MINIMAL AWARDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-00706A000100070001-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 49
• Document Creation Date: November 17, 2016
• Document Release Date: May 31, 2000
• Sequence Number: 1
• Publication Date: June 7, 1976
• Content Type: SUMMARY

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MINIMAL AWARDS
7 JUNE 1976
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El UNCLASSIFIED INTERNAL 0 CONFIDENTIAL 'SE ialETE,CRET
ApprovccrroMeNee 200010G/19 CIA-ROPH-00708A000 100070001-8
ROUTING AND RECORD sHEET
BJECT: (Optional)
EXECUTIVE SECRRTARY
FROM: SUGGESTION AND ACHIEVEMENT
AWARDS COMMITTEE
5?E-54, HEADQUARTERS
EXTENSION
7394
NO.
DATE
2 JUN 1976
TO: (Officer designation, room number, and
building)
DATE
C/BSD
5 E 69, Headquarters
2.
DD/Pers/SP
5 E 69, Headquarters
DD/Pers 3 JUN 1976C--
5 E 58 Headquarters
4.
Chairman, SAAC
5 E 58, Headquarters
RECEIVED FORWARDED
OFFICER'S
INITIALS
9. EXECUTIVE SECRETARY
SUGGESTION AND ACHIETEMENT
AWARDS COMMITTEE
--E? 5 4 , HEADQUARTERS
re.vi FORM
3-62
COMMENTS (Number each comment to show from whom
to whom. Draw a line across column after each comment.)
- 3: For your information.
4. Attached are sixteen (16)
Minimal Award cases for your
approval.
25X1A
25X1A
Oe I earl 2e6WINinfACIA-EpPutrgE06A0221 Vane MID
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 73-33: dated 17 August 1972
, GS-13
Chief, Admin Staff
Directorate of Intelligence/IAS
(Now C/Support/NE/DDO)
A. Summary of Suggestion
1. Background
It appeared to the suggester that the Agency did not take
full advantage of trade discounts offered for prompt payment on
certain commercial billings. One example is the Xerox bill for
copying equipment which carrier a trade discount of 3% if paid
within 30 days. The invoices received in IAS did not indicate
that expeditious handling was required to meet the 30 day payment
deadline. These bills are received by Office of Finance, identified
by user and then sent to the component for approval and obligating.
The bills are then returned to the Office of Finance for payment.
Z. Suggestion
The Agency take advantage of trade discounts. This
would save the U. S. Government a considerable amount in rental
and purchase costs. Institute a change in approval and obligation
procedures to accomplish this for rental equipment. Using
Xerox as an example, the key operator for the copying unit
fills out a preprinted post card (exhibit A) with the meter totals
and mails it to Xerox. From this, Xerox submits a bill to the
Agency. The suggester also proposed that the key operator fill
out a duplicate card (exhibit B) signed by the authorized approving
officer, obligated by the finance officer, and then sent to the
Office of Finance to be matched with the incoming bill. The bill
could then be paid based on the approval shown on the card for
services received. A similar procedure could be used for other
types of rentals that are based on a flat rate instead of a usage
rate.
25X1A
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B. Evaluations
1. OF originally declined the proposal in March 1973 stating
that the use of the meter card would require its being handled four
(4) times by OF/Certification and Liaison Division. This additional
handling would require a minimum of ten (10) man-hours per week
on Xerox invoices alone. There would also be additional man-hours
required in each office having a Xerox machine. Since OF was
able to take advantage of at least 80% of Xerox discounts, the
suggestion was not considered economical.
2. In May 1976, OF/Certification and Liaison Division
informed us that the intent of this suggestion was adopted in
October 1974. DDA/ISAS controls the rental and purchase of
all Agency copying machines. To reduce costs, the responsibility
was placed with ISAS to limit the number of machines rented or
purchased by the Agency. In accordance with OF/Certification
and Liaison Division, it was the decision of ISAS to have meter
cards prepared in duplicate with one copy forwarded directly to
Xerox Corporation and the other copy forwarded to 'SAS. After
ISAS receives all of their copies of the meter cards, they are
then forwarded to OF/C&LD for verification of the Xerox billing
and the supporting documents to the payment of such billings.
Xerox Corporation has now reduced their discount terms from
3%--30 days to 3%--20 days; therefore, there is little difference
between the discounts taken under the old method and the new
method.
C. Recommendation of the Executive Secretary
1. Not line of duty.
2. $50 Advisory Award.
D. Decision of the Chairman
25X1A
7 4-14..w 7?
Chairman, Suggestion and Achievement Date
Awards Committee
Award
Atts
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!..0 DATE
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SECR ETA
SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 74-169: dated 1 November 1973
GS-12
Photo Interpreter
Directorate of Science and
Technology/NPIC
25X1A
A. Summary of Suggestion
1. Background
The mission/operation control number was placed
on the film can title label and on the film spool label
at the film processing facility.
2. Suggestion
Print the mission/operation control number in the
optical data block on each frame per operation. This could
be done at the film processing facility during the titling
phase of tne processing. This procedure would save PI
time when requesting mensuration and photo orders, eliminate
numerous computer print-outs of control numbers for PI use
and eliminate errors in ordering photographs by providing
an easy reference for the lab technician.
B. Evaluations
1. NPIC said that the Intelligence Community established
a Committee in September 1973 to study changes to the
film. This suggestion and about 12 others were submitted
to the Committee. All requests were declined; however,
study was to be done on them for future systems. The
suggestion was declined in August 1974.
2. NPIC said that the suggestion was adopted in
early 1976. It is of "moderate" value as an additional
aid to the control number on the can. The number is
now on each frame which is helpful if the film is cut up.
If a PI does not have the film can available or a
prediction sheet--it could save as much as 10 minutes
each time an order is made. It is not possible to
determine exactly how much time will be saved. NPIC
rates the extent of application "general"; the entire
PI Community, i.e., everyone who receives KH film will
realize benefits from this suggestion. NPIC says that
the procedure applies to several million feet of film.
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C. Recommendation of the Executive Secretary
1. Not line of duty.
2. $200 award (MODERATE/GENERAL).
D. Decision of the Chairman
25X1A
IvitiAce
Chairman, Suggestipn and Date
Achievement Award Committee
2.0b,
Award
-2-
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 74-237: dated 4 December 1973
25X1A , GS-14
Ops Officer
Directorate of Operations/EA
A. Summary of Suggestion
Rather than write the addressee's name and address
on manila envelopes, affix a routing sheet (Form 610 or
237) to the envelope with the addressee's name and
address. The recipient office can then remove the routing
sheet and reuse the envelope, thus conserving envelopes.
B. Evaluations
1. On 16 March 1976, the Logistics Services
Division, Office of Logistics requested the publication
of an employee bulletin encouraging the use of "Peel
Off Labels" (Form 3627) as an envelope conservation
measure. Employee Bulletin No. 502, "Conservation of
Manila Envelopes", dated 2 April 1976, attached. This
action was taken by OL/LSD in an effort to reduce the
cost of maintaining manila envelopes in stock.
2. Agency Forms Management officials said that a
notice was drafted in 1973, at the time the suggestion
was initially received. However, the notice was not
distributed due to an interest and experiment with
plastic envelopes. Recently it was found that envelopes
were being used at a high rate, resulting in the issuance
of the current Employee Bulletin. Forms Management
estimates that this reminder bulletin should save 10,000
envelopes annually which would cost between $400/$500.
C. Recommendation of the Executive Secretary
1. Not line of duty.
2. $50 award (MODERATE/EXTENDED).
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 74-237: dated 4 December 1973
25X1A , GS-14
Ops Officer
Directorate of Operations/EA
A. Summary of Suggestion
Rather than write the addressee's name and address
on manila envelopes, affix a routing sheet (Form 610 or
237) to the envelope with the addressee's name and
address. The recipient office can then remove the routing
sheet and reuse the envelope, thus conserving envelopes.
B. Evaluations
1. On 16 March 1976, the Logistics Services
Division, Office of Logistics requested the publication
of an employee bulletin encouraging the use of "Peel
Off Labels" (Form 3627) as an envelope conservation
measure. Employee Bulletin No. 502, "Conservation of
Manila Envelopes", dated 2 April 1976, attached. This
action was taken by OL/LSD in an effort to reduce the
cost of maintaining manila envelopes in stock.
2. Agency Forms Management officials said that a
notice was drafted in 1973, at the time the suggestion
was initially received. However, the notice was not
distributed due to an interest and experiment with
plastic envelopes. Recently it was found that envelopes
were being used at a high rate, resulting in the issuance
of the current Employee Bulletin. Forms Management
estimates that this reminder bulletin should save 10,000
envelopes annually which would cost between $400/$500.
C. Recommendation of the Executive Secretary
1. Not line of duty.
2. $50 award (MODERATE/EXTENDED).
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,STAT I NTL?
EMPLOYEE
BULLETIN
2 April 1976
CONSERVATION OF MANILA ENVELOPES
Manila envelopes that are free of address markings
can be reused. To eliminate the wasteful practice of
one-time usage, employees are requested to use Form 3627,
"Peel Off Labels" for addressing envelopes. These labels
are available in the Building Supply. Room. An additional
savings can be achieved by using the labels to seal the
envelope in place of scotch tape. Each envelope you save
will help ensure continuing availability.
DISTRIBUTION: ALL EMPLOYEES 1-6
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 75-149: dated 21 October 1974
25X1A Sr., GS-14
Deputy Chief, SS
Directorate of Science and
Technology/OTS
A. Summary of Suggestion
1. Background
Much Agency correspondence is being over-classified.
2. Suggestion
Charge Agency records management officers with the
responsibility of briefing employees regarding the proper
classification of material.
B. Evaluation
1. In November 1974, Chief, Information Systems Analysis
Staff said that all authorized classifiers are supposed to have
thoroughly familiarized themselves with the contents of
Executive Order 11652, including the definitions of the three
levels of national security classification. This is not to say that
additional training and orientation is unneeded. ISAS was to
endeavor to include lectures on classification./declassification.
in selected OTR courses to be supplemented by a half-day seminar
for those employees whose duties call for more intensive
instruction.
2. The Office of Training found it un.appropriate to include
this type of instruction in their courses.
3. In May 1975, Chief, ISAS said that the Office of
Security briefing for new employees now features a session
on classification. A more detailed program is planned in the
near future including slides and narration. In addition, a new
ISAS MBO was proposed and submitted in February to set up
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additional training programs relating to classification.
C. Recommendation of the Executive Secretary
1. Not line of duty.
25X1A
25X1A
25X1A
2. Although the suggestion as presented was not adopted,
it seems to have triggered some action and an MBO effort.
Normally a modest advisory award would be warranted.
However, because of role on the Special Panel of
the Suggestion and Achievement Awards Committee (per
, he is not eligible for a monetary
award.
3. Certificate of Appreciation.
D. Decision of the Chairman
viktux 7-6
Chairman, Suggesti and Date
Achievement Awards Committee
eDvt
Award
-
Award
-2-
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 75-319: dated 13 February 1975
GS-11
IO - Geographer
Directorate of Intelligence/OGCR
A. Summary. of Suggestion
Detailed description of the suggester's proposal to
reuse obsolete and superseded OGCR/Map Library maps,
attached.
B. Evaluations
1. OL stated that utilization of old CIA maps for
wrapping is not considered practical. Packing and crating
operations require continuous rolls so that appropriate
cuts can be made. CIA maps vary considerably in size;
the process of sorting maps in accordance with dimensions
would cost more than prospective yields.
2. Chief, Map Library Division, OGCR discussed the
use of old maps as note pads with OL/PPD. PPD stated
that they did not wish to use the old maps for scratch
pads due to the odd sizes; they have plenty of old paper
for making scratch pads. Also, map pads would only be
useable on one side, whereas the present scratch pads
are useable on both sides.
3. OGCR said that as a result of this idea, OER
and OGCR have been supplied with 8" x 10" maps for
typing manuscripts. Additionally, the reverse sides of
large maps were used in place of blackboards during
briefing sessions by OGCR personnel. Several hundred
sheets have been used in this fashion since the summer
of 1975. In June 1975, OGCR began using large size
old maps for wrapping map packages.
4. A significant portion of the suggestion
focussed on the pulping of approximately 289,000 maps
in 1974. In order to reduce this large quantity during
1975, approximately 226,000 (8" x 10") unclassified
maps were taken to Kline Paper Company for recycling.
Although the total number of maps sent to the paper
company is nearly the same as the total of maps pulped
in 1974, the volume was not as great because of the
small size (8" x 1011) of the maps sent to the Kline
Paper Company. Detailed description of savings attached.
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25X1A
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C. Recommendation of the Executive Secretary
1. Not line of duty.
2. $105 award based on annual savings of $1,002.
D. Decision of the Chairman
25X1A
C airman, uggesi and
Achievement Awards Committee
Award
Atts
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7 sckka,
Date
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fi N2 SUBJECT OF SUGGESTION
- ,
Re-use of Obsolete and Superseded Maps
SUGGESTION NO.
\..."
RESENT METHOD,
.,4The Map Library Division/OGCR annually removes in excess of 300,000 superseded or
obsolete maps from its loan and distribution stocks. Statistics for 1974 indicate
that 303,192 classified and unclassified maps were removed and were disposed of by
means of pulping without regard to classification or scale of the maps. The only
exception to this was approximately 13,900 commercial maps (ie - oil company,
foreign commercial) which were disposed of by dumping the domestic maps in the
unclassified trash (carried out by GSA) and by sending the unclassified foreign
..iproduced maps to the Library of Congress to be used in a college student summer map
program. The 289,292 obsolete and superseded maps were placed in burn bags and were
trucked to Headquarters building once a week by Building Services Branch/ (cant)
..4SUGGEST
A program to reuse about 657 of the maps now pulped by making bound note pads for agency
use to be issued thru the agency supply system, and to use another 207, of maps now
pulped as wrapping paper to wrap maps shipped within the agency and to other government
agencies. A total of 289,292 maps were destroyed in the classified trash disposal
system in 1974. After examining classifications3scales, conditions, and types of maps
concerned, I have determined that 197,408 of these maps could have been used to make
-note pads, 26,364 could have been used as wrapping paper by MLD, 31,433 could have been
disposed of in the unclassified trash leaving only 34,086 classified maps which should
have been destroyed by pulping or burning. (See Attachment for further detail).
Reusable maps can be sent to Printing Services Division on a periodic basis, probably
11,-,nth1y, where they can be cut to different sizes - 8x10, 5x8, 3x5 and padded. Mr.
PSD (x5593) informs me that this is already being done with waste from
their normal printing activities, and can be done for a cost of about 5c per pad
(mostly labor): The pads can then be supplied to the Logistic Services Division for
distribution thru the agency supply system as are the pads presently being (cont)
DVANTAGES
"Adoption of this program will reduce the cost of destroying classified waste and will
save money in the purchase of note pads and wrapping paper.
.111111111111lestimates he can cut his costs of destroying classified waste by $150.00
to $200.00 each week if the load of maps he has to destroy is cut by 255,206 maps or by
about 887g. Using the lower end of the range, $150.00 in savings each week for 50 trips
_per year equals a savings of $7500 annually. (cont)
FORM 244 USE PREVIOUS
7-67) EDITIONS
SECRET 0 CONFIDENTIAL
?
ADMINISTRATIVE
INTERNAL USE ONLY
0 UNCLASSIFIED (47)
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5X1A
5X1A
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PRESENT METHOD-(CONT)
Logistical Services Division/OL. Then each Saturday BSB transported all CIA
classified waste including the disposed maps to DMATC (NW Washington-Maryland
line) where the waste was put through a hammermill. The hammermill product is
apparently not reusable and is dumped. Chief, BSB (x7975)
states that the map library waste/onstitutes about 1/2 of the bulk of the total
processed through the hammermill. He also states that the Saturday operation
costs $351.00 per trip ($111.00 for rent of machine and $240.00 in overtime paid).
The annual cost of the operation is $18,252.00.
25X1A
The practice of destroying all maps as classified whether classified or not has
apparently gone unquestioned for years, the assumptions being that: (1) maps
regardless of classification or other protective marking are intelligence material
by nature and should therefore be treated as classified; (2) large scale (larger
than 1:500,000) DOD maps are not available for other than U. S. Government use
except by special agreement and should therefore be disposed of as classified to
avert use by the general public or other governments. These assumptions however,
do not agree with governing regulations and instruction.
Logistical Services Division (x7975) informs me that the 25X1A
agency annually uses some $29,100.00 worth of plain unlined note pads. The agency
buys 52,800 8" x 101" pads @$5.50/dozen, or $24,000 worth; 12,000 5" x 8" pads
@$2.30/dozen or $2,300.00 worth for a total cost of $29,100.00 annually.
do I SUGGEST-(CONT)
made up by PSD. The maps can supply enough paper to make 9870 8" x 10" pads,
or 19,740 5" x 8" pads or 39,482 3" x 5" pads or a combination therecif. Pads
consist of 100 sheets each. As indicated earlier the agency's requirement for
pads is large and exceeds the amount that can be supplied using the obsolete
maps and the waste paper pads already produced by PSD.
The 26,364 maps to be used as wrapping paper will wrap 26,364 packages. At
present Kraft paper (36" by 300 yard-rolls) is being used as wrapping. It
costs $8.30 per roll and will wrap about 300 packages. The Map library wraps
and sends out about 30,000 packages annually at a cost of $830.00 for wrapping
paper.
tor
I will now address the contention that maps should be destroyed as classified
regardless of classification and protective markings. After much research I
find that: (1) Agency regulations govern the destruction of 25X1A
classified wastes. Classified maps should be treated accordingly.
(2) There is no agency regulation or any other guidcoce pertaining to the
disposition of unclassified maps. (3) DOD and Defense Mapping Agency instructions
require that classified DOD maps be destroyed in accordance with pertinent regu-
lations; That maps with special markings such as "FOUO" and "Distribution
Limited" must be torn or cut, so as to preclude their further use as a map,
and disposed of in an unclassified manner; and that unclassified maps 1:500,000
and smaller can be disposed of without precautions. No guidance is given
for the disposition of unclassified maps larger than 1:500,000. Therefore,
I contacted Ltc. :)IAA Staff Security Director (254-4411) and Mr. 25X1A
DMA Security Technician (254-4507) who advised me that since 25X1A
Nawqhere is no DOD guidance, maps larger than 1:500,000 should probably be treated
like FOUO maps and be cut or torn before being disposed of in an unclassified
manner.A,T11,ey alsa ad ed me jtiguit is a common _practice for DOD components
to reusTKVIRMilrWdr%19Aqe .W / 3 9 :Gralik-RDR8E600.7606A06040M0041t-11
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ADVANTAGES-(CONT)
By producing 9,870 8" x 10 1/2" notepad the agency can save $4523.75 in the
amount spent on commercially produced pads minus the cost for PSD to produce
the pad - $493.50 for a net savings of $4030.25.
By using another 26,364 obsolete maps as wrapping paper for internal and
some external map shipments a savings of $728.74 in the amount paid for
wrapping paper can be realized.
Some reduction in the cost of transporting maps from 159-E to Headquarters
will result but the amount is difficult to ascertain. BSB will continue to
transport 34,086 classified maps and the 197,408 maps to be padded which it
will deliver to PSD, but will not have to transport 57,797 maps which will
be used as wrapping paper or thrown out in unclassified trash.
Saving in cost of destroying
classified waste
Savings in purchase of notepads
Savings in purchase of wrapping
paper
$ 7,500.00
4,030.25
728.74
Total Annual Savings to Agency $12,258.99
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Maps Removed from Stock by Type
1974
TYPE NUMBER OF COPIES
Distribution Maps
92,675
CIA Maps
137,510
Air Maps
52,729
Loan Maps
20,278
Total Removed
303,192
mel I
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Commercial (157, of
13,900 maps
Classified (107 of
7,877 maps
Planned Disposition of Maps
total)
Distribution Maps
(92,675)
remainder)
Unclassified - Any scale with
and without special markings
(Remainder of Distribution Maps)
70,898 maps
Classified (8% of total)
11,000 maps
Unclassified - any scale
(92% of total)
126,510
CIA Maps
(137,510)
Classified (25% of total)
13,182 maps
Air Maps
(52,729)
Unclassified - small scale
folded (66% of remainder)
26,364 maps
Unclassified - large scale
folded (34% of remainder)
13,182 maps
Classified (10% of total)
2,027 maps
Loan Maps
(20,278)
Unclassified (90% of total)
18,251 maps
Domestic to unclassified trash,
Foreign to Library of Congress.
Destroy by burning or pulping
Available for Reuse as Pads
Destroy by burning or pulping
Available for reuse as pads
Destroy by burning or pulping
Available for reuse as wrapping
paper
Dispose of in unclassified trash
after tearing or cutting
Destroy by burning or pulping
Dispose of in unclassified trash
after removing agency markings
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aul
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OFFICE
OER
OGCR
SAVINGS COMPUTATION
ITEM ANNUAL COST SAVINGS
22,000 copies 8" x 10"
maps for typing manu-
script drafts
+8,000
30,000 sheets of typing
paper (60 packages/8
months) or 90 packages
for 12 months @ $4 each
$ 360
OGCR 300 sheets 2
Map 30" x 40" = 6,000 sheets
Library 300 sheets per roll
wrapping paper = 20
rolls @ $8 each 160
Puling
Estimated that 226,000 maps
would have required about 10
metal "classified" mobile
containers annually. Chief,
Building Services Branch/OL
estimates that this avoids
cost of about $50 for each
container in labor, trans-
portation, gasoline and
expense of destruction ($50
x 10)
500
Estimated annual savings $1,022
Less: Cost to take unclassified
maps to Kline Paper Co. (6 hrs.
x $3.40 per hour)
20
Net Savings $1,002
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Approved For Release 2000/06/19 : CIA-RDP80-00706A000100070001-8
SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 75-358: dated 7 March 1975
GS-I4
Intelligence Officer
Directorate of Intelligence/0ER
A. Summary of Suggestion
1. Background
Except for some doors with cipher locks, whose
latches have now been made nonfunctioning, doors in the
Headquarters Building latch shut and must be opened by
turning a smooth, slippery knob. The latches serve no
useful function because the spring closures hold the
doors shut.
2. Suggestion
Replace latches with blanks on doors to stair-
ways, washrooms and utility rooms, thus making it easier
to open the doors. Some latches are becoming sticky and/
or tne knobs have loosened and do not readily operate the
latch. A nonfunctioning latch can trap someone in a
washroom or utility room or can interfere with the use of
a stairway in an emergency.
B. Evaluations
1. OL/SMFB said that implementation of this
suggestion as presented would be in direct conflict with
fire regulations currently in effect. However, a study
was made which indicated that the only realistic solution
is to actively inspect all door knobs and latch sets
located in common use areas and initiate corrective action
when malfulictions are found. As a part of its Management
by Objectives Program, OL/SMFB developed an inspection
checklist to be used as a tool for identifying areas and
facilities in need of cleaning or repair. In response
to this suggestion, door knobs and latch sets have been
added to the checklist and will be inspected during each
scheduled inspection. OL agrees that a minimum award is
warranted.
2. OS/Safety Branch concurred in the OL evaluation.
OL's scheduled inspection of door knobs and latch sets
should identify any such devices that are difficult to
open.
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25X1A
awl
\IV
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C. Recommendation of the Executive Secretary
1. Not line of duty.
2. $50 award (MODERATE/EXTENDED).
D. Decision of the Chairman
25X1 A
Chairman, Suggestion n
Achievement Awards mmittee
j700,"
Award
-2-
7 vefivka
Date
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did
25X1A
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 75-408: dated 23 September 1974
, GS-07 25X1A
Document Control Specialist
, GS-07 25X1A
Management Officer
Directorate of Science and
Technology/ODE
SUGGESTION NO. 76-262: dated 19 August 1975
, GS-12
Records Admin Officer
Directorate of Administration/OC
25X1A
A. Summary of Suggestions
The suggesters designed a microfiche reader and reader/
printer security check card (sample cards attached) to in-
dicate all microfiche has been removed and the equipment
is secure.
B. Comments and Evaluations
1. At the time Suggestion No. 76-262 was initially
received by the Committee's Staff in August 1975, Suggestion
No. 75-408 was already in use in ODU/DD/SU and being
evaluated by Office of Security for Agency-wide use. In
April 1975, Chief, Micrographics Programs Branch commented
regarding 75-408:
"Good idea. We are using it in MPB and
suggesting it be adopted for Agency use.
Have passed along to OS."
Thus, 76-262 was declined as a duplicate of 75-408.
2. IMMINOMINE (76-262), in his capacity as Records
Admin Officer, OC, then took his "Secured Card" and a
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25X1 A
401
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printing requisition for 250 copies to Chief, Information
Systems Analysis Staff, who approved the card with two (2)
minor changes. Chief, ISAS was not aware of the comments
stated in paragraph 1, above, regarding 75-408 or the
pending study by OS when he approved the requisitioning
of 250 for 1111111Ms suggestion (76-262).
3. During the ensuing months, many inquiries were
received from various michrofiche users in the Agency, and
a reorder for 500 cards was placed with Records Administra-
tion Branch. When the cards were received, they were
distributed to the requesters, and a supply was given to the
Micrographics Programs Branch. When MPB received these
cards, they were under the impression that they were the
result of 75-408. MPB showed these cards in their training
course to the Microfilm Users Group and also to the Federal
Government Micrographic Council of the National Archives
and Records Service. NSA, after receiving a copy at the
FGMC, contacted RAB for a supply. Three hundred cards were
sent to NSA in late November 1975. In February 1976, NSA
contacted RAB for an additional supply; since there was no
stock available, NSA produced their own supply of cards.
4. In February 1976, OS replied to 75-408 saying
that there have been no security violations charged as
a result of a piece of classified microfiche being left
in a reader. This may result from the diligence of
personnel utilizing microfiche readers, or it may be a
combination of conscientiousness and the use of the
"SECURED" card. OS endorsed the use of the "SECURED"
card.
5. Executive Assistant, OC said that 250 of the cards
were distributed worldwide throughout OC as a result of
Suggestion No. 76-262. The cards are also in use in the DDO
Publishing Program and have been distributed to operating
desks and field installations. Also, copies of the card
have been distributed to recipients of "201 Microlistings"
by the ISG Micrographic Branch.
6. Chief, ISAS commented that although the card
proposed in 76-262 is being widely used, 75-408 addressed
itself to the same idea earlier and should share equally
in an award.
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died -Amigo
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C. Recommendation of Executive Secretary
1. Not line of duty.
2. $300 award equally shared among the three
suggesters (SUBSTANTIAL/BROAD).
D. Decision of the Chairman
25X1A
Atts
(3)
74444C 7:4
Chairman, ug estion d Achievement Date
Awards Committee
3op.
Award
-3-
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4.*
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/to- tWLI
PLACE IN MICROFICHE READER CARRIER
This card is to be inserted into the
reader's and/or reader-printer's
microfiche carrier to indicate all
classified microfiche has been removed
and the reader is secured.
SECURED
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 76-57: dated 27 August 1975
GS-09 25X1A
Film Editor
Directorate of Intelligence/CRS
A. Summary of Suggestion
1. Background
CRS/Document Services Group! Central Libraries
Division film inspectors and editors filled out film inspection
cards, noting the condition of films being returned, loaned,
etc. The film librarian needed to refer to some information
on the cards, but did not have ready access to them. Much
information put on the film inspection cards was not needed
for film inspection use and was repeated information found
on the processing form. Several hours were spent going
back and forth between inspection and library to verify the
information the librarian lacked (attached is a sample of
Form 350, Film Inspection Card).
2. Suggestion
Use the Rolodex 3 x 5 inspection card system. This
system requires less storage space than the former 5 x 8 cards
and eliminates duplication of information between inspection
and processing form (photo of Rolodex vs. 5 x 8 card system
attached).
13. Evaluation
1. CRS converted the film inspection card system to the
Rolodex system in April 1976. The Rolodex file results in the
following benefits:
a. Eliminates the need for pulling and refiling
inspection cards; reduces the number of information
blocks currently used, but no longer required in the
film inspection process. The former method required
4 hours per week vs. 1 hour per week under the new
method or a savings of 156 man-hours annually @
$4.94 per hour (GS-06/2) = $770. 64 annually.
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b. Ten square feet of office space are saved -- old
system 14 1/3 square feet vs. 4 square feet for the new
system or a total savings of $560,
c. Printing costs -- Direct cost of printing the
initial 16,000 3x5 cards was $40.83. Direct cost for
replenishment of 1,000 3x5 cards per year will be $7.27
vs. $11.47 for 1,000 5x8 cards. Form savings will be
$4.20 per year after the initial cost of $40.83 is amortized.
C. Recommendation of the Executive Secretary
1. Not line of duty.
2. $150 award based on annual savings of $1,335 ($120),
plus MODERATE/LIMITED intangible benefits ($30).
D. Decision of the Chairman
i2 5X 1 A
asi Chairman, Suggestion -
Achievement Awards Committee
Atts
Award
-2-
7.vitAA,2 '76
Date
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Approved For Release 2000/06/19 : CIA-RDP80-00706A000100070001-8
:ON OL NO.
TITLE
IDENT. LETTER
PRINT NO.
TYPE
POSITIVE
NEGATIVE
CLASSIFICATION -
iIL IT
wi-
:OMPOS I TE
'IC , E
MR
SOURCE NO.
LOT NO.
I LANGUAGE
ANALYST
PRODUCER OR DISTRIBUTOR
YEAR
RAC,'
8
1 16
35
SILENT
SOUND
COLOR
BW
FS
REELS
FEET
NITRATE
SAFETI
N'TION DATES
SPillt
ENE . CONDITION.
MI
AN NDITION.
AW
CRA HED
Eli
3
6
311 ER
al
1 2 3
4 5 6
1 2 3
4 5 6
1 2 3
4 5 6
I 2
4 5
I 2 3
4 5 6
I 2 3
4 5 6
5%-EXCELLENT; 0.-GOOD; F.-FAIR; P.-POOR; B.-BAD
1.- RN SPROCKETS; 2.-SFIRUNKEN; 3.-WARPED; 4.-PEELING; 5.-STICKY; 6.-OILY
INSPECTED
BY
350
NOV 54
FILM INSPECTION CARD
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(43)
sway'
red
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"Tdl t 6)1C
,rix8 inst:.x.?cf ion arThi VS ?.' Reary
1-
EXECUTIVE SECP.:T..621Y
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.D O.'01-:inf2Er,e
IILADQUARTERS
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 76-268: dated 22 January 1976
, GS-06
Secretary
Directorate of Science and
Technology/NPIC
A. Summary of Suggestion
1. Background
The char force escort in noted that
on the south end of the sixth floor the doors leading to
the vaults are locked. The vault room number is on the
inside of the locked door; this number was needed to give
to security when asking for assistance in opening and/or
closing the vault. Also, no telephones were in the hall to
use to call security; unless you knew the cypher number
to the locked doors, it was necessary to go to the north
end of the sixth floor and down the stairway to the fifth
floor to use the hallway phone.
2. Suggestion
Place the vault room numbers on the outside of
the doors and install a telephone in the hallway.
B. Evaluation
1. NPIC said that vault room numbers are to be
placed on the outside of the vaults, as the result of
another suggestion, in November 1976 when internal
building moves are completed.
2. NPIC said that it was an oversight not to
place a phone on the south end of the sixth floor.
As a result of this suggestion, a request was written
on 3 March 1976 to do so. The phone is a convenience
to the char force escorts working overtime. It results
in more effective utilization of GS-06 time ($4.80 hourly),
at rate of one-half hour weekly or 26 hours annually for a
minimum total of $125. Intangible benefits are MODERATE/
LIMITED, resulting in more effective use of cleaning
crews. Formerly, there was a delay in the char force's
work.
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25X1A
25X1A
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C. Recommendation of the Executive Secretary
1. Not line of duty.
2. $30 award based on combined savings of $125
and intangible benefits of MODERATE/LIMITED.
D. Decision of the Chairman
25X1 A
Chairman, uggestipn and Date
Achievement Awa Committee
Award
-2-
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Approved For Release 2000/06/19 : CIA-RDP80-00706A000100070001-8
SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 76-273: dated 30 January 1976
GS-07
Secretary
Directorate of Science and
Technology/NPIC
A. Summary of Suggestion
Rim Post a sign at the entrance to the
cafeteria stating the time the doors are lockeda
breakfast, lunch and coffee breaks and where to exit.
Many times employees push on the doors not realizing
that they are locked and visitors do not know that the
exit is inconspicuously located at the side of the
cafeteria around the corner.
B. Evaluation
1. NPIC representatives discussed the feasibility
of such a sign with the cafeteria manager. It was
decided that NPIC would order a sign made. The sign is
now in use. The cafeteria manager puts the sign in a
stand when the doors are locked, i.e., morning, lunch,
and afternoon break.
2. NPIC rated intangible benefits MODERATE/
LIMITED. It eliminates frustration and possible jammed
fingers. The NPIC Safety Officer concurred.
C. Recommendation of the Executive Secretary
1. Not line of duty.
2. $25 Advisory Award.
D. Decision of the Chairman
25X1A
C airman, ug
Awards Committee
ZS? -
714L0-7
d Achievement Date
Award
25X1A
25X1A
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wag
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 76-297: dated 13 February 1976
, GS-11
Operations Officer
Directorate of Operations/OPS
A. Summary of Suggestion
1. Background
DDO Area Divisions route memoranda requesting
operational training and special approvals for clandes-
tine assets through OPS/OSG/OC, who routinely order and
review the 201 personality files on these assets prior
to forwarding the memoranda to other Agency components.
Approximately 25 memoranda received monthly identified
assets by cryptonym only which is not sufficient to
enable OPS/OSG/OC to locate the assets' files. This
necessitates the OPS/OSG/OC reviewer contacting the
originating desk to obtain the required information,
adding to the processing time and delaying the request
to other Agency components.
2. Suggestion
OPS/OSG/OC send a memorandum to all DDO Area
Divisions, through their respective area RMO's, re-
quiring that 201 numbers of clandestine assets be
included in memoranda routed through OPS/OSG/OC; and
that subjects of such memoranda be identified by true
name when no 201 numbers have been assigned.
B. Evaluation
1. C/OSG/OC said that they are currently in the
in the process of revising Operations Staff regulations.
itIFIDENTIAL E !MPBET CL BY 060128
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25X1A
25X1A
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During this process, they will include an addition
which will require that 201 numbers of clandestine
assets be included in memoranda routed through OPS/
OSG/OC. It will probably be several months before
the updated regulatory issuances are printed. Mean-
while, OPS will verbally notify area divisions and
staffs to fill in the 201 number on the paperwork
which will facilitate processing time.
2. ISG/DIM said that approximately 8 hours are
saved monthly or 96 hours annually @ GS-06 level or
$4.80 per hour = $460. Intangible benefits are
MODERATE/LIMITED. The change will speed up service
from OSG/OC to various DDO components.
C. Recommendation of Executive Secretary
1. Not line of duty.
2. $75 award based on annual savings of $460
($50), plus MODERATE/LIMITED ($25) intangible benefits.
D. Decision of the Chairman
74444,z
Chairman, Suggestion /and Achievement Date
Awards Committee
Award
2
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roi
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 76-309: dated 20 February 1976
GS-13
Plans Officer
Directorate of Operations/SS
A. Summary of Suggestion
Include Metrobus routes on the Carpool Locator Maps to
assist those who may wish to consider Metrobus transportation
either as their regular means of transportation to and from
work or to solve a temporary or unusual transportation
problem.
B. Evaluation
1. As a result of this suggestion, a sign was posted next
to the Carpool Locator Board on 24 May 1976, stating:
For Metrobus route, schedule and fare
information, call Extension 7808.
The Fine Arts Commission approved the action.
2. Chief, Benefits and Services Division commented that
it is anticipated that the sign may encourage employees to
inquire about Metrobus transportation and thereby possibly
help to alleviate part of the parking and traffic problems. The
sign will provide information which is not currently in the
Agency telephone directory or posted on any bulletin boards.
C. Recommendation of the Executive Secretary
1. Not line of duty.
2. $50 Advisory Award.
25X1A
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old
mai
war*
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D. Decision of the Chairman
25X1A
Chairman, ugges ion
Awards Committee
fib ?
17*444..2. 7?
c ievement Date
Award
-2-
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gar,
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 76-321: dated 28 January 1976
, GAD-04 (GS-16 equiv)
DC/Photo Plate
Directorate of Science and
Technology/OTS
A. Summary of Suggestion
1. Background
The Columbian flat bed intaglio printing press
utilizes a hand feed board. When in operation the press
feeder stood dangerously close to the moving press
plate planks. This was hazardous because the plate
printer's clothing could get caught between the press
plank mechanism and the press bed.
2. Suggestion
The suggester designed, fabricated and installed
a safety cover guard to eliminate the hazard. The guard
was constructed from a sheet of brass formed and bolted to
the outside of the feedboard. It overlaps the open area
in front of the moving press plank and eliminates the
possibility of injury caused by the former condition
(photographs attached). The guard is also easily removable
for mechanical servicing of the press, if necessary.
B. Evaluation
1. OTS/GARB said that the safety cover guard resolves
a safety hazard present for many years. This particular
piece of equipment is a specialty item only operated
several times each year. Fortunately, the hazard potential
has been low on a frequency of occurrence basis. It is a
seldom used specialty press, so operators probably have
been more inclined to tolerate its antiquity (including
hazards) knowing they would not have to work with it on a
daily basis. The point immediately above the new guard
is an operator station requiring considerable concentration
when the press is running. It is easy to visualize the
operator's clothing getting caught in the moving plank
which is shielded from the operators view by the feedboard,
when his attention is on the feedboard and his posture
leaning into it. OTS rated intangible benefits
SUBSTANTIAL/LIMITED and recommended a $100 award.
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2. DD/SU Committee Member concurred in the
SUBSTANTIAL/LIMITED rating but recommended a $75
award.
C. Recommendation of the Executive Secretary
1. Not line of duty.
2. $75 award (SUBSTANTIAL/LIMITED).
D. Decision of the Chairman
25X1A
yore'
7.4442,
Chairman, Suggest' n and Date
Achievement Awards Committee
Award
Atts
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Approved For liplease 2000/06/19 : CIA-RDP8046706A000100070001-8
EXECUTIVE SECRETARY T
SUGGESTION AND ACHI
AWARDS CONLIITTEE s
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 76-329: dated 3 March 1976
Computer Operator
Directorate of Science and
Technology /NPIC
A. Summary of Suggestion
GS-07
Bright colored "Security Escort" badges be worn by all
personnel escorting uncleared personnel within
This would identify the escorts to the security guards and also
to other NPIC employees.
B. Evaluation
1. NPIC Security Branch had bright red "Security Escort"
badges (sample attached) made up to readily identify those
performing escort duty. NPIC Security Branch implemented
a "zone concept escort program." to survey the uncleared
contractors performing the work. Thus, escorts protect areas
where the contractors are working rather than each contractor
being assigned his own escort. In addition, escorts man the
south stairwell and freight elevator, areas which Security
Branch has designated as being open to the contractors for their
use.
2. NPIC said that the suggestion results in a better security
25X1A system throughout During the first three months
of calendar year 1976, some 15 security violations had occurred
25X1A in compared with 8 for all of 1975. Using this badge
alerts Federal Protective Officers and employees that the
uncleared contractors are being properly. escorted and that a
particular area is being protected against inadvertent disclosures.
The FPO now knows to detain any contractor not accompanied by
an employee with a "Security Escort" badge. The use of these
badges is a substantial improvement to security procedures in
25X1A
25X1A
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goi6
25X1A
25X1A
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3. Escorts used have been running at the rate of
approximately 35 daily, 175 weekly, and a monthly volume
of 700. Extensive renovation and construction is scheduled
for in the months ahead. Phase I will extend
through September 1976. Thereafter Phase II will start.
These projects will involve all occupied areas of the building
to include space formerly occupied by U. S. Geological
Survey, as well as DIA, SPAD, and IAS occupied space.
NPIC also plans to extend the use of the "Security Escort"
badge to apply to Xerox Corporation employees and GSA
personnel who visit in the future. Everyone
in , grade GS-12 and below, will be a contractor
escort at least twice during the remainder of 1976 and
perhaps for several months into 1977. The NPIC Suggestion
Panel, because of the value of this system to the security
of CIA and DOD components in , rated the
intangible benefits at SUBSTANTIAL/EXTENDED at the level
of $200.
C. Recommendation of the Executive Secretary
1. Not line of duty.
2. $200 award (SUBSTANTIAL/EXTENDED).
D. Decision of the Chairman
25X1A
Att
Chairman, uggestio and Date
Achievement Awar Committee
12?444:"
Award
-2-
25X1A
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SECNITY
ESCORT
75
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 76-331: dated 5 March 1976
GS-05 25X1A
FPO
Directorate of Administration/OS
A. Summary of Suggestion
Place a blinking amber light, "Please Dim Your Lights"
approaching Gates 1 and 3 of Headquarters. The bright lights
blind the guards momentarily, making it difficult to see the
badge being displayed.
B. Evaluation
1. Chief, Physical Security Division/OS said that a
blinking amber light normally means caution and is not used
to call attention to a message. Experience has shown that
such a light, at night, has a tendency to destroy the driver's
night vision and to be so bright that if there is a message on
the sign, the message is obscured. The cost of the proposed
electrical sign is $8,200.
2. As an alternative standard signs stating "Please Dim
Your Lights" were placed outside Gates 1 and 3 on 25 May
1976. The two (2) signs cost $42. Safety Branch concurred
in the placement of the signs.
C. Recommendation of the Executive Secretary
1. Not line of duty.
2. $50 award (MODERATE/EXTENDED).
D. Decision of the Chairman
25X1A
7 vitt,ht '
Chairman, uggestion d Date
Achievement Awards Committee
Award
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 76-370: dated 25 March 1976
GS-03
Courier
Directorate of Administration/OL
A. Summary of Suggestion
1. Background
Many mail and courier carts do not have warning
devices to use when turning corners or entering rooms
to alert people.
2. Suggestion
Install bells or horns on all mail and courier
carts for use as warning devices.
B. Evaluation
1. OL said that bicycle-type bells are widely
used on electric and push carts throughout Headquarters
Building. Experience has shown that they are an
effective and inexpensive means of preventing accidents.
2. Previously, bells were on all mail and courier
carts, but for some unknown reason, the bells have
been removed from the carts. As a result of this
suggestion, action is currently being taken to rectify
this situation and replace all bells.
Approved For Release 2000/06/19 : CIA-RDP80-00706A000100070001-8
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Approved For Release 2000/06/19 : CIA-RDP80-00706A000100070001-8
C. Recommendation of Executive Secretary
1. Not line of duty.
2. Certificate of Appreciation.
A D. Decision of the Chairman
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Chairma chievement Date
Awards
Committee
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Approved For Release 2000/06/19 : CIA-RDP80-00706A000100070001-8