AUDIT OF THE OFFICE OF SECURITY 1 APRIL 1974 TO 30 JUNE 1975

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP83B00823R000200100006-6
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 6
• Document Creation Date: November 17, 2016
• Document Release Date: July 17, 2000
• Sequence Number: 6
• Publication Date: December 10, 1975
• Content Type: MF

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DEC 1975
MEMORANDUM FOR: Chief, Audit Staff
SUBJECT Audit of the Office of Security
1 April 1974 to 30 June 1975
1. The Office of Security is in substantial agreement
with all of the recommendations contained in the Report of
Audit of the Office of Security, dated 10 October 1975. Our
specific reaction to each of the recommendations and the
action taken with respect thereto is as follows:
2. Recommendation: Document discrepancies in Technical
Security Division (TSD) property account in accordance with
regulations and continue efforts to strengthen inventory
controls and procedures.
We concur in this recommendation which is con-
sistent with actions already undertaken by the
Office of Security prior to the audit. After a
Logistics Officer was assigned to TSD in October
1974, two complete physical inventories were
conducted resulting in the identification of 68
discrepancies between the physical inventory and
the stock control cards. These differences
amounted to an apparent shortage of 166 items
with a total dollar value of $182,231; those
facts were reported to the auditors and included
in their report. Subsequent to the completion
of the audit, our continued efforts to locate
and recover equipment charged to TSD has resulted
in our recovery of previously missing items with
a dollar value of $40,508, as well as our
discovery of overages amounting to $3,180. The
net dollar shortage has thus been reduced from
$182,231 to $138,543. A Report of Survey designed
to accomplish appropriate adjustments to our
property records is being submitted to the Head-
quarters Board of Survey. Steps taken to strengthen
TSD inventory controls and procedures are described
in detail in the Report of Survey.
E2 IMPDET
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3. Recommendation: Return equipment stored in "the
pit" to TSD inventory account and relinquish the space if
no longer needed.
Concur. Certainly, as far as the Office of
Security is concerned, the equipment stored in
"the pit" could be returned to stock and the
space which it occupied, BD-2809, could be
offered to the Office of Logistics for other use.
However, the ultimate decision on removing all
vestiges of this capability rests with. the
Director of Central Intelligence.
4. Recommendation: Require written approval of actions
transferring property for disposal.
When property identified as excess to our needs
is transferred to the the Office of
Logistics may decide to return that property,to
stock, to reissue it to another Agency component,
or to dispose of it as either excess or unservice-
able. The decision regarding final disposition of
such property is made by the Office of Logistics
and we are not always aware at the time we transfer
the property how it will be used. In addition,
property which is either excess to our needs or
was acquired by us for operational use by other
Agency elements is sometimes transferred directly
to Agency components other than the Office of
Logistics. All these transactions are documented
in accordance with instructions published in
We would have no unusual difficulty in provid-
ing the signature of an approving officer in
addition to the signature of the accountable
officer on transfer documents but before such a
procedure is implemented by us, we believe that
the following points should be clarified:
a. Should an additional approval
signature be required on all property
transfer documents or only those involv-
ing certain types of transactions, as
suggested by the audit report?
b. Is the approval requirement
appropriate for adoption throughout the
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Agency at the same time it is adopted
by the Office of Security?
c. Should this requirement be
incorporated into
Because we consider the Office of Logistics
to be better qualified than the Office of Security
to make such determinations, we defer to the Office
of Logistics with respect to this recommendation.
5. Recommendation: Reduce firearms inventory to a
level consistent wit current requirements.
Concur. The Office of Securit Head uarters
inventory has been reduced from fire- 25X1A
arms which will be held for use as follows:
a. To provide replacement weapons
for those issued to the DCI Protective
Staff.
b. To provide weapons to selected
Office of Security personnel in the event
of a national emergency. They will be
needed for the -protection of classified
materials when such material is being
transferred to a new location or held
temporarily under less than secure
conditions.
c. To provide weapons to selected
Office of Security personnel. in response
to requests from another government
to assist
the Secret Service in the protection of
the President or other dignitaries.
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6. Recommendation: Designate Film Officers to ful-
fill the responsibilities as discussed above and outlined
in
Concur. Film Officers have been designated
to fulfill the responsibilities outlined in
The current Central Reference Service
(CRS) machine listing of films and video tapes
charged to the Office of Security has been
reconciled.
7. Recommendation: Update the current Table of
Vehicular Allowances (TVA), including specific information
required by regulation, to determine if disposal of low
mileage vehicles is warranted.
Concur. The justification for each motor
vehicle authorized under our current TVA has now
been documented in accordance with the provisions
of One vehicle has been disposed
of wit out rep acement and our TVA has been re-
duced accordingly. We will continue to review
the use of official vehicles to determine whether
further changes are warranted.
8, Recommendation: Review the use of POVs by agents
and determine if the current policy of full mileage reim-
bursement in all cases is more cost effective than other
alternatives such as government owned vehicles for agents
who consistently drive more than 20,000 miles per year.
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We believe that we now have a basically sound
system for controlling the assignment of agent
personnel but we agree that an analysis of the
total mileage traveled by each agent may provide
some additional insight into the possible savings.
Because we have not in the past accumulated mile-
age information for individual agents we cannot
readily identify those individuals who travel
more than 20,000 miles per year, nor were the
auditors able to provide us such information
from their sampling of records. We have now
begun, on a trial basis, to accumulate mileage
data for individual agents and plan to make a
review during the coming year to determine
whether the resulting benefit warrants continu-
ing that practice.
The audit report mentions that mileage claims
are reimbursed by the Office of Security at the
maximum rate. It is our understanding that FPMR
temporary regulation A-11, published by the
General Services Administration under PL 94-22,
19 May 1975, specifies that "the reimbursement
mileage rate shall be 15 cents per mile for the
use of a privately owned automobile" and that
the Office of Security has no discretionary
authority to reimburse at a lower rate.
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The audit report suggests that consideration
be given to the possible use of government owned
vehicles by agents who consistently drive more
than 20,000 miles per year. We note that Agency
policy as set forth in provides that
the use of privately owned vehicles for official
purposes in lieu of the assignment to individuals
of Agency vehicles is encouraged whenever possible.
Although we recognize that Agency policy can be
modified where circumstances clearly warrant, we
do not believe we have sufficient information at
this time to justify our recommending a change.
This subject.has been discussed with the Chief
of the Travel Policy Committee as suggested in
the audit report and we are accumulating informa-
tion which, together with the individual mileage
data available to us during the coming year,
should provide a basis for determining whether
or not some recommendation with respect to the
possible use of government owned vehicles is
warranted.
Robert W. Gambino
Director of Security
Distribution:
Orig - Adse
1 - DD/A
1 - D/OL
1 D/Fin
1 - D/Security
1 A&TD/B&F
1 MTD Subj
1 AETD Chrono
UOS Registry
OS/A&TD :ba(4Dec75)
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