WEEKLY REPORT - WEEK ENDING 3 NOVEMBER 1954

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300240009-2
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 9
• Document Creation Date: December 19, 2016
• Document Release Date: September 19, 2005
• Sequence Number: 9
• Publication Date: November 4, 1954
• Content Type: MEMO

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Chief, Management Staff
Chief, Records Management Division
Weekly Report - Week Ending 3 November 195+
4 liovember 1954
1. Arran,emeents were made with the National Archives
for a representative of the DD /P area to make a search of
captured Japanese documents maintained by the National
Archives.
2. The equivalent of 35 l-drawer legal cabinets of in-
active records were transferred to the Records Center.
3. The Logistics Office is in the process of establish-
ing its internal forms management program and has submitted
for our approval a proposed office instruction. The Office
of Training is also in process of establishing its forms
management program.
4. The vital materials program of CCD to being formally
blished and a decision has already been made for the de-
t of all IAC cables. The first deposit was made on
5. The inventorying and appraising of records in CJRR
is continuing satisfactorily and is approximately 22% com-
plete. Additional .records consisting of material pertaining
to the JAMB intelligence production program have been
identified for transfer to the Records Center.
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Report for Week Ending 3 November 195+ from
REPORTS AND CORRESPONDENCE MANAGEMENT BRANCH
Project 4-91 - Review of Records Management Program, Logistics
Office
a. Reports Management - No change in program status. Project
is complete. Our recent completion of the Correspondence
Handbook provides us with additional time to promote this pro-
gram. We propose to contact the LO Administrative Officer
this week.
b. Correspondence Management - Progress continues on the
correspondex o administrative requests and reports. Rough
drafts of the index cards of concern to the Office of Training
have been furnished that office for review. Rough drafts for
the Personnel and the Security Offices are being typed.
Administrative officials in other offices are expressing keen
interest in the pilot correspondex being developed for the
Logistics Office. Officials in ORR and OTR have specifically
requested a similar installation.
Project 4-94 - Office of the Comptroller Reports Management
Program
No change in program status. Project is 23% complete.
Project 4-98 - Correspondence Handbook
The Handbook is ready for submission to the Regulations Control
Staff for authentication. Project is 95% complete from the
standpoint of the manpower this Branch plans to expend upon it.
General Information
a. Glossary of Administrative Terminology - Recent work on the
administrative correspondex produced a valuable by-product--a
listing of the titles of about 200 definitions taken from regu-
lations and handbooks. Discussions with F_ I
Regulations Control Staff, and Administrative
Staff, confirmed our belief tha ere s a 7need for an Agency
glossary of administrative terms, as a counterpart to the pro-
posed HBI "Glossary of Intelligence Terminology," being
coordinated by OTR. Approval to develop such a glossary will be
requested of
b. Employee Suggestions
(1) Evaluations of the following suggestions were completed
and submitted to the Incentive Awards Committee:
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No. 1270 - Increasing Adding Machine and Typewriter
Ribbon Life.
No. 1275 - Punched and Reversible Correspondence
Reference Tabs.
No. 1286 - Use of Backing Sheets to Protect Last
Pages of Documents.
(2) Suggestion No. 1163, Headquarters - Wide Use of Smudge-
Proof Hectograph Masters - Recent tests of samples from the
McGregor-Werner Co., and the Coronet Carbon and Ribbon Company
were inconclusive. Additional samples have been requested for
further testing. An interim report was submitted to the Incentive
Awards Committee.
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' Management Bran h
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 CONFIDENTIAL
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Report For Week Ending 2 November 1951
RECORDS CE!,Tat BRANCH
Accessioning
During this period the following accessions were made:
0 C D
115 Cubic Feet
Personne
l
76
"
"
0 R R
73
11
It
Comptrol
ler
19
11
it
Logistic
s
8
"
11
Iva
2
11
:UD/P
1
~a
as
OTR
1
it
it
Sub-t
otal
29T Cubic Feet
Finished Intelligence 5 " It
Total 300 Cubic Feet
Total accessions to date - 330.
The above 76 cubic feet of records from Personnel are Official
Folders of seperated employees. This brings the total of official
Personnel Folders now in the Center to 2L13 cubic feet of which 35
cubic feet represent military personnel.
Reference
A steady increase in work-load has been noticed for the past two
weeks. A large request of 79 items, requiring the reproduction
of 2,670 pages of Ozalid, was serviced for the Polish Division
of Foreign Intelligence.
Goneral
Net withi RE/LO, and 40, to discuss
security aspects of erecting shelving in the new center. It was
agreed that a private contractor could finish off the second
floor with shelving since the initial operation of the Center
would be confined to the first floor.
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Report for Week Ending 3 November 1954 from
RECORDS DISPOSITION BRANCH
Project 4-77 - Office of Scientific Intelligence
No change from previous report. Project is 99p complete.
Project 4-78 - Office of General Counsel
The analyst is still in the process of training personnel in the
use of the file plan. Project is 99% complete.
Project 4-97 - Records Disposition Handbook
The Handbook has been prepared in final draft form and has been
submitted to the Regulations Control Staff for coordination with
other units of the Agency.
Project 4-116 - Security Office
No change from previous report. Project is continuing and is 85%
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, 173 describable items covering an estimated 1785
linear feet of records have been listed. Project is continuing and
is approximately 22% complete. In connection with this survey, there
was located records created and collected in connection with the
"Janis" intelligence production program. This activity preceded the
current NIS program. These records are currently being inventoried
arranged and boxed and will be transferred to the Records Center within
the week.
Project 5-40 - Office, Chief of Operations
No change from previous report. Project is 75% complete.
General Information
Arrangements have been made with the National Archives for a search
to be made of captured Japanese documents by an individual from DD/P.
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Report for Week tiding 3 November 195L from
FORMS MANAGEMENT BRANCH
Project x-,85 - FI Information Reports
A meeting is scheduled with Reports Control Branch of DD/P
today to discuss elimination of requirements for yellow-stripe
run-off paper and to expedite field testing of the new FI
Information Reports forms,. Project 74% complete.
Project 11..86 - Forms Index
DD/P's report returned this week,, reporting obsolescence of lb
forms. Verification of data and posting of records continues.
Project 78,7% complete.
Project L-95 - Forms Management Handbook
No change from previous report. Project 10% complete.
Project 4-?103 - Preparation of Final-T e Forms Copy by Forms
Management Branch
A contemplated meeting with P&-RD/LO has been delayed
until next week due to the current Inspection of that office.
Project 11% complete.
Hoover Commission
The report of the Commission on Paperwork Management in the
Federal Government is scheduled for release a month or two after
elections. The Commissions report on Government required Paper-
work in Industry is not scheduled for release until late Spring
of 1955 at the earliest.
Individual and Group Information Report Evaluations
Final DD/P concurrence has been obtained; Forms 39 and LO have
been approved and are now being procured. Initial delivery is
scheduled for 1 December 19511.
General Information
1. The proposed Logistics Office Instruction LI 3-100-1 was
reviewed and modified at the request of the A R7/L0. It establishes
Forms Management policies and procedures, defines responsibilities
of originating Logistics Office components, the Logistics Office
Area Records Officer and the Forms Management Branch, as well as
outlining correct utilization of the Form 30.
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2, Detailed discussions of the Forms Management Program's
effectiveness: were held with the Logistics and Training Office's
Area.ecords Officers. A better mutual understanding of problems,
limitations and accomplishments was reached.
Summary of Individual Actions
New
Revisions
Reprints
Overprints
other Government Forms
Redesignated
6
No, of Requisitions No. of Copies
It 5300
6 59000
1 8000
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Report for Week Ending 3 November 195L from
RUX ORDS SYSTEM BRANCH
Project 4-80 - Agency-Wide Microphotography Survey
No change from previous report. Project is approximately 25%
complete.
Project 4-81 - Security Desk Trays
No change from previous report. Project is approximately 88%
complete.
Placement of the order is still being delayed because the
engineering drawings have not been completed.
Project L-82 - Filing System - Handbook for the Subject Classification
and Filing of Correspondence Records
No change from previous report. Project is approximately 99%
complete.
Project 4-83 - Vital Materials Deposit Schedules for All Offices
It has been determined by OCD that one copy of all TAC cables
will be deposited in the Vital Materials Repository. The initial
deposit of these cables will be made tea, 3 November. Sub-
sequent deposits will be made weekly until January when daily
deposits will be made. These daily deposits will be incorporated
with the regular trips to the new Records Center, scheduled for
completion in January 1955. Project is approximately 65% complete.
Project 4-8L - Vital Materials Microfilm Project
Microfilming of the OCD/BR Dossiers continues. This project is
approximately 63% complete.
Project 4-96 - Vital Mats-rials Handbook
No change from previous report. Project is approximately 12% complete.
The section of the handbook covering emergency planning requirements
which has been approved by the 1hergency Planning Officer was
supplied to the Area Records Officer of OSI,
project 5-56 - Sjr e of Cable Reference Disposition and Vital
Materials Requirements
This project has been completed.
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General Information
The proposed revision of the courier receipt and logging procedure
for secret and confidential materials was approved this week by
the Security Office. We will now proceed with the preparation of
necessary instructions for installing the new form and procedure.
The comparative test of the Diebold and Remington-Rand portable
microfilm camera has been completed, and a report is being prepared..
The information gathered in this test will be helpful in determining
that proper equipment is being requested by ordering offices.
Tentative agreements have been made with the Acting Area Records
Officer of ORA for a review of the filing system which was installed
in that office approximately year and half ago. The purpose of this
review is to determine if; (a) any changes in the system are necessary
on the basis of experience since the installation; (b) to assist in
training of new personnel; and (c) participate in planning for a
proposed consolidation of the files of the three Area Chiefs with
those of the office of the Assistant Director.
The survey on the folder requirements for 1 January 1955 has been
completed. This review indicates that 21,000 folders will be
required by the Area Records Officer to establish their 1955 files
for those series of files for which a cut-off system has been
established.
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