SUMMARY AND RECOMMENDATIONS TO THE COMMITTEE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-00832A000200080041-2
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 5
• Document Creation Date: November 17, 2016
• Document Release Date: July 24, 2000
• Sequence Number: 41
• Publication Date: February 19, 1958
• Content Type: SUMMARY

CONFIDENTIAL
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SUMMARY AND RECOMMENDATIONS TO THE CHAIRMAN
19 February 1958
25X1A
SUGGESTION NO. 3163: dated 29 May 1957
GS-9, Intelligence Analyst
RI, FI, DD P
A. Summary of Suggestion
In RI, each year some 200,000 name checks are indexed,
typed on 3 x 5 cards, then microfilmed. Suggester proposes
that these be microfilmed at the start and the prints be
indexed and used, thus avoiding the manual typing.
B. Summary of Evaluations
On 27 June 1957, Chief, RI stated:
"RI is of the opinion this is an excellent suggestion and
is sorry that our experiments to date do not indicate it
can be implemented.
"Name checks from domestic agencies usually come to RI
as carbon copies, sometimes very blurred. These, when
microfilmed, do not reproduce in sharp enough image to
make readable reproductions for the Main Index. Experi-
ments along this line were conducted by RI some time ago.
"This suggestion may again raise the value of the Reming-
ton-Rand 'DEXIGRAPH' technique that was studied last year
by DD/P-MMU and RI."
On 1 October 1957, the DD/P Records Policy Officer stated:
"Suggestion 3163 isolated and described a serious problem
of Records Management in such a way as to stimulate
attention and a solution. The suggestion was not adopted,
but the suggester deserves credit for initiating a chain
of events that brought about even more drastic reforms than
he proposed. It has now been decided to do away with the
filing of NPII name trace requests from other agencies
altogether, with the following savings:
a. Destruction of materials occupying 186 linear feet of
file space, plus large quantities of microfilm now
judged to be useless.
b. Future shelf-space at the rate of 200,000 documents a
year.
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Sugg. No. 3163 Contd.
c. Typing of 200,000 cards from the backlog of this
material - something like 32 man-years of typing.
d. Future typing of cards at the rate of 200,000 a year.
e. A workload in RI equivalent to sixteen full-time slots.
(A reduction not in current personnel requirements but
in decrease in backlog and prevention of its recurrence.)
f. Incalculable savings in workload to DD/P generally by
elimination of marginal material which otherwise would
have had to be retrieved and studied in the preparation
of future name traces.
"I therefore recommend that the suggester be awarded a sum
of money for stimulating a most useful action."
On 3 February 1958, the DD/P Records Policy Officer clarified
his recommendation with the following statement:
"This suggestion, similar to others received from interested
and conscientious employees, isolated a specific problem
in such a way that his presentation stimulated a careful
analysis of the problem and a final solution. It should
be pointed out, however, that this suggestion was not
adopted, nor did it specifically contribute to the final
solution (which was much more drastic) of a pressing problem.
I suggest that a ten or fifteen dollar award be given to the
author in recognition of his efforts in isolating the
problem and triggering its final solution."
C. Executive Secretary's Recommendation
1. Not in line-of-duty. (Intelligence Analyst)
2. $15.00 award based on Intangible Benefits (Slight-Limited)
D. Decision of Chairman
25X1A
Adopted Award Letter of Appreciation
Not Adopted
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SUMMARY AND RECOMMENDATIONS TO THE CHAIRMAN
19 February 1958
25X1A
SUGGESTION NO. 3195: dated 18 June 1957
, GS-11, Desk Officer
EE, DD/P
A. Summary of Suggestion
The suggester proposed a modification of the Records
Integration Division's indexing procedures. He proposed that
the analyst preparing a new index card include a small symbol
indicating that the material has no new or significant data
on the subject - thereby eliminating the necessity for searchers
to request and reread a nonproductive item.
25X1A
"This suggestion contributed to the solution of a vexing
problem and deserves recognition by means of an award."
C. Executive Secretary's Recommendation
1. Not in line-of-duty. (Area Desk Officer)
2. $10.00 award based on Intangible Benefits (slight-limited)
D. Decision of Chairman
25X1A
B. Summary of Evaluations
On 30 July 1957, stated for DD/P Area:
"We have special symbols on the Flexos for just such pur-
poses; and would like to see us adopt this one."
On 16 December 1957, the Chief, RI maintained the suggestion
should not be adopted because the substance of the suggestion
is in a new procedure for index cards published 3 December 1957.
On 14 January 1958, the DD/P Records Policy Officer explained
that the new procedure was a modification of Suggestion 3195,
concluding:
Adopted Award Letter of Appreciation
1VVL HUVE.ILCU
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SUMMARY AND RECOMMENDATIONS TO THE CHAIRMAN
19 February 1958
25X1A
25X1A
, GS-11, Intelligence Officer
The suggester made two proposals;
1) Require originators to number cables and note whether
of not indexing is required.
2) Change the RI form to include a square for the file
numbers and index instructions.
SUGGESTION NO. 3204: dated 15 June 1957
SE, DD P
A. Summary of Suggestion
B. Summary of Evaluations
On 30 July 1957, said for the DD/P Area:
'"Mould like to see us adopt this suggestion if a practical
method can be found to avoid lengthening cable transmissions."
On 16 December 1957, the Chief, RI stated the suggestion should
not be adopted because of the new procedure on cables in 25X1A
However, on 14 January 1958, the DD/P Records Policy Officer
stated:
25X1A
25X1A
the main author of the Cable Indexing 25X1A
Procedure published as on 26 November 1957, was
aware of this suggestion before he drafted his procedure.
...I recommend that a minimum award be given the originator
of suggestion 3204 for his part in triggering the final
solution."
C. Recommendations of Executive Secretary
1. Not in line-of-duty. (Intelligence Officer)
2. $10.00 based on Intangible Benefits (slight-limited)
D. Decision of Chairman
Adopted Award
Not Adopted
Letter of Appreciation
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SUMMARY AND RECOMMENDATIONS TO THE CHAIRMAN
19 February 1958
STATINTL
On 9 December 1957, Chief, Graphics Branch reported the idea
was adopted and stated:
"The collection of 500 to 600 words, most commonly used
in our printed charts and graphs, being made readily
available is the valuable part of the suggestion.
"Savings in time and money is brought about by reducing
the requirement for type setting and printing. This
savings is considerable."
STATINTL On 28 January 1958,
in O/DD/I stated:
"It is our belief that this suggestion is in line of duty
and that no monetary award should be made and that a
letter of appreciation would be satisfactory."
SUGGESTION NO. 58-52: dated 5 August 1957
11, Graphic Illustrator
GS-9, Graphic Illustrator
OCI, DD/I
A. Summary of Suggestion
The suggester proposed printing a 500-600 word list of
most commonly used words in order to expedite the handling of
rush orders for graphic art work.
B. Summary of Evaluation
C. Executive Secretary's Recommendations
1. Line-of-duty. (Graphic Illustrators)
2. Letter of Appreciation to each suggester.
D. Decision of Chairman
Adopted Award -Letter of Appreciation
STATINTL
Not Adopted
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