WEEKLY REPORT FOR WEEK ENDING 6 MAY 1959 FROM FORMS MANAGEMENT BRANCH

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000900220024-1
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 6
• Document Creation Date: December 19, 2016
• Document Release Date: April 3, 2006
• Sequence Number: 24
• Publication Date: May 6, 1959
• Content Type: REPORT

Weekly Report for Week Ending 6 May 1959
from
FORMS MANAGEMENT BRANCH
25X1
25X1
1. Contributions
a. Tangible
(1) Completed 4+2 actions requiring the printing of 1,160,000
copies or sets of blank forms.
Approved For Release 261 fi T 70-00211 R000900220024-1
(2) Five new and six revised forms were approved.
(3) Three forms were made obsolete.
b. Intangible
(1) Received from the Security Division, Office of Logistics,
request for the revision of "Contract Security Record,"
Form No. 1257. It was proposed the front of this form,
heretofore printed on a 5"x8" card, be made up as an 8" x 102"
cut sheet and punched for filing in a 3 ring binder. It was
also proposed that a new 8" x lOz" cut sheet form be set up
for a 3 ring binder by revising the back of the original
5" x 8" card. After acceptable drafts of these two forms were
prepared and submitted to the OPI, it was suggested by this
office that the two formats be printed back to back on a single
8" x 102" 88# ledger sheet. The Office of Logistics,after
some consideration,was receptive to the suggestion and, asa
consequence, two proposed sets of records were consolidated
into one set. This, aside from requiring less filing space,
will also provide faster reference and more efficient cross
reference.
(2) Got 0TR to agree to buy flannel board, easels, carrying cases,
etc.., needed for RMS Training Program. We will receive
materials on permanent loan. Requisition has been placed.
(3) Provided Air Force with copy of technical specifications for a
7-part form set including an offset master. Advised them use
of such a master in an interior position in a continuous set
for use on an IBM Tabulator is not now technically feasible as the
unprotected master. Use of a smudge sheet in a continuous setl~~E w,rwuc?f!:;)c
is not practical. cra:{ wool.
,z r;Eb ON Yt?
(4.) Developed a plan for improved management of DD/P forms.
is to discuss this matter with the DD/P Records
Officer today.
Approved For Release 200
 Approved For Release 2006/05IifkT0"I 1 R000900220024-1
(5) Aml reports received from various offices covering twenty
2. Assignments
a. Active
(1) Discussion continuing with and
forms which have not been reordered during the past 20 months
indicate that 3 forms are obsolete. Seventeen of these
forms will continue in a currently active status.
of the Comptroller's Office concerning the possible
elimination of the dispatch transmitting the T&A form.
(2)1 is presently working with on the
new form 156, titled, "Authority for Destruction of File".
(3)
working with is presently in contact
with FI/RQM/RC assisting in the development of a new "Information
Report Clearance Request".
(4) Four new and 11+ revised forms are pending.
(5) Survey is being made among 13 Area Records Officers covering
327 forms bearing on the following:
(a) Continued need for use overseas.
(b) Appropriate Security Classification.
(c) Appropriate Mode of Shipment.
(d) Possibility of content modification to reduce classification
and permit less costly Mode of Shipment.
(e) Need for instructions to field pertaining to shipping, handling
and storing overseas.
3. Assignments
a. Pending
(1)
has not yet completed his review of new memorandum of
last fall pertaining to the Dispatch Study. It is understood that
RI is working on procedural changes and mended regulations.
1+. News
a. We are. testing a newly improved silicone overcoated purple hecto mat.
This mat is alleged to be cleaner and capable-,.of delivering 250-300
Approved For Release 2006/05/24: CIA-RD 70-00211 R000900220024-1
CONFIDENTIAL
 Approved For Release 2 ~i'/ P70-002118000900220024-1
Report for Week Ending 6 May 1959
from
Records Disposition Branch
1. Contributions
25X1 DD/G/CE/DD/P Shelf Filing
New shelving was installed this week replacing the broken bulk
storage type shelving formerly in use. Cost of the new shelving
$400, and a 5% increase in filing space. Project complete.
2. Assignments
as Filing Equipment
Office of Central Reference/IR/FE/NE/A
Plans are being prepared for open shelving within the secure area
that will house material from (33) thirty-three four-drawer
legal safes, current holdings and expansion for three years.
A request and plan for a partition to replace the safes that
form a barrier between the two Branches are also being prepared.
/OP/Records and Services Division/Shelf Filing/Test Installation
/00/Contact Division/Shelf Filing
-0f ice of Security/Building 13 - Shelf Filing
OP/Contract Personnel Division/Card Index
No change from previous report.
b. Records Systems
OSI
At the request of the Executive OSI a review of the files of
the Elint Staff Office was started. Preliminary work on this
project indicates that too much of the correspondence is held
in the individual analyst's files and not in the central subject
files. Work will continue until a complete subject file has
been developed.
25X1 0O/FDDD and team)
Revised schedule in FDD for review and signature,
d. Special Projects
Review of Clerical Training in Filing
a. Arranged visits 6 May to Subject-Numeric Files in Offices of
,,-AD/RR and C/Geographic Areas Custodians explained their
files, and ARO/ORR briefed the group on installation of 63 s-N
Approved For Release r JAL,RDP70-00211 R000900220024-1
25X1
25X1
25X1
 Approved For Release 006/05/24: CIA-RDP70-00211 R000900220024-1
CQFIEf. ILL
files in ORR. Participants includedi 25X1
C/Inductee Training/OTR; 25X1
trainees from DD/P; and RMS. 25X1
b. Revised practice and test materials approved by OTR/CT and
OS and submitted to OL/PSD. Completion of printing scheduled 25X1
for 12 May.
Reissuance of Handbook for Subject Filing as unclassified publication
OL/PSD rescheduled printing with estimated completion date of
29 May.
25X1 Emergency Filing Equipment
Fact finding and analysis con nuing.
File Cleanup Campaign
II
Service Calls Processed-by Records Center
No change since last report.
25X1 e. Inactive Assignments
Sorting Equipment Booklet
Analyst Files Project
3. Vital Materials
II
Records Management Program Guide.
a. Microfilming of Vital Materials in OSI continues. Filming in
OCR/GR also continues.
b. Three employees of DD/P/RI and
FBIS accompanied
last weeks trip to the repository.
c. A memorandum and general listing of DD/I and DD/S Vital Materials
deposits has been developed for review byl in DD/P.
It is hoped that this will aid DD/P in their selection of VM
and also eliminate any duplication which may presently exist.
4. News
a. Concurred in the National Archives proposal to dispose of certain
procurement records of OSS,
b. National Archives has requested our assistance in locating certain
missing Japanese Government records seized during World War II.
II
c. At the request of ORR/MAp Library discussed the
disposition and possible.,inclusion in the Records Schedule of
Air Target material, and a 3x5 card index (record co ) of all
charts published within the Intelligence Community. 25X1
gecords nt~ info
ApprovedCPor F~elease/ (r~' -~~1 4 Air
 Approved For Release 2006/05/24: CIA-RDP70-00211 R000900220024-1
Target material, under suplemental distribution, but, including
it in the Records Schedule seems to be more desirable at this time.
additional information to proceed in these areas,
d. A tour of vaulted areas with the ARO in OTR has opened two possible
shelving projects. Will contact ARO this week for necessary
e. ORR/Map Library has requested our assistance in locating a metal
shelving more auitable to storage of various sized books such
as Atlases etc. to replace the wooden shelving now in use.
attended Management Analysis Conference
Luncheon 4 May to hear William Rapp report on the recent Bureau
of the Budget survey of Management Analysis activities in Head-
quarters of 25 Federal Agencies.
r-__CONFIDENTIAL
Approved For Release.. 2006/05/24: CIA-RDP70-00211 R000900220024-1
 Approved For Release 200 / NFjDENTtL;00211 R000900220024-1
Report for Week Ending 6 May 1959
from
1. Contributions (Intangible)
a. Briefed (OCI) and (Records Center)
on organization an ctions of the Management Staff and
development of the Records Management Program. Briefed
(FBID) an Reports and correspondence management and
b. Reviewed and commented on proposed material for a GSA workshop on
speeding correspondence.
c. Developed cost factors pertaining to storing and servicing records
in Agency offices and the Records Center.
2. Assignments - Active
a. Courier Receipt and Chain Envelope.
Graphics Register Film Index - Graphics Register personnel have
selected the Diebold elevator file over the Mosler Revo-File. They
are furnishing comparative data on the two pieces of equipment.
c. Overnight Storage Box.
d. DD/P Records Management Training Program.
e. Records Disposition Workshop - Completed about half of the inttiductory
script. Developed ideas for additional slides.
f. Revision of EMS Positions. Official copies of descriptions approved by
25X1 will now present them to the Chief, Salary
an age Div sion.
3. News
a. Attended the Management Analysis Luncheon Conference on the Budget
Bureau's study of management analysis activities in the Government.
Approved For Release 20
M
t0-00211 R000900220024-1