REPORT FOR WEEK ENDING 10 JUNE 1959 FROM MANAGEMENT BRANCH

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000900220007-0
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 6
• Document Creation Date: December 19, 2016
• Document Release Date: April 3, 2006
• Sequence Number: 7
• Publication Date: June 10, 1959
• Content Type: REPORT

Approved For Release 2Q(,kfj~~ RDP70-002118000900220007-0
Report for Week Ending 10 June 1959
from
Forms Management Branch
1. Contributions
a. Tangible
(1) Completed 27 actions requiring the printing of 447,500
copies or sets of blank forms.
(2) Two new and 6 revised forms were approved.
(3) One form was obsoleted.
b. Intangible
(1) New form, titled, "C S Number Assignment" has been
developed to be used within DD/P for permanently
recording CS numbers to disseminated field "Informa-
tion Report." Coordinations of draft with OPI i$
completed and form is now about to be released to
printer.
(2) Developed for CCD/DD/P six coding sheets, Form Nos.
1648, 1648a, 1648b, 1650, 1651, and 1652, to be used
for coding pertinent "cover" information on to IBM
cards. All of these forms, which are 8" x 14",, are
presently being coordinated as a "package" through
(3) New Headquarters Reassignment Questionaire" proposed
by the Support Branch, Security Staff, Office of
Communications, has been forwarded to the Office of
the I & R Staff of DD/P.
Personnel for thorough preliminary coordination.
2. Assignments - Active
a. Agency Chain Envelope
1 -1
b. Revision of Dispatch Forms
c. Improved Management of Stocked Forms
0
d. Expedite Printing of Information Reports
e. Uniform Information Report
0
f. Teletype Dissemination Information Reports and Systems
g. Elimination of Transmittal Dispatches for Personnel Type
Data
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25X1
25X1
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25X1 h. New Building Project
CONFIDENTIAL
0
(1) Additional copies of the "Badge Code" chart have been
made for use by the contractor and his sub-contractors.
(2) Due to continuing trips to the site, Union officials
have requested permanent photographic badges. This
can be done if and when the Director of Security
approves the action.
i. Ten new and 22 revised forms.
3. News
on Records Management.
are attending the Sixth Institute
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 Approved For Release;
1. Contributions
1DP70-00211 R000900220007-0
Weekly Report for Week Ending 10 June 1959
from
RECORDS DISPOSITION BRANCH
a. Assisted ARO, General Counsel in preparing 6 cu. ft.
of records for retirement to the Records Center. Two boxes have
been retired and the remaining four will be transferred after
the top secret material has been properly listed.
b. OO/FDD
and team)
The revised records control schedule together with findings
and recommendations made by the team has been transmitted to Miss
of FDD. I wish to express my thanks to my team members
for their assistance on this survey. The team members were Messrs
c. Reissuance of Handbook for Subject Filing as unclassified
publication
MR"
Completed this project which provides a training manual which
should prove more useful now that it is available in two versions.
The new unclassified version may be kept on user's desk,
which should result in more frequent use and easier reference to
the index. It will also be easier to use as a textbook for OTR's
clerical training and for RMS on-the-job training of ARO's and
files custodians. It is available for Field use when desired.
The original Confidential version required remarkably little
change after 5 years use and is still useful when its classification
is no problem.
2. Assignments
25X1 a. Shelf Filing
OCR/IR/FE/NEA
The Office of Security has informed us that some modifications
to the existing secured area are necessarj. A memo confirming
this information is being forwarded to as as well as to the Office
of Logistics. -,>
OM/Assessment and Evaluation Staff
A floor plan has been submitted to the Office of Security for
approval 6f the floor loading and safety. Add-a-Shelf type
shelving with doors will be used for this installation. ME Staff
requested the addition of doors because of the sensitive material
involved.
CONFDENT1FL
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 Approved For Release 20 ( + CI RDP70-00211 R000900220007-0
~~Ju
MR/Operations Schools/Headquarters TrairAag
Waiting for Security approval bf use of secured area.
OTR/Intelligence School
The proposed use of an existing secured area has been
approved by Security as well as floor loading within the area.
As soon as the approved plan is returned to us we will proceed
with the project.
Office of Security/Builds 13
25X1 OO/Contact Divis ion
OP/Records and Services Division Test Installation
No change from previous report.
b. Records Systems
Review of "Functional Filing System" proposed for OC
Completed Staff Study which compared proposed system with
Agency's standard Subject Numeric system, found the latter
superior, and recommended its adoption for OC.
c. Records Control Schedules
Executive Registry (Draina)
No change from previous report.
25X1 OO/FDD
and team)
d. Special Projects
DD/P Support Staff
0
No change from previous report.
OSS/RI Archives
The inventory of the records has been completed and a rough
draft of the descriptions prepared.
Review of Clerical Training in Filing
0
Transmitted revised HB for Subject Filing to OTR for use as
unclassified textbook. New teaching aids (16 letters for practice
and text in classifying, 16 cards for alphabetizing, demonstrator
cabinet and file) are being used and instructors' reports are
favorable. Visual aids (ik color slides) are being prepared by
OL/PSD. Project 85% complete.
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3. Vital Materials
0
A meeting was held with representatives from OCR Admin Staff,
Machine Division, Documents Division and the War Plans Officer to
discuss segregating raw intelligence from finished intelligence
at time of filming OCR Batch material. Because of a delay between
time of arrival of a document in the Agency and time of filming of its
filmed image in the aperature card file, the proposal for segregating
the material at time of filming was not accepted. However, in order
that we can automatically remove all batch microfilm reels after 18
months, it was agreed that the repository would be provided with an
active-film copy for all finished materials. This active film card
will be filed by document number and can be located through reference
to the intellofax card. This will eliminate the need for depositing
the document to reel number card for all finished documents.
Our suggestion for using flash card targets on all batch micro-
filmed reels was accepted. Each filmed document will be preceded
with a large 8 x 10" flash card with a number (1 or 2 digits). This
number will also be punched into the document to reel card. Therefore,
in the future the sequential location of a specific document on a reel
can be found by referring to the appropriate library document to
reel card.
A meeting was held with OCR/TS Control to obtain
permission for the repository to destroy certain TS deposits of raw
intelligence. Approval was received for 6 of 12 series discussed.
The remaining 6 will be referred to newly appointed
Chairman of the DDT/Vital Materials Con tee or review.
Two from DD/P and three from ORR accompanied last week's trip
to the Repository.
Microfilming of Vital Materials continues in OCR/GR and Security
Office.
I provided us with a copy of the revised microfilm
schedule for the Personnel Office.
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C-O N F ~ ~ E N T L
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C~N9III Ei CIAL
Weekly Report for Week Ending 10 June 1959
from
D
1. Contributions (Intangible)
a. Manned the records management Support Services Exhibit
and briefed about 25 people. Nineteen Program pamphlets
and six copies of the unclassified Handbook for Subject
Filing were distributed. There was particular interest
in the latter.
b. On the basis of evaluation and from discussions
with prepared a training report
for submission to the Chief, Records Integration Division.
2: '/Assignments - Active
a. Revision and Reorder of_Overnight Storage Boxes - TSS has
received an estimate of $10.50 to make each box in lots
of 1,000 boxes. The main cost is $7,500 for the plastic
mold.
b. Records Disposition Workshop - Logistics Graphics has
completed about 50%-of the work on the 18 slides.
c. Training Material for DD/P Trainees-Developed four practice
problems on reports management. Work on others is con-
tinuing. Obtained from'the Records Center sample OCR
correspondence on which to base a correspondence management
project.
3. Assignments - Inactive
a. Courier Receipt and Chain Envelope.
b. DD/P Records Management Program.
Approved For Release 2006
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