WEEKLY REPORT - WEEK ENDING 20 OCTOBER 1954

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300250002-8
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 9
• Document Creation Date: December 19, 2016
• Document Release Date: September 26, 2005
• Sequence Number: 2
• Publication Date: October 21, 1954
• Content Type: MEMO

R ...
YfEWRENS ~Yie~.d: La L' drdtilV d Vd V L01M
Chief, Management Staff
Chief, Records Management Division
Weekly Report - Week Ending 20 October 1954
21 October 1954
1. Installation of the filing system for the Office
of the General Counsel has been completed. We are now
training personnel of the General Counsel's office in the
use of the system.
2. Progress on the inventorying and appraisal of ORR
records indicates that over 75% are temporary and may be
moved to the Agency's Records Center. Since it is estimated
that ORR has 1,000 file cabinets the potential savings in
equipment only should be rather substantial.
30 Arrangements were made for the transfer of two file
drawers of records from the Regulations Control Staff to the
Records Center. This will permit sufficient filing space for
another year, and avoid the procurement of an additional
safe at a cost of approximately $162.
fit. Seven Agency offices transferred the equivalent of
eight four drawer safe type cabinets of inactive records to
the Records Center.
11
5 Discussions were held with a representative from
DD/P in connection with their Records Control Schedule, and
the transfer of inactive records to the new Center. Based
on these preliminary discussions it is estimated that IYD/P
will initially transfer approximately 5,030 cu. ft. of
records to the new Center.
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Report for Week Ending 20 October 1951 from
REPORTS AND COR.'R7,,SFO1 DE['1CE MANAGWENT BR&NCH
Project 1G-91 - Review of Records Management Program, Logistics,
Office
a, Reports Management - No change in program status. Project is
20% complete.
b, Correspondence Management - Progress continues on the Correspondex.
Regulation and eing reviewed to make sure our work
conforms. (now at Reproduction) is presently under
review.
Project 4-9) - Office of the Comptroller Reports Management Program
No change in program status. Project remains 23% complete.
Project 4-98 - Correspondence Handbook
The master typed copy of the Handbook is still being reviewed by
DDP/Admin. Indexing of the final copy is underway. The listing of
subjects is 75% complete. Completion of the index, however, must
await return of the master copy for referral. Project is 95% complete.
General Information
a. Program Promotion. Met with the Office of Training ARO, and
the Assistant Chief,, Administrative Staff of that Office, to discuss
correspondence managanent. It was agreed that would
conduct a preliminary survey in the Administrative Staff to determine
the extent that correspondence management can be applied, and to
what degree the services of our staff will be needed.
25X1
ie , Reports orrespond
Management Branch (,
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Report for Week Ending 20 October 1954 from
FORMS MANAGEMENT BRANCH
Project-4-85 - FI Information Reports
No change from previous report. Project 147% complete.
Project !4-86 - Forms Index
Reports are being verified and changes to records posted.
Project 78.5% complete.
Project 4-95 - Forms Management Handbook
No change from previous report. Project 4% complete.
Project L-103 - Preparation of Final-Type Forms Copy by Forms
Managemet Branch
No change from previous report. Project 10% complete.
Hoover Commission
The Agriculture Department Survey Report has been completed and
submitted to the Task Force on Paperwork Management. The Report
of the Forms Management Committee of the Task Force has also been
published. Results cannot yet be reported because of a prohibition
on their release imposed by the Commission. Follow-ups are still
planned but may be postponed for a few weeks.
Surma of Individual Actions
No. of Requisitions No. of Copies
New
Revised
Reprints
Overprints
Other Government Forms
8
25
2
2
0
37
53,600
131,800
112,, 000
2, 000
0
299, 00
Redesignated 214
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Report For Week Ending 19 October 1954
RECORDS CENTER BRANCH
Accessioning
During this week the following accessions were made:
0 R R
7 Cubic Feet
0 0
7
It
"
M S
3
"
"
DD/P
3
tr
n
Logistics
1
"
it
0S1
1
it
Comptroller
1
it
Sub - Total
23
Cubic Feet
Finished Intell.
45
It n
Total
68 Cubic Feet S
Total accessions to date - 306.
General
Logistics has notified the Center that the bids for the fork lift have
been received and opened. Th Iwas the low bidder, 2 5X1
and we agreed that their fork MIT was acceptable. Delivery is to be
made within 30 days.
A number of transport cribs have been constructed 25X1
delivered to the Center. Logistics plans to construct 150 of these
transports to be used in the move of the Center to the new location.
A listing, by office, of the publications that the Center is holding
and forwarding as VM documents, has been prepared and forwarded to
I IRecords Systems Branch.
I and toured the new building now under construc-
tion with the site engineer.
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Report for Week Ending 20 October 1954 from
RECORDS DISPOSI'T'ION BRANCH
Project 4-77 - Office of Scientific Intelligence
The records disposal schedule for this Office has been received by
the National Archives. Approval of the schedule will be deferred
until the return of Congress. Project is 99% complete.
Project 4-78 -Office of General Counsel
The installation of the Office Subject File is complete. The analyst
is now in the process of training personnel in the use of the file
plan. Discussions are now taking place between representatives of
this Office, the General Counsel and Personnel regarding the procure-
ment of a Records Clerk to maintain and service all records of the
Office, including the Legal Library.
Project 4-97 - Records Disposition Branch
No change from previous report. The Handbook is still being edited
by the Regulations Control Staff. Project is 75% complete.
Project 4-326 - Security Office
No change from previous report. Project is 85% complete.
Project 5-2 - Office of National Estimates
The records disposal schedule for this Office has been received by
the National Archives. Approval of the schedule will be deferred
until the return of Congress. Project is 99% complete.
Project 5-32 - Office of Research and Reports
As of this date, 152 describable items covering an estimated 1600
linear feet of records have been listed. Project is continuing and
is approximately 18% complete. Attachment A is a copy of the detailed
progress report submitted to the Administrative Officer, ORR for his
information.
Project 5-40 - Office, Chief of Operations
No change from previous report. Project is 75% complete.
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CQN I NTIAL
General Information
As an immediate aid in easing the space problem in the Regulations.
Control Staff, records in the amount of two file drawers were
retired to the Records Center. Asa result of this action enough
space was made available for another year of filing thereby elimi-
nating the need of a two drawer safe, approximate cost $162.00.
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Records Disposition Survey Report 19 October 54
ORR Offices Inventoried:
AD
SD Asst.
EXO
ST/I
ST/PC
CH/C
EIC/S
D/E
D/ T
File equipment occupied by records inventoried:
110 4 dre legal safes
59 5 dr. card safes
9 2 dr, legal safes
50 Bookshelves
2 Map Cases
7 Kardex Safes
19 4 dr. legal cabinets
20 7 dr. card cabinets
2 10 dr. card cabinets
245 2 dro card cabinets (5x8)
152 separate series of records totaling 1600 linear feet have been
inventoried and entered on Records Control Schedules.
26% or 1t30 linear feet of records have been appraised as having
permanent value and tentative plans made for their retirement
to the Records Center
56% or 888 linear feet of records have been appraised as having
-V temporary value and tentative plans made for their destruction
while maintained in current files space or after retirement
to the Records Center.
18% or 282 linear feet of records have been listed on schedules for
an indefinite retention as disposition criteria for the proper
evaluation of these files will depend on their future development
and use.
Project is approximately 24%' con fete by volume (based on an estimated
total of 1000 cabinets).
Attachment A
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CO F INTIAL
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Report for Week Ending 20 October 1951 from
RECORDS SYSTEMS BRANCH
Project 4-79 - Records Management Survey, FBA)
This project completed.-
Project 1a-80 - Agency Wide Microphotography Survey
Project is continuing and is approximately 25% complete.
Project 14-81 - Security Desk Trays
No change from previous report. Project is approximately 87% complete.
Project 4-82 - Filing System - Handbook for the Subject Classification
and Filing of Correspondence Records, -25X1
No change from previous report. Project is approximately 99% complete.
Project L-83 - Vital Materials Deposit Schedules for All Offices
No change from previous report. Project is approximately 61% complete.
Project 4-814 - Vital Materials Microfilm Project
Microfilming of the OCD/BR Dossiers continues. This project is
approximately 61% complete.
Microfilming in the Office of Personnel continues. This project is
approximately 85% complete.
Project 4-96 - Vital Materials Handbook
No change from previous report. Project is approximately 12% complete,
Project 5-56 - Survey of Cable Reference, Disposition and Vital Materials
Refcuirements
Project is continuing and is approximately 1}0% complete.
General Information
25X1 have completed arrangements
o e establishing of al This collection wh' c 25X1
will approximate 1500 books wen complete I -rill storedl 25X1
25X1 0 The responsibility for the maintenance of this file will not fall
within the Vital Materials Program.
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Preliminary discussions have been held with Area Records 25X1
Officer for OCD regarding the possibility o epos t ng one copy of all
IAC cables received by the Cable Center, OCD. Further discussions will
be held to determine if these cables should be considered vital materials
and if OCD deposits would duplicate deposits being made by another agency
component.
Machine listings reflecting the deposit and withdrawal activity of Vital
Materials for period 1 July through 30 September 1951 have been distributed.
This is the first issuance of the revised quarterly report. The total
number of pages were reduced from approximately 1600 to about 200. /
Arrangements were made by this office to provide an armed courier to
25X1 accompany Ion a ecial trip to the Repository
last week, requestea y subsequent to our usual 25X1
weekly call,
The comparative test of the Diebold and Remington-Rand portable microfilm
machines is continuing. The two machines have a number of different
features and it is anticipated that the test results will provide data for
determining which machines should be purchased for specific jobs.
A meeting was held in the Security Office with reference to the interim
specifications for filing cabinets issued by the ,e
limited number of safes in stock, pro 25X1
posed to initiate a small or o safes mee ing the interim specifications.
25X1 pointed out that tests of the latest
model safes would be completed within the next week or two. Upon completion
of the test, the companies meeting the requirements will be placed on the
Government Schedules. It was then decided to delay the order until the
approved safes are put on schedule.
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