WEEKLY REPORT - WEEK ENDING 1 DECEMBER 1954

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300240005-6
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 9
• Document Creation Date: December 19, 2016
• Document Release Date: September 19, 2005
• Sequence Number: 5
• Publication Date: December 2, 1954
• Content Type: MEMO

Approved For Rele t: (CIA-RDP70-00211 R000300240005-6
nt staff 2 17eabe
Chief, Records Management Division
weekly Report -, Week Ending 1 December 1954
1. The review of the 1711,/ records control schedule has
been completed.. Action can now be taken by M /P to dispose of
11.7 categories of records. Since the schedule prepared by DD/P
did not disclose the volume of records, it is not possible to
determine in terms of filing equipment bow much material can be
eliminated from active office space. A request has been sub-
mitted for this information and as soon as it is received a
furtlutr report will be given to you. It appears, however, based
on the schedule, that a substantial amount of material will not
be retained permanently.
2. Some activity is nov taking place in the Security
Office with respect to the preparation of a records control
our pie who are working with him that a substantial volume
of records can be transferred to the Records Center if the
officials of the security Office agree with our recom endations .
advised by i111/P that a shipment of epproxi
_
e cabinets of inactive records vill be received in
am overseas for storage in the Center.
4. A representative of the Logistics Office advised us
that the new Records Center building in scheduled for completion
on 13 January 1955.
The equivalent of 15 cabinets of inactive records
transferred to the Records Center. The total records in the
Center are now equivalent to 2,108 file cabinets.
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Report for Week Ending 1 December 1954 from
RECORDS SYSTEMS BRANCH
Project I80 Agency Wide Microphotography Survey
Project is continuing and is approximately 37% complete.
Project 4-81 - Security Desk Trays
Project is continuing and is approximately 90% complete.
Records Company submitted a sample tray of a simplified design
which they indicated could be made for approximately 5.00. Re-
quirements for actual procurement and distribution of the trays
were discussed with representatives of the Logistics Office and
it is anticipated that procurement action will be initiated within
the next week.
Project 4.-82 - Filing System - Handbook for the Subject Classification
~" and Filing of orrespondence Records, HB 0-1 0
No change from previous report. Project is approximately 99% complete.
Project 483 - Vital Materials Deposit Schedules for All Offices
Project is continuing and is approximately 65% complete.
Project 4-84. - Vital Materials Microfilm Project
Microfilming of the OCD/BR dossiers continues. This project is
approximately 67% complete.
Microfilming of special material in OSI has been completed.
Microfilming of vital materials in the Security Office continues.
This project is approximately 80% complete.
Project 4-96 - Vital Materials Handbook
No change from previous report. Project is approximately 12`;0 complete.
Project 5-56 - Surve of Cable Reference Dis osition and Vital
Materials equirements
A meeting with representatives of the Office of Comrainications, Cable
Secretariat and RI/FI has been scheduled to discuss the recommendations
contained in the report. Project is approximately 99% complete.
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low,
Project 5-59 -Revised courier Receipt and Logging System
No change from previous report. Project is approximately 5% complete.
Project 5-60 - Cable Receipting System
No change from previous report. Project is approximately 5% complete,
General Information
of this office met wi tit d
f OSI to instruct I in the operation of the
new Diebold Portable Microfilm machine. This meeting resulted from
a request from for the loan of a microfilming machine
n, n of OSI As
o
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to film vital materials in the Nuclear tmergy lvisi
only can film these documents, it was necessary to ac-
quaint him with the operation of this new camera.
Chef of Sovmat Staff and the Area Records
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Officer, visited the Repository this week to review their vital
materials holdings. Resulting from this review, one (1) cubic foot of
superseded material was destroyed. I Istated that in the
future more adequate disposition instructions irn e provided the
Custodian which will permit the destruction or withdrawal of superseded
material upon receipt of a more current deposit or finished report.
We were requested b OCD/BR, to train one of his men
in the use of a Model E Recorc ' crofilm Machine. I e
arrangements for obtaining the machine and spent about 6 hours in
instructing the man how to use it, in making tests, and in assembling
supplies for a proposed field trip.
Arrangements have been completed with the Machine Records Division to
prepare tabulating cards for use in preparing a listing of Management
Staff reference material. As accretions are added, new listings will
be prepared from the cards and distributed throughout the Management
Staff.
A proposed notice is being prepared which will require a certification
from the Area Records Officers that existing filing cabinets are being
properly utilized before ordering additional ones. This notice con-
formcwith the intent of the GSA regulation which requires a similar certi-
fication from the Agency's Records Officer for the purchase of new equip-
ment.
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CONFIDENTIAL
 Approved For Re1gag1f6@FFflA-RDP70;Q,p211 R000300240005-6
Report for Week Ending 1 December 1954 from
REPORTS AND CORRESPONDENCE MANAGENIEN T BRANCH
Project L-91 - Review of Records Management Program Logistics
Office Reports and orrespondence ;anagement
No change in project status. The correspondex is 90% complete
insofar as the Logistics Office is concerned--60% complete with
respect to promoting its use throughout Headquarters. The re-
ports management phase is 20% complete.
Project 4-914 - Office of the comptroller Reports Management
Program
No change in program status. Project is 23% complete.
Project-98 -Correspondence Handbook
Handbook is being reviewed by Miss Dove. Project is 95% complete.
General Information
a. Glossary of Administrative Terminology - Card indexing and cross
referencing of terms was completed. Typing of the draft for approval
by DD/A will commence today or tomorrow. Project is 53% complete.
b. Employee Suggestions
(1) No. 1038, Indicating the Sterility of Correspondence on File
Copies - Replies have been received from t, of the ARO's requested
to comment on the suggestion. `~
(2) No. 1357, Headquarters - Wide use of Commercial Size and
Legal Size Letterex, and No. 1358, Procurement of Standard Form No.
611. (Short Form Office hemorandum) in Pads of Bond and Tissue Sets -
Fact gathering on these suggestions has been completed.
c. Guides to Effective Writing Chief of OTR Plans
and esearc STaff, reported his staff is reviewing the pamphlet
material we furnished.
In response to a request byl staff, we
developed a guide to minutes writing. She has also requested an
analysis of her writing..
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REPORT FOR WEEK ENDING 30 NOVEMBER 1954
RECORDS CENTER BRANCH
Acces iaoning
Information has been received from the Area Records Officer, DD/P, that
shipment of approximately 410 cubic feet of records has been started from
an overseas installation. The time of arrival in the Records Center has
not yet been determined.
The Center received 33 Archives b@xes (14 cubic feet) of Captured Japanese
documents returned from the Federal Records Center on a permanent withdrawal.
These records are being held pending completion of arrangements for trans-
ferring them to Army, G2.
Total holdings of records retired to the Center from active files in
expensive office space is now 8,050 cubic feet. Accessioning transactions
are averaging more than 1 per working day for this calendar year.
During this week the following accessions were made:
0 0
Logistics
Comptroller
OCI
ORR
OCD
OSI
Training
Sub-total
Finished Intelligence
Total
Total accessions to date - 353.
General
67 Cubic Feet
17
:O
10
4
2
2
113 Cubic Feet
8 -t It
121 Cubic Feet
of LO/TD conferred with egarding
details of the Center move. It was agreed that o d furnish
5 laborers to unload and shelve fifty pallets per day. At this rate, the
move will take 20 working days. A visit was made to the new Center
building where nspected the receiving area layout. Completion
date for the construction as now been moved to January 13, 1955. After
conferring with O/RE, it appears that the tentative move
date in staff study will be February 1, 1955.
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Report for Week Ending 1 December 1954 from
FORMS MANAGEMENT BRANCH
Project 4-85 - FI Information Reports
Discussions with DD/P and Logistics Office personnel con-
cerning a distinctive modified format for the FI Infor-
mation Report continued during the week with several differ-
ent versions being developed in an effort to meet that
office's requirement for a distinctive format which will,
at the same time, meet our objective more efficient oper-
ations at less cost." Three final proposals have been
developed for submission today. Project 74.2% complete.
Project 4-86 - Forms Index
A total of 130 forms have to date been obsoleted as a re-
sult of this project. 110 are CIA forms and 20 are forms
of other government agencies. Of this amount, 39 were dis-
continued by this office because of inactivity. Project is
78.76% complete.
Project 4-95 - Forms Management Handbook
No change. Project is 10% complete.
Project 4-103 - Preparation of Final-Type Forms Copy by
Forms Management Branch No change. Project is 11% complete.
00 Information Report
Unsatisfactory test conditions reported last week have now
been entirely resolved. Arrangements have been made with
the printer to obtain a price adjustment on a new order just
submitted which will compensate the Agency for inconvenience
and delays suffered by the printer's error.
Individual and Group Information Reports
Proofs have been approved by the office of primary interest
and returned to the printer delivery. Extra
ozalid copies were furnishe for use in
discussions with representatives o e ommittee.
Forms Management Program Booklet
Printed copies of the booklet were received yesterday and will
be distributed to Area Records Officers and other interested
individuals in the near future.
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Forms Management Poster - "Don't Waste Forms"
Rerun of a previously unsatisfactory printing was received
today. The new poster is considerably easier to read be-
cause of a better use of color. Posting in all Agency
buildings will be accomplished as soon as possible.
Summary of Individual Actions
New
Reprints
Revisions
Other Gov't. Forms
Overprints
12 Redesignated
2 1,000
4 42,000
14 36,400
79,400
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Report for Week Ending'1 December 1954 from
RECORDS DISPOSITION BRANCH
Project 4-77 - Office of Scientific Intelligence
No change from previous report. Project is 99% complete.
Project 4-78 - Office of General Counsel
The training of personnel in the use of the file plan is complete.
It is anticipated that the disposition plan will be approved and
signed by the General Counsel within a few days. Project is 99%
complete.
Project 4-97 - Records Dis osition Handbook
The Handbook is still in the coordination process and comments are
to be submitted to Regulations Control Staff by 3 December 1954.
Project is 85% complete.
Project 4-116 - Security Office
The Records Control Schedule is being prepared by the Area Records
Officer and will be submitted to the Office staff for formal approval.
Project is 87% complete.
Project 5-2 - Office of National Estimates
No change from previous report. Project is 99% complete.
Project 5-32 - Office of Research and Reports
As of this date, 213 describable items covering an estimated 24.03
linear feet of records have been listed. Project is continuing
and is approximately 29% complete.
An estimated 10 linear feet of correspondence, reports, surveys and
other papers documenting the "Janis" intelligence production program
have been collected and will be retired to the Records Center. This
material will be consolidated with the Janis publications already in
the Center and will provide a complete history of the entire Janis
program.
Project 5-40 Office, Chief of Operations
A discussion will be held with the Area Records Officer the latter
part of this week regarding the Records Control Schedule for the
Office. A few changes in the Schedule may be necessary and it is
anticipated that the signature of the Chief of Operations will be
obtained within the week. Project is 75% complete.
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General Information
An appraisal was made of the consolidated Records Control
Schedule as requested by the DD/P Area Records Officer.
The Schedule consisted of 117 items and was above average
in coverage and detail. The Schedule was approved and the
disposal standards can be applied immediately. As it was a
consolidated schedule the figures for the amount of records
covered and equipment used are not immediately available. This
omission was discussed with of DD/P and we were in-
formed that if permission was granted for the disclosure of that
information we would be notified immediately.
A permanent withdrawal of 37 boxes of captured Japanese Ordnance
documents has been made from the National Archives. The request
for these documents was received from the Assistant Chief of
Staff, G-2. Plans are now being coordinated for shipment of
these documents to the Army.
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