REPORT OF ACCOMPLISHMENTS DURING FISCAL YEAR 1953 AND OBJECTIVES FOR FISCAL YEAR 1954

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP54-00177A000100150009-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 15
• Document Creation Date: December 23, 2016
• Document Release Date: June 21, 2012
• Sequence Number: 9
• Publication Date: August 3, 1953
• Content Type: MF

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MEMORANDUM FOR: Deputy Director (Administration)
SUBJECT . Report bf Accomplishments During Fiscal Year 1953 and
Objectives for Fiscal Year 1954
In accordance with your request at the Deputy Director (Administra-
tion) Staff Meeting on 1$ May 1953, I am forwarding herewith a report
of the accomplishments during the Fiscal Year 1953 and objectives for
Fiscal Year 1954.
1. Administrative
Table of Organization
A Table of Organization for the General Services Office totaling
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positions was approved 10 November 1953 with a total on-duty personnel
ceiling of
Since that date approximately five revisions have been
made including the addition of the Printing Advisory Staff, the Forms
Control Program, and the:transfers of the FI2 DD/P reproduction and OCI
messenger functions, resulting in a current total Table of Organization
of with a total personnel on-duty ceiling o The Table of
Organization of upositions for Fiscal Year 1954 is still under consid-
eration in view of the fact that Congressional action has not been completed.
b. Personnel -
As of 1 July 19$2, the General Services Office had a total of
~ersonnel on duty, including the Real Estate and Construction and Trans- 25X1
portation Divisions, and excluding these activities. There were
personnel on duty in the General Services Office on 30 June 1953. This
represents a net increase of E employees entering on duty during the
fiscal year, and, as of 1 July 1953 were in process, against 47
LAN [ I!
1: 1 Li -FT=
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 ROUGH DRAFT - A i oho
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CC)
The Career Service BoardAwas organized
b~ later superseded and revised
meetings.
as a result of reorganization by'Ire gul:atio No."O' ;dated
During the Fiscal Yeaz~ 1953, this Board held a total of seven (7)
Tentative career designations were assigned to the majority of
General Services Office employees and on the balance negotiations were
initiated with otherfice (a reer erviceboards to ascertain whether or not
the boards concerned concurred in the assignment of designations requested bye[
the employees involved.
Twenty-one (21) employees of General Services Office received letters
from the Director of CentrarL Intelligence as a result of having served in
CIA or its predecessor agenbies or in other government activities engaged in
the field of U. S. Intelligence for a)\aggregateld of ten (10) years or more.
1953 for Area Records Officers and Administrative Officers of the Agency.
Six (6) experts in the field of Records Management from outside the Agency
participated in presenting lectures and leadin_ discussions during the course.
Further training courses are planned for Fiscal Year 1954 and continuous
ecords .nagement raining nurse during the period 14 April through 11 May
Various training programs already in practice in General Services Office
were continued and expanded. In addition, General Services Office conducted a
training material and bulletins are being issued at regular intervals to
further the development and training of employees in this field. Special courses
are being planned in selected phases of the progra,%,such as correspondence,
administrative reports and forms control, and the Agency file manual.
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Three (3) employees of the General Services Office were presented cash
awards and certificates as; a result of submission of employee suggestions
under the Incentive Awards, ; Program.
e- 1A
training4during the year is as follows:
Nominations to Defense Colleges
rec'~' ap tulation of General Services Office employees engaged in
American University (Ninth Annual Institute in Preservation and Administra-
tion of Archives)
GSO Records Management Training Course
Attendance at CIA Presentation Programs
Attendance at CIA Oribntation Courses
Reading Improvement Cburses
Clerical Refresher Courses
al
Attendance at Courses given by InternatioWBusiness Machine
Filing Course
Basic Intelligence Course (Support)
Attendance at Courses; given by International Business Machine
Corporation, Endicott, New York
Corporation, Washington, D. C.
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A
.o: Budget and Finance
Security
A full-time Security Officer has been added to.the Staff of
wherein a number of physirtal security improvements and others as well
particularly true of the ;Printing and Reproduction Plant in
the Office of the Chief,LGeneral Services, and major accomplishments
in the improvement of security generally have resulted. This is
have been made.
2. Commendations
During the Fiscal Year 1953, activities of the General Services
Office received an exact total of 50 written commendations from nearly
every office of the Agency*
3. Summary of Accomplishments
a. Printing Advisory ;Staff
This Staff was established on W4'~"`?"`~From that date
to the end of the Fiscal Year they surveyed a total of fifteen (15)
publications, 14 of which oi*iginated in 0 resulting in substantial
improvements in efficiency df handling printing and reproduction, and
also resulting in a minimum saving of 459,OO0.
b. Space. Maintenance 4nd Facilities Division
During Fiscal Year 1.953, General, ServiSes Office procured
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buildings, we have now Obtained the objective of maximum concentration in
the
& 'y- d TA
/ l 31 / j
this period, air-conditioning equipment was installed in most of CIA's
temporary buildings at cost of $724,685. Maintenance of the buildings
Arrangements were made with the Telephone Company for the addi-
a'ea.
The total space
of t e A e cy, when completed,
ton area. During
1 4A-1
of 400 telephone lines
Est
d C
a a an
onsuruccion Division
(Transferred to the Logistics Office on
For details regarding other accomplish-
The Real Estate and Construction Division completed approximately
90 per cent of the construction of Project
costing in excess
of25X1
involving construction arid renovation work costing in excess of $400,000.
14,000,000. This Division also completed 98 per cent of Project
ments of Real Estate and' Construction, see
due to the lack of ,e personnel to perform by service. The
The Transportation Division (transferred to the Logistics Office
on } made sutstantial accomplishments, but was greatly retarded
d. Transportation Division
growth of this Division etas not in proportion to the growth in the volume
of work resulting from the planning of DD/P activities and the procurement
and shipment of supplies by the Logistics Office. Personnel authorizations
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g August 1952 to the Chief, Procurement and Supply (now Logistics~~ as to
p a=cing regarding this; activity. Shortly after the transfer of this
activity to the Logistics Office, the number of personnel authorized was
status of the Transportation Division see attached memorandum
had been requested^buthad not been granted. For details regarding the
ft-
increased from
e. Printing and Reproduction Division
and Reproduction Division printed and reproduced a
support of the
Aoj,~
~
total o~ impresslbns of which approxiaiately ere in
At the request
of the Assistant Director, OCI, a special reproduction activity was
transferred from OCI to the General Services Office in order to provide
ba" more technical supervision. Since the date of transfer
commendations have been keceived from the Assistant Director, OCI on its
operation. Also during i.his period the reproduction activity of the
Foreign Intelligence Staff, DD/P was transferred to the General Services
Office with substantial backlogs. The transfer was effected at the request
of the Chief of Administriation, DD/~ ir/order to provide more technical
FI reports are now kept ci
supervision and improve production. The reproduction and dissemination of
system was installed invo ving produc lbn standards for individual employees
in order to guarantee "mum utilization of personnel and efficiency of
/rltrwwRw~+
production. This Division has received lc) commendations a =a.
during the Fiscal Year 1951,
Pte,-
dail~ ba~ssis. /A production and control
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f. Records Services Division
(l Records Center - The small Records Center now operated by
this activity has in its custody 3,200 cubic feet of records equivalent
to 400 filing cabinets and representing a saving of $94,000. Approximate-
ly 1,600 feet of records. have been received during the past Fiscal Year.
Two hundred (200) cubic feet of records were destroyed. This activity
serviced 1,50: reference:renuests for 8,900 record items. A recommenda-
tion was made on L - 1952 for the construction of a Records Center
iao original proposal was not considered
in the interest of economy, but now we understand that it will be considered
}
as the construction of the Center will represent a saving of over
1,000?000, whereas the Cost will be approximately $411,000.
(2) Records Management Training Program - The Records Management
Training Program consistinv of 16 lecture hours was offered to Agency
personnel and was apt average of 79 employees whose responsi-
bilities involve records management.
(3) Records Management -The responsibility for correspondence
management and forms management was transferred from the Office of the
Comptroller to the General Services Office. It is planned to increase
being written for Agency personnel.X standard filing system for the
Agency has been developed and a manual will be published shortly covering
this subject. Action was taken to standardize all filing equipment and
supplies. Notices regarding this standardization are about to be published.
these programs in their scope and special manuals4are now irk:T ocess of
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Records surveys were condugted in the 094Logistics, Comptroller,
General Services,-thel lof FI, and the Western
Hemisphere Division, DD/P.:: Substantial accomplishments establishing
the records of these offices according to the Agency filing system,
providing disposal schedules for current and future record material, and
many other accomplishments in the field of efficiency, were achieved.
n the case of the DD/P arja, recommendations were made which are estimated
to effect a saving of 143 positions at an annual estimated cost of $529,000.
This survey included many Other recommendations which, if adopted, will
result in substantial improvement in efficiency of handling DD/P records.
r,,,.y-tea Records Officers have ~ been appointed by each of the principal offices
of CIA and these individua.s have been trained in the field of records
management. In connection; with vital materials, the number of documents
has been increased by approximately 3,000,000 and every office in the
Agency is now participating in the vital materials program. Deposits
to date total 8,000,000 documents.tn connection with
Mail Control, as the result of studies on volume and distribution of
mail,a number of improvements in schedules have been achieved. New
e
My
mail trucks have been procured whavai1 sorting of mail is accomplished
in transit, saving considerable time in sorting and distribution of mail.
(4) Machine Records Branch . The following items were
accomplished by this Branch with the savings as indicated:
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. Item Estimated Annual Savings
Installat.on of mechanical
bursting machine
0 7,500
(b)
Establishment of coded file
for qualifications of
applicants 6,000
(c)
Establishment of coded file
for qualifications of
CIA employees
Transfer of responsibility
for daily obligation and
expense; vouchers from
Finance; Division resulting
in equipment and personnel
7,500
savings
Reduced rental of tabulating
4,075
equipment
Development of machine type
form for attendance report
13,754
and payroll change slip
Application of stock control
accounting to machine
records;- savings are
13,000
unknown but are estimated at
Conversion of vouchered pay-
roll from manual to mechani-
15,000
cal methods
31,200
TOTAL -
498,029
This e'r developed electric accounting machine require-
ments and procedures for the installation of an IBM unit and
recruited and trained six (6) operators and supervisors for that project.
r converted vouchered payroll from manual to mechanical
Giw
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Additional personnel reports have been initiated as follows:
a new monthly strength report; an Agency, gains and losses report; a
monthly employee promotion study; studies on Agency grade distribution;
and many other special tylpes gf personnel reports.
k control and accounting records
tires
adjustments, preparation ot'Agency supply catalog,tbr the Office of the
Vie -include stock control ate, stock on hand, stock due in, stock
due out, stock in transit, stock received, stock issued inventory
Comptroller, erg machine techniqueAtcyouchered payroll and to
n
of a number of different types for special purposes.
A
During the year, several operational projects were completed
allotment and project accounting on unvouchered funds, periodic reports
and others were planned for the future, including the
Directory, the application'of`machine technique to a mechanical listing
4.
Summary of Objectives
a. Printing Advisory; Staff
(1) To continue the review of the Agency's publications dn'd -c.
large volumeereproduction work for the purpose of effecting economies
and efficiencies wherever possible. However, itr'expected that the review
of existing Agency publications will be nearly completed by 1 July 1954.
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(2) To maintain constant liaison with the____ Staff and area
divisions in a consulting capacity(* their printing problems overseas*
b. Space. Maintenanc! and Facilities Division
Assuming that the space requirements of the Agency for depart-
mental activities are subs$antially filled, the efforts of this Division
will be primarily spent in;
quare feet of ;space now used by departmental activities.
(2) Making periodic surveys of space utilization for the purpose
1 Providing ad40quate maintenance of the buildings and
of determining space inequities wherever they may exist.
,eve
(3) Attempting to effect building consolidations wherever
t4W
may be feasible through arrangements with GSA.
(4) In the event that possibilities of-`hew building become
eminent, to work with GSA on the planning and construction of such a-..
building.
(5) Surveying the use of telephone facilities to effect
economies wherever possible.
c. Printing and Reproduction Division
The activity of this Division will be devoted to:
(1) Internal time and motion studies of an informal nature
in an effort to improve efficiency of production.
(2) Revising the: production control system and revision of
production standards as required,for the purpose of improving over-all
efficiency and improving Per capita production of the plant.
(3) The installation of an inexpensive type cost accounting
system in cooperation with'the Comptroller.
(4) Cooperating With the Printing Advisory Staff in the improvement
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of methods and procedures for printing, reproducing and processing of
Agency publications and otter material.
(5) Expansion of the reproduction unit operated for the con-
venience of DD/P activitie3 for the purpose of providing more "on-the-spot"
reproduction.
d. Records Services I?ivision
The program of Records Services will include:
(1) The construction of a Records Center (now proposed) at the
establishment of fast and efficient reference service from this Center
at a cost of approximately $411,000 and the
for departmental activities.
(2)
(3)
(4)
The publication
The publication
The publication
of an Agency Forms Management Manual.
of a Correspondence Management Manual.
of an Administrative Reports Management
(5) Improvement bf the vital materials program involving reduc-
tion of microfilmed documents and increase in the number of original docu-
ments, and the removal of vital materials now in the repository which are
no longer vital.
(6) Further standardization of filing equipment and supplies in
the Agency.
G`~o
(7) Improvement in the Agency Filing Manual wlesxef i
required.
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(d)Areports control, and e) records surveys.
(8) Records surveys of operating activities not yet surveyed,
particularly in'the DD/I Area. The follow-through of records disposition
i
where programs have already been established.
(9) The offering of special records management training programs
in:(a) vit4l materials, (ti) forms control, (c) correspondence control,
(10) The offering,: of an over-all records management program If for
Agency personnel in all phrases of records management similar to that which
was offered and completed during the months of April and May, 1958. It
is presently planned that his program will be offered
February, 195:
new projects pe in the FIerd Communications,act ivi ies which will
(11) The application of machine techniques to substitute for
manual methods now in use in maintaining essential records in various
crdministrative and operating off ces. There are at ----esent
ree
"4A:
undoubtedly be completed during the next few months. The records survey
of RI indicates that there are many possible applications of machine
techniques to DD/P records, particularly those of FI. These will be
investigated in cooperation!, with DD/P personnel to determine the
applicability of'chine t?chnique. Also, considerable effort will be
.0. V,
expended in(leveling out:)reporting dates for data now intained by
Machine Records for the purpose of reducing a96 Kliminating overtime.
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