational value of data contained therein.
Non-record material includes library and museum material
made or acquired and preserved solely for reference or ex-
hibition purposes, extra copies of documents preserved only
for convenience of reference, and stocks of publications or
processed documents.
Forms are printed or reproduced documents with blank
spaces provided for inserting specific information. Form
letters are printed or reproduced letters to furnish informa-
tion for repeated mailings or one mailing to numerous desti-
nations. Form letters with or without blank spaces, except
for actual intelligence information produced therein, are con-
sidered forms.
Reports are all requirements for written data, one time or
recurring, established to provide administrative or manage-
ment control of operations.
2
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Correspondence includes all memoranda, letters, and dis-
patches sent to or received by a person in the Agency in the
execution of his official duties.
CREATION OF RECORDS
Objectives
1. Eliminate and prevent unnecessary or duplicate report-
ing.
2. Insure that instructions, forms, andprocedures for nec-
essary reports are clear and complete to provide simple
and direct reporting methods.
3. Insure that required reports provide adequate data and
that realistic reporting intervals are established.
4. Provide a central reference point for information on
reports.
Method of Accomplishment
1. Conduct an initial reports inventory and establish ref-
erence and analysis files.
2. Establish controls for the clearance through the Area
Records Officer of all proposed reporting requirements.
3. Review and analyze all new reporting requirements
placed by the office upon other CIA elements and other
Government agencies.
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4. Analyze all reports prepared by the office to insure that
reports are prepared in the most efficient manner, and
to develop recommendations for submission to requiring
offices or agencies.
5. In view of changes in organization and requirements,
conduct periodic surveys to insure the necessity for
each existing report and the adequacy of Reports Man-
agement records.
1. Insure the need for each existing form and each proposed
form.
Objectives
2. Reduce the number of forms by consolidating those serv-
ing like functions, eliminating obsolete or ineffective
forms, and using standard Government forms when ap-
propriate.
3. Simplify, standardize, and improve essential forms ac-
cording to Agency standards.
4. Insure that forms are reproduced, stocked, and dis-
tributed as economically as possible.
5. Insure that procedures for use with specific forms (or
groups of forms) provide for maximum efficiency and
utilization of personnel.
6. Provide a central reference point for information on
forms.
1. Conduct an initial forms inventory and establish ref-
erence and analysis files.
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2. Establish controls for the clearance through the Area
Records Officer of all proposed new and revised forms.
3. Review and analyze all requirements for forms and the
procedures related to their use.
4. In view of changes in organization and requirements,
conduct periodic surveys to insure the necessity for
each existing form and the adequacy of Forms Man-
agement records. -
AVW~ Objectives
1. Simplify and speed up the preparation and handling of
correspondence.
2. Improve the quality of correspondence and adequacy of
documentation.
3. Enable faster training and increased utilization of per-
sonnel.
Method of Accomplishment
1. Conduct surveys to determine the types and volume of
2. Provide measures for the continuous review of corre-
spondence practices.
3. Develop and maintain uniform correspondence pro-
cedural and style policies and practices.
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4. Develop and employ the use of pattern paragraphs, letter
guides, and form letters.
5. Develop and maintain quality 'standards for improving
letter content and letter writing aptitudes.
6. Review copy requirements to prevent the preparation of
nonessential copies of communications.
ORGANIZATION, MAINTENANCE AND USE OF RECORDS
Objectives
1. Provide for the prompt and systematic flow of corre-
spondence from originators to action or information
addressees.
2. Insure that action is accomplished within established
time limits.
3. Provide receipt control for the exchange of classified
matter, negotiable instruments, etc.
Method of Accomplishment
1. Conduct surveys to determine the types and volume of
correspondence handled, production rates of machines
and personnel, and the process steps affecting the flow
of work.
2. Develop recommendations regarding the functional or-
ganization and staffing of the office, correspondence
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RESTRI E
processing steps 'and techniques, forms, and the utili-
zation of labor saving equipment.
3. Install the revised system, train area personnel in its
use, and conduct periodic follow-up to insure adequacy
of the system.
Objectives
1. Locate file stations realistically and insure that the
contents of files are adequate for the reference serv-
ices required.
Method of Accomplishment
1. To determine the best locations for file stations, con-
sider: The degree to which administrative responsi-
bility or control is delegated; the possible elimination
of duplicate files; the quality of filing standards desired;
the accessibility of files to users; any restrictions on
the use of classified material; and the flow of material to
the files.
2. To provide adequate reference service, determine: The
volume and kinds of papers filed; manner in which re-
quests for file material are made; impact of work flow
on files; trends indicative of future reference require-
ments; and the adequacy of personnel, supplies, forms,
and equipment.
3. Develop recommendations, install the revised system,
train area personnel in its use, and conduct periodic
follow-up to insure its adequacy.
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MAINTENANCE MANAGEMENT
Objectives
1. Develop a classification plan for the standardized filing
of both general administrative material and records
dealing with the operational activities of the office.
2. Develop filing standards for the orderly maintenance
and preservation of current records.
3. Provide auxiliary records or indexes (filing media) to
facilitate reference to primary records.
4. Develop specialized systems for records pertaining to
the operational activities of the office.
Method of Accomplishment
1. To develop a classification plan:
a. Analyze the content of records to determine defin-
itive subject categories (primary, secondary, terti-
ary, etc.).
b. Apply the Subject-Numeric System of the Agency
Filing Manual to general administrative records,
and develop such special systems necessary for
filing records of operational activities, of the office.
2. To develop filing standards:
a. Determine what material on specific transactions or
subjects are to be kept together, the arrangement of
folders, and the methods of labeling folders, guides,
and file drawers.
-8-
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b. Install revised system, prepare written instructions,
arrange for equipment and supplies, train area per-
sonnel, and conduct periodic follow-up to determine
adequacy of system.
a. Consider volume and complexity of records and the
organizational structure of area served to determine
type of index or guide needed.
b. Develop necessary forms and written instructions to
implement the system, and procure equipment for its
installation.
4. Analyze operational records to determine the extent that
machine methods and other specialized forms of record
keeping can be employed.
Objectives
1. Effect standardization of filing equipment and filing
supplies.
Method of Accomplishment
1. Conduct surveys, provide guides, and establish control.
measures to insure that filing equipment and supplies
conform to prescribed Agency standards.
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RESTRICTED
1. Provide for the economical and systematic disposition
of Agency records including their preservation, reten-
tion, transfer, and disposal according to Federal statutes
and regulations.
2. Release high cost office space and filing equipment no
longer needed in the daily routine of business.
Method of Accomplishment
1. Prior to conducting a records disposition survey,
obtain background information regarding the organ-
izational structure of offices to be surveyed, their
functions and missions, and the flow of work within
and between offices concerned.
2. Plan the disposition survey, taking into consideration
the availability of personnel, and the size and complexity
of the organization. Determine in advance the basic-
records unit to be inventoried (i.e., whether each sepa-
rate form, or a group of records serving the same pur-
pose, will be reviewed), and specify the criteria to be
used for describing each unit of record. Consider also
the possibility of obtaining information of value for
records management functions other than records
disposition.
3. Conduct the inventory and record all pertinent informa-
tion which will be needed to determine retention periods
and the disposition of records.
-10-
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RESTRICTED
Evaluate records in terms of their immediate usefulness
to the Agency for administrative, legal, fiscal, and other
operating purposes. Clear recommendations with oper-
ating officials.
5. Develop records control schedules in the form of direc-
tives to provide for the disposition of record and non-
record material by either permanent preservation,
microfilming, distruction, or transfer to less expensive
records storage in the CIA Records Center. Obtain
approval of schedules from operating officials and the
CIA Records Officer.
Maintain records control schedules up to date in view
of changes in organization and requirements.
7. Conduct periodic follow-up to insure that records con-
trol schedules are adequate and that the disposition of
records is being effected in accordance with schedules.
SECTION VI
1. Provide for the secure transfer, storage, and ultimate
disposition of materials essential to the Agency on a
continuing basis and which in the event of destruction
would constitute an irreplaceable loss.
1. In collaboration with the CIA Vital Materials Officer and
operating officials:
a. Identify vital materials and determine their dis-
position.
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RESTRICTED
c. Initiate the transfer of vital materials to the re-
pository.
- 12 -
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RESTRICTED ~~
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RESTRICTED
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 Approved For Release 2001/11/16': CIA-RDP78-00433A000100150006-0
a m n t
7,7
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 Approved For Release 2001/11/16 : CIA-RDP78-00433A000100150006-0
forms management
program.
central intelligence agency
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 Approved For Release 2001/11/16 : CIA-RDP78-00433A000100150006-0
lu i
overnment are
controlled
forms
forms guide action
arc do not perform
the at"fiina
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 Approved For Release 2001/11/16 : CIA-RDP78-00433A000100150006-0
from birth .
to death
Central Intelligence Agency
Forms Management Program
management staff
records management division.
forms management branch
headquarters field activities
area records officers
area records officers
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 Approved For Release 2001/11/16 : CIA-RDP78-00433A000100150006-0
the objective . . . . more efficient
operations at less cost.
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 Approved For Release 2001/11/16 : CIA-RDP78-00433A000100150006-0
what is forms management ?
forms
management is
a continuous reduction
in cost management
improvement program
conserving
money
space
manpower
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 Approved For Release 2001/11/16 : CIA-RDP78-00433A000100150006-0
resources are Onserved by.
I eliminating non-essential forms
2 consolidating forms that perform
the same function
1 .:
3 using forms prescribed by
a higher headquarters
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 Approved For Release 2001/11/16 : CIA-RDP78-00433A000100150006-0
4 informing users of available
forms
5 integrating forms, procedures
and directives
6 simplifying and standardizing
size and design
' eliminating wasteful printing
and duplicating methods
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 Approved For Release 2001/11/16 : CIA-RDP78-00433A000100150006-0
1i~P t I(!Iitn UNgPP &d~f dPtilP l~Ini d`P i1~1 ii 3i! ! 7 i+d iti!? 111 aii r~i PW. .:i+~ DWI ~.riN I ~k d.~
I ~` i(f it' P tt It P t i rt d t ~ P i
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 creation
4, if a form . .
operating office - ,~
writes issuances A- ,, ,,--/ types requests coordinates with
studies "procedure and issuance
analyzes form
enters into
conference
interested activities
develops designed and
specifications composed ready
for printer
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 Approved For Release 2001/11/16 CIA-RDP78-00433A000100150006-0
forms managemeL.t tools
numerical file
functional file
initi.aI request and justification
revisions and reprints
correspondence
reference to issuance
copy of form
.,*bring together similiar forms
used in many activities
000 001 .- point up duplicate and
overlapping forms
--+ aid in consolidation and
elimination
prevent establishment
unnecessary new forms
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 Approved For Release; 2001'/11/16, CIA-RDP78(-004?33A0001 0015000 t-
this could
be eliminated
by...
the
forms
management
way
form to fit the need
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 Approved For Release 2001/11/16 : CIA-RDP78-00433A000100150006-0
': .~LF.e R a'~:.l:i RYiY3~YQ ~. .Y. K e ?..a2 ? ___. __
Approved For Release 2001/11/16 : CIA-RDP78-00433A000100150006-0
 tt I 1 9 I I4I ii ~i ~ ~t 4 I s
Olt
q
~
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of
~i
~ I9 11.' 17 t 1~ 4 t V iti ~(Vl~t t 91 ~ Vl~ 'S,y i
i...rz s ti
t ~1143
. des RA ~`
~. e
special production
processes
storage aid
distribution
gathering data -- .~
~co~mpietion
tradls issi
I , l u a~t iII n~~~
III it i~q SI t
ii
I irv
41~ it
ilin t I'll,l
i '1 G iti t it ll9q ~i
1 i ~1 9 t i fir) 4
m!j
( t i 4 1 i
j
~II es i 4 a1 records
A ar' f f e', 2001/,1111 f3 "CIA-R F 7f if + t~ 1301prd F "p 9 f Q6?-0
 Approved For Release 2001/11/16 : CI'A-RDP78-00433A000100150006-0
ORME THE FORM
SAYS
DON'T
HOARD
FORMS
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ORME THE FORM
SAYS
DON'T WASTE
FORMS
DON'T USE FORMS FOR
PHONE NUMBERS OR NOTES,
CORRESPONDENCE DRAFTS,
OR COMPUTATIONS
USE NOTE PADS
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ORME THE FORM
SAYS
MAKE ONLY AS
MANY COPIES
AS NEEDED
DON'T MAKE EXTRAS "JUST IN CASE" of
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 Approved For Release 2001/11/16 : CIA-RDP78-00433A000100150006-0
forms management ( saves money
reef t o procedures themselves
by 'Procedutizin Simplifying, and standardizing
Y detecing the nee essential forms
tot
~- by eliminating non-ess
ends
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ORME THE FORM SAYS
DON'T WASTE
FORMS
DON'T USE FORMS
FOR DRAFTS, NOTES,
OR COMPUTATIONS,
PANE NUMBERS OR
CORRESPONDENCE
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ILLEGIB
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arc iatza ctia~ ta...
REPORTS MANAGEMENT
WHAT IS REPORTS MANAGEMENT?
WHY I S I T NEEDED?
HOW IS IT ADMINISTERED AGENCY
WIDE?
HOW IS AN AREA PROGRAM
INSTALLED AND CONTINUED?
MANAGEMENT STAFF
RECORDS MANAGEMENT DIVISION
ILLEGIB
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 WHAT IS p EPOR d F MA Rele ENT? 01/11/16 : CIA-RDP78-00433A000100150006-0
IT IS A CONTINUING PROGRAM OF PLANNED REPORTS ANALYSIS DESIGNED TO...
? IMPROVE THE QUALITY OF REPORTS and
? ELIMINATE THOSE NOT NEEDED.
? ASSURE THAT REPORTS ARE PREPARED BY THE SIMPLEST
AND LEAST EXPENSIVE MEANS.
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 WI#PPI P\i F Pt I %i A tJg j/jA 0 RR0RjRPE7c-9433A000100150006-0
LET'S FACE IT! AN AGENCY-WIDE NETWORK OF REPORTING SYSTEMS IS NEC-
ESSARY. OUR ORGANIZATION IS COMPLEX. OUR OPERATIONS ARE WORLD WIDE.
WE MUST DEPEND ON REPORTS FOR CONTROL OVER
THESE OPERATIONS.
BUT WITHIN SUCH A FRAMEWORK, SOME UNNECES.
SARY AND INADEQUATE REPORTING IS BOUND TO
EXIST. SEEKING OUT AND CORRECTING THIS CON.
DITION, AND PREVENTING ITS RECURRENCE, CALLS
FOR A COORDINATED AGENCY-WIDE PROGRAM OF
REPORTS ANALYSIS.
HOW WILL THE AGENCY PROGRAM BE ADMINISTERED?
IT IS PROPOSED THAT THE AGENCY PROGRAM BE A DECENTRALIZED ONE. THAT
IS. IT WILL BE COMPOSED OF MANY AREA PROGRAMS ESTABLISHED AT LEVELS
WHERE MAXIMUM BENEFITS CAN BE EXPECTED FROM REPORTS MANAGEMENT. THUS
COMPONENT (AREA) PROGRAMS CAN BE DESIGNED TO MEET SPECIFIC NEEDS.
EACH AREA PROGRAM SHOULD COVER AS A MINIMUM: ALL RECURRING ADMINIS.
TRATIVE OR MANAGEMENT REPORTS REQUIRED FROM, OR PREPARED FOR...
(I) OTHER HEADQUARTERS COMPONENTS.
(2) ANY CONTINENTAL OR OVERSEAS FIELD ACTIVITY.
(3) ANY ORGANIZATION, FEDERAL OR PRIVATE, OUTSIDE THE AGENCY.
EMPHASIS IS THUS PLACED ON MANAGINGRECURRING ADMINISTRATIVE OR MAN-
AGEMENT REPORTS.
HOWEVER, THIS SHOULD NOT EXCLUDE APPLYING REPORTS MANAGEMENT PRINCIPLES
TO ONE-TIME REPORTS, OR THOSE WHICH PROVIDE FOR THE COLLECTION, PRODUC-
TION_jOR DISSEMINATION OF INTELLIGENCE.
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 HOW IS lappl[PA Q d RIIrR g ,~q 1/11/16: CIA-RDP78-00433A000100150006-0
REGARDLESS OF THE SIZE OF YOUR ORGANIZATION OR THE COMPLEXITIES OF ITS
REPORTS, CERTAIN STEPS ARE ESSENTIAL. LET'S BRIEFLY EXAMINE THESE.
THIS STEP BUILDS THE PROGRAM'S FOUNDATION. IT
PROVIDES DATA FOR AN IMMEDIATE ANALYSIS OF YOUR
REPORTS, AND FURNISHES RECORD MATERIAL FOR CON.
TINUING THE PROGRAM. EACH REPORTING REQUIRE-
MENT SHOULD BE DESCRIBED ON A DATA SHEET. IN
ADDITION, IT WILL BE DESIRABLE TO ATTACH SPEC-
IMEN COPIES OF" THE REPORT, COPIES OF PERTINENT
DIRECTIVES OR INSTRUCTIONS, AND OTHER DESCRIP.
TIVE MATERIAL.
STEP 2 - THE REPORTS ANALYSIS
THE MOST OPPORTUNE TIME FOR THIS
ANALYSIS IS DURING THE INVENTORY.
IT IS THEN THAT PROBLEM AREAS ARE
REVEALED. FURTHERMORE, THE INVEN-
TORY DATA SHEET CAN BE USED TO RE-
CORD RECOMMENDATIONS.
ANALYSIS PROJECTS SHOULD BE PLANNED
AND COORDINATED. HERE'S WHY.....
1.
MANY REPORTS ARE INTERRELATED.
2.
THE PROBLEMS OF THOSE WHO REQUIRE REPORTS AS WELL AS THOSE WHO MUST
PREPARE AND SUBMIT THEM SHOULD BE CONSIDERED.
3.
AN ANALYSIS OF REPORTING DOCUMENTS ALONE IS NOT ENOUGH. EQUALLY
PORTANT IS AN EXAMINATION OF THE RELATED PROCEDURES AND RECORDS.
IM-
4.
OUR REPORTING SYSTEMS CONTAIN A WIDE VARIETY OF NARRATIVE, TABULAR,
GRAPHIC, AND PUNCH CARD REPORTS. ANALYZING THESE REQUIRES A KNOWLEDGE
OF MANY TECHNIQUES. THE SERVICES OF AGENCY SPECIALISTS MAY THEREFORE
BE NEEDED.
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 I? q WtS Rte ,L00$/44111 ApILA, RPF7 00, 19-01 90*9N I SHED BY THE
REPORTS AND CORRESPONDENCE MANAGEMENT BRANCH. ALSO, THE INVENTORY DATA
SHEETS CONTAIN BASIC QUESTIONS TO AID THE ANALYST. FOR EXAMPLE:
9. COMPLETE THE FOLLOWING USING SPACE 10 IF NECESSARY:
YES
NO
A.
DOES INFORMATION IN THIS REPORT DUPLICATE IN ANY MANNER DATA IN OTHER REPORTS
YOU PREPARE? IF SO. SPECIFY THE REPORTS.
B.
IS THE INFORMATION REPORTED IN MORE DETAIL. SUBMITTED MORE FREQUENTLY. OR GIVEN
WIDER DISTRIBUTION THAN IS CONSIDERED NECESSARY? IF SO. EXPLAIN AND RECOMMEND
CHANGES.
C.
IS YOUR OFFICE ABLE TO MEET THE REQUIRED SUBMISSION DATE FOR THIS REPORT WITHOUT
DETRIMENT TO OPERATIONS? IF NOT. EXPLAIN. SPECIFY IF ANY OVERTIME HAS BEEN
REQUIRED TO MEET DUE DATES. RECOMMEND CHANGES. '
D.
IS THE FORM OR FORMAT PRESCRIBED FOR THIS REPORT ADEQUATE WITH REGARD TO:
(I) SPACING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
(2) WEIGHT OF PAPER? (Can sufficient copies be made at one typing?) - _ _ _ _ _ _
(3) POSSIBLE ELIMINATION OF TRANSMITTAL LETTERS?_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
E.
IF THE REPORT IS REPRODUCED BY MIMEOGRAPH. DITTO. MULTILITH, ETC.. DO THE MASTERS
CONTAIN THE MAXIMUM AMOUNT OF PREPRINTED DATA (headings, lines, etc.)?
F.
ARE INSTRUCTIONS FOR THE PREPARATION OF THIS REPORT CLEAR AND COMPLETE?
G.
WOULD YOUR OFFICE CONTINUE TO:
(1) MAINTAIN _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
(2) COMPILE _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
THE DATA BEING SUBMITTED IN THIS REPORT, IF THE DIRECTIVES FOR ITS SUBMISSION
WERE RESCINDED? IF SO, EXPLAIN.
10. WHAT
IS YOUR APPRAISAL OF THIS REPORT? RECOMMEND ANY IMPROVEMENTS INCLUDING REVISED
PREPARATION PROCEDURES.
D. IS THE INFORMATION REQUIRED BY YOUR OFFICE APPROPRIATE TO ITS ASSIGNED FUNCTIONS.
RESPONSIBILITIES, AND AUTHORITY?
E. IS THE INFORMATION REQUIRED ACTUALLY AND ACTIVELY USED AS A BASIS FOR ACTIONS.
PLANS, OR DECISIONS. AND DOES SUCH USE FULLY JUSTIFY THE COST OF PREPARING THE
REPORT?
F. DOES THE NEED FOR THIS REPORT RESULT FROM ADMINISTRATIVE OR PROCEDURAL PROBLEMS
WHICH SHOULD BE CORRECTED RATHER THAN REPORTED? IF SO. RECOMMEND CHANGES.
G. IS THE REPORT DESIGNED TO SERVE A PURPOSE WHICH COULD BE ACCOMPLISHED MORE
EFFECTIVELY SOME OTHER WAY SUCH AS THROUGH DIRECT SUPERVISION OR INSPECTION?
IF SO. RECOMMEND REVISIONS.
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 Approved For Rel >p 220.1/ 6R:E Rgft 33A000100150006-0
FINDINGS AND RECOMMENDATIONS WHICH RESULT
FROM THE WORKING-LEVEL REPORTS ANALYSIS
GENERALLY REQUIRE STUDY OR RESOLVING BY
HIGHER AUTHORITY. THIS IS THE PURPOSE OF
THE REPORTS REVIEW.
THE AREA RECORDS OFFICER AND REPRESENTA-
TIVES OF THOSE UNITS CONCERNED WITH THE
REPORTS UNDER REVIEW SHOULD PARTICIPATE.
IN ADDITION, A MEMBER OF THE REPORTS AND
CORRESPONDENCE MANAGEMENT BRANCH WILL BE
MADE AVAILABLE TO SERVE IN AN ADVISORY CAPACITY. IF DESIRED, A PANEL
MIGHT BE ESTABLISHED FROM WHICH COMMITTEES COULD BE APPOINTED TO REVIEW
REPORTS.
SOME REPORTS WILL BE FOUND
ESSENTIAL IN EVERY RESPECT.
OR CANCELLEDI
OTHERS WILL BE CORRECTED
IMMEDIATELY...
...WHILE STILL OTHERS MAY REQUIRE FURTHER STUDY.
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STEP 4 - ESTABLISHMENT OF PROGRAM RECORDS
CASE FOLDERS AND REFERENCE FILES SHOULD BE ESTABLISHED CENTRALLY ON EACH
REPORTING REQUIREMENT AS A BASIS FOR CONTINUING THE PROGRAM. RECORD MA-
TERIAL WILL RESULT FROM THE INVENTORY, ANALYSIS. AND REVIEW.
HOW IS THE PROGRAM CONTINUED?
TO BE SUCCESSFUL. THE PROGRAM MUST PRO.
VIDE FORA CONTINUING REVIEW OF REPORTS.
EACH NEW OR REVISED REPORTING REQUIRE.
MENT SHOULD BE SCREENED FOR NECESSITY
BY APPROPRIATE AUTHORITYPRIOR TO BEING
ESTABLISHED.
EACH CURRENT REPORTING REQUIREMENT SHOULD BE
RE-EXAMINED AT LEAST ANNUALLY TO ENSURE THAT
ITS CONTINUANCE IS FULLY JUSTIFIED. THESE RE-
REVIEWS SHOULD BE STAGGERED THROUGHOUT THE
YEAR TO DISTRIBUTE THE WORKLOAD. THE RE-EVAL-
UATION PROCESS CAN BE SIMILAR TO THAT USED TO
ANALYZE THE REPORTS DURING THE INSTALLATION
PHASE. THAT IS, OPERATINGPEOPLE EXAMINE THEIR
REPORTING REQUIREMENTS AND SUBMIT RECOMMENDA-
TIONS TO A REVIEW BODY FOR ACTION.
IT SHOULD BE REMEMBERED THAT AN ANNUAL REVIEW IS ADEQUATE ONLY IF CONDI-
TIONS REMAIN STABLE. PROGRAMS ON WHICH INFORMATION IS REPORTED MAY AC-
CELERATE OR DECELERATE RAPIDLY. CHANGES IN ORGANIZATION AND FUNCTIONS
TAKE PLACE. NEW FORCES OR TRENDS COME INTO BEARING. UNDER THESE CONDI-
TIONS REPORTS SHOULD BE CONTINUALLY APPRAISED TO ASSURE THAT THEY ARE
ECONOMICALLY SERVING THE PURPOSES FOR WHICH THEY WERE ESTABLISHED.
IF THIS IS DONE YOU CAN BE ASSURED OF....
FEWER REPORTS, BETTER REPORTS, AT LESS COST!
A STAFF REPRESENTATIVE WILL BE PLEASED TO DISCUSS REPORTS MANAGEMENT FUR-
THER WITH YOU. CALL EXTENSION _ STATOTHR
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SAMPLE OFFICE NOTICE INAUGURATING A REPORTS
MANAGEMENT PROGRAM
SUBJECT: ABC Office Reports Management Survey
1. GENERAL
This Notice sets forth procedures and responsibilities for an
inventory and analysis of current reporting requirements, pre-
paratory to establishing an Office-wide Reports Management
Program.
2, OBJECTIVES
This survey will provide the foundation for a continuing program
designed to:
a, Eliminate and prevent unnecessary reporting.
b. Insure that instructions, forms, and procedures for
necessary reporting are clear and complete to provide
simple, direct reporting methods.
c. Improve the quality of reports.
d. Provide a central reference point for information on
reports.
In brief, the ABC Office Reports Management Program will mean
fewer reports, better reports, at less cost,
3. DEFINITIONS
a. Report - An account or statement of information
prepared in written narrative, tabular, punch card, or
graphic form, and transmitted from one organizational
element to another on a recurring basis.
b. Administrative or Management Report -- As distinguished
From an operational or intelligence report, it is a
report that provides for administrative or management
control over an activity or operation.
c. Recurring Report - Either a periodic report which conveys
essentially the same type of information regularly at
prescribed intervals (daily, weekly, monthly, etc.) or a
situation report which is prepared on each occurrence of
an event of certain prescribed characteristics.
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L. SCOPE
With the exception of those reports and documents listed in
Enclosure 1, the inventory and analysis shall include all
recurring administrative or management reports which ABC Office
components either require from, or 2repare for:
a. Other Headquarters components, including those in the
ABC Office.
b. Any continental or overseas field activity.
c. Any organization (Federal or private) outside the.Agency.,
5. RESPONSIBILITIES
a. The Chief, Administrative Staff in collaboration with
the Area Records Officer, shall:
(1) Direct the inventory by providing guidance and
interpretations.
(2) Serve as the collecting agent for inventory and
analysis material.
(3) Review findings and recommendations resulting from
analyses, and conduct such additional studies as
deemed necessary.
(fit) Submit to the Chief of ABC recommendations for elim-
inating, simplifying or otherwise improving reports,
b. Chiefs of Staffs and Divisions shall:
(1) Direct that the inventory and analysis be conducted
within each component under their authority.
(2) Review recommendations and findings of subordinate
components,
(3) Forward the inventory and analysis material on each
reporting requirement to the Chief, Administrative
Staff, prior to ,1951.
6, PROCEDURE
a. Inventory and Analysis - Enclosure 2 provides detailed
instructions for inventorying and analyzing reporting
requirements. Additional copies of this guide and the
forms to be used during this survey ma be obtained from
the Administrative Staff, extension
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b,, Approval of New or Revised Reporting Recuirements__
Effective immediately, any proposal to establish a new
reporting requirement, or to revise an existing one, shall
be submitted through the Chief, Administrative Staff, to
the Chief of ABC for approval.
7, CONTINUATION OF THE PROGRAM
This Notice will be rescinded by an ABC Office Instruction upon
completion of the reports survey,? At that time, policies, responsi-
bilities, and procedures for a continuing Office-wide Reports Man-
agement Program will be established. Suggestions for a program to
meet our needs are invited.
U. R. WRIGHT
Chief of ABC
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TYPES OF REPORTS AND DOCUMENTS EXEMPTED FROM THE
ABC OFFICE REPORTS MANAGEMENT SURVEY
1, Reports providing for the collection, production, and dis-
semination of intelligence.
2, Reports of inspection prepared by inspectors general.
3. Official reports of audit, survey, or investigation by
administrative bodies appointed for that purpose.
!t. Formal reports of official proceedings of formally con-
stituted judicial or administrative bodies appointed for
that purpose?
5. Formal reports of findings, recommendations, or actions
prepared by special committees or boards appointed to inquire
into and report on a particular matter. However, recurring
reports initiated by such committees or boards to obtain
data required for their work are not exempt under this provi-
sion,
6, Comments and/or concurrences as part of routine clearance of
proposed actions, requisitions, or publications.
7, One-time recommendations, suggestions, or evaluations as to
plans, policies, or procedures, and official employee or
beneficial suggestions.
8. Replies to requests for suggested agenda for meetings,
9. Agency budget requirements&
a. The annual budget estimate or request for funds re-
quired by law. This exemption does not include
periodic collections of data used to develop or sup-
plement budget estimates or fund requests.
b. Reports upon apportionment and allocation of appropriated
funds.
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 Approved For Release 2001/11/16 : CIA-RDP78-00433A000100150006-0
TYPES OF REPORTS AND DOCUMENTS F.7CEMPTED FROM THE
ABC OFFICE REPORTS MANAGEMENT SURVEY (Conte)
10. The following operating documents:
Affidavits:
Agreements
Announcements
Applications or requests
Authorizations
Bids
Bills
Bills of lading
Certifications
Claims
Contracts and initial
allied papers
Depositions
Guarantees
Identification
Leases
Liens
Oaths of office
Payrolls
Permits
Performance bonds
Receipts
Receiving-and-inspection forms
Requisitions
Sales slips
Shipping orders
Specifications
Statements of witnesses
This exemption covers only the actual operating documents them-
selves. Reports concerning progress in preparing., numbers proc-
essed., etc,, are not exempt.
-240
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PROCEDUR1 ' FOR CONDUCTING THE ABC
OFFICE REPORTS MANAGEMENT SURVEY
1. GENERAL
a,. The reports survey is an essential step in establishing
the ABC Office Reports Management Program. It provides
the foundation, that is: (1) A complete description and
case history of each reporting .requirement, and (2) an
analysis of these requirements to point up reporting defi-
ciencies and ways to correct them. In addition, the survey
will provide experience on which policies and procedures
for continuing the program can be based. The importance
of this survey thus dictates that persons selected to par.
ticipate :3hould have a broad knowledge of their component's
reporting requirements, and be qualified to analyze them
objectively for possible improvements.
be, The following terms apply to simplify stating survey proce-
dures:
(1) Required Report Incoming; Report) - A report which a
component requires from one or more other elements,
The report is an incoming report to the office which
requires it.
(2) Prepared Report (Outgoing) ? A report which a
component prepares at t e request of another element.
The report is an outgoing report from the office which
prepares it.
THE INVENTORY
a. Take the following action on each current requirement for
either a required or prepared report:
(1) Complete an original and one copy of either Required
Reports Analysis Sheet, Form No., 113 (Attachment A),
or Prepared Reports Analysis Sheet, Form No, 144
(Attachment B).
(2) To the original of each Analysis Sheet, attach one
copy of each directive affecting the report, a specimen
copy of the report, and any other descriptive material.
be It will not be necessary to furnish copies of directives
(authorities) issued as Agency or ABC Office Regulations,
Instructions or Notices.
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3. THE ANALYSIS
a. Personnel shall analyze each reporting requirement con-
current with taking the inventory. The need for required
reports will be fully justified. Prepared reports shall
be analyzed with a view to improving preparation proce-
dures, and recommending to the requiring office, ways to
reduce or simplify reporting.
b. Forms No, 10 and iLL contain questions which establish
criteria for analyzing reports. Additional and more
detailed guides are provided in Attachment C, "Analyzing
Requirements for Administrative and Management Reports."
L. SUBMISSION OF INVENTORY AND ANALYSIS MATERIAL
Completed Analysis Sheets, together with supporting material, shall
be forwarded through supervisors and component chiefs for review,
prior to being submitted to the Chief, Administrative Staff by
1951,.
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 Approved For R MOI6S MbONB8AOOO1OO15OOO6-0
1. REPORT TITLE
2. DATE ANALYZED
3. AUTHORITIES OR DIRECTIVES REQUIRING THIS REPORT
l~. REPORT FORMAT (Form
5. FREQUENCY OF REPORT AND NUMBER OF COMPONENTS REPORTING
no., memorandum, machine
^ DAILY d MONTHLY Q SEMI-AN ^ SITUATION (No.
tabulation, etc,)
- - of reports received
] WKLY ' Q QTRLY ^ ANNUALLY annually)
^ OTHER
6, NUMBER OF COPIES REQUIRED AND THEIR DISTRIBUTION
7. Considering every organizational element of the Agency concerned
with this report, what is your best estimate of the total man days
expended annually in its preparation and handling?.... .............
8. Complete the :following ,using Space 9 if necessary:
YES
NO
a. Does this report duplicate in whole or in part any other report known to
exist in the Agency? If so explain.
b. Is the information required by your office appropriate to its assigned
functions, responsibilities, and authority?
c. Is the information required actually and actively used as a basis for
plans, actions, or decisions, and does such use fully justify the cost of
the report?
d. Is the information reported in more detail, submitted more frequently, or
given wider distribution than is necessary to serve the purpose for which
the report was established:
e. Does the need for this report result from administrative or procedural
problems which should be corrected, rather than reported? If so, recom-
mend changes.
f. Is the report designed to serve a purpose which could be accomplished more
effectively some other way such as through direct supervision or inspec-
tion? If so, recommend an improved way.
' g. Is the form or format of the report adequate with respect to: (1) Spacing?
(2) Weight of paper? Can sufficient copies be prepared at one typing?....
(3) Pore s~ttf l~~e~OdZI`~t bit -f$?P~1 90 ~i~A?S196156996,0 ? ? ? ? ... .
FORM NO. 113 (Test) Aug 54. ATTACHMENT A
 9, What is r ife~CP ref l@~se ll61 1~ 1 A~~tbP7~'0b 3S 00f1 6 dr'ort? Recom-
mend any revisions. . In your appraisal consider the volume of data already collected,
ehan;;os in orfanizati.on and functions, program progress, trends, etc., since the
porting-.requirementwas established.
REPORT WAS A.N.AIYZET) 1:3Y:
(Continue on separate sheet, if.neces as .) _
COPFIPONJ VT
(Continue on separate sheet if necessary, )
'''i;V:1'? ,+ J'3Y CT1.T.F; '`a O CONPON.rT~1':LS
S IGNATUM
S:IGNA.''U tE
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Continue on s..arate sheet, neces ary )_ ?
TITLE'
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.FORM NO. 11.33 (Back)
 AUTHORITIES OR DIRECTIVES REQUIRING THIS REPORT
i.4. REPORTING FREQUENCY (Daily, weekly, mon- 5, REPORT FORMAT (Form no
memo
m
chi
.,
,
a
ne
thly, as situations occur, etc,) tabulation, etc,)
6. NUM 1313R OF COPIES PREPARED AND THEIR DISTRIBUTION
7, BRIEF DESCRIPTION OF HOW REPORT IS PREuPARED (Include information on records
maintained, machines utilized, requirements for data from other offices, average
number of pages per report, etc,)
E Complete the following using Space 10 if necessary:
a. Does information in this report duplicate in any manner data contained in
other reports your,component prepare,? If so, specify the reports,,
b. Is the information reported in more detail, submitted more frequently, or
given wider distribution than is considered necessary? If so, explain and
recommend changes.
c. Is your office able to meet the required submission date for this report
without detriment to operations? If not, explain. Specify if any over-
time has been required to meet clue dates. Recommend changes,
d, Is the form or format prescribed for the report adequate with respect to:
(1) Spacing? .............................................................
(2) Weight of paper? Can sufficient copies be made at one typing?...,...
(3) Possible elimination of transmittal correspondence? ...................
e. If the report is reproduced by mimeograph, Ditto; multilith, etc., do
the masters contain the maximum amount of preprinted data (headings,
f. Are instructions for the preparation of this report clear and complete?
g. Would your office continue to:
33A00tl
10UT50
0 -O
mission hp v rcfagheaspf2Q?1/1x .6 : CIA-RDP78O-4
(1) Maintain .............................
(2) Compile ..?r. e ................
the data being submitted in this report if th'rc ivP fnr11b
~
s
~
FORM NO. lU (Test) Aug 54.
 9 a ConsiderA r 648dE I to 11~ 1 dQIA ~d0A~3 ~-OA?1091 D806 ~.~~
your best es- i.rnate of the total man days expended annually in the ,r.>rep-
,.,.tion and hand].in., of this report?... ......... ,.-... ?'~ . , .. .........
l ?'hmt...is your apc~r...i.~a:L of' this report? i~cco,ar~ ,....:~ 7;._W....._.~.....~.....,~.w_....._..._._....~...(J _.~
~. lend xn r an.arovcanenl7
including
,
z cv:icc c.i prena:rat i can r~:raaccrrrc:;,
{Continue on separate sheet ,
i.f neces~ary,
_
--j .R?.PORT AS ANALYZED BY; JCOMPONTNT BUILD IM J4%tC!ON NO JUNC
REVIEW BY CHIEFS OF COMPONENTS
l JX c)i LI'",ENI7ATIONS
.,..... LC 0,> inue,..,O Y'a.. g g n C s r?
SIGNATURE T 17U,', T1ATY.
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