WEEKLY REPORT - WEEK ENDING 28 JULY 1954

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300260001-8
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 11
• Document Creation Date: December 19, 2016
• Document Release Date: September 23, 2005
• Sequence Number: 1
• Publication Date: July 29, 1954
• Content Type: MEMO

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*ECORDS MANAGt.MENT DIVISION
Chief, Management Staff -
Chief, Records Management Division
Weekly Report - Week Ending 28 July 1954
29 July 1954
The Chief, Real Estate and Construction' Division,
advises that satisfactory progress is being made toward the
cation of the new Records Center. ovation work has
been completed., foram for footings are being made and will
be put into place this week.
Specific plans are being made in connection with
IM Y details for the transfer of the Records Center
bold
A meeting was o
28 JUy wi 1A#515 nt Chief for
Operations,
ef, Transportation Division, and
fk y Chief of Sly Division, to begin the
p for, 'C ee phases of the transfer dealing
are plan d far the coming week with the Security
and the Personnel Office.
3. As a result of the coordination of requisitions for
microfilming equipment between the Printing and Reproduction
Division a this office, a saving of $500 was possible during
the pint week on one requisition..
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Report for Week Ending 28 July 1954 from
Records Disposition Branch
Project 4-77 Office of Scientific Intelligence
The records control schedule has been approved by 12 of the 14
organizational elements. Project is 99% complete.
Project 4-78 - Office of the General Counsel
It is anticipated that approval of the survey will be completed
this week. Project is 99% complete.
Project 4-79 - Foreign Broadcast Information Division
Awaiting the return of the approved disposal schedule from National
Archives and the Congress. Project is 94% complete.
Project 4-97 - Records Disposition Handbook
No change from previous report. Project is 25% complete.
Project 4-113 - Foreign Documents Division
Awaiting the return of the approved disposal schedule from National
Archives and the Congress. Project is 94% complete.
Pro j'ect 4-116 - Security Office
No change from previous report. Project is 85% complete.
Project 4-122 - Office of Chief of Operations and Sovmat Staff
Awaiting return of the disposal schedule from National Archives and
the Congress,i#proval for the records control schedule of the Office
of the Chief of Operations is expected this week. Project is 90%
complete.
General Information
1. The Chief, Liaison Division, OOD has no objection to the transfer
of a complete set of NIS Preliminary Gazetteers to the National
Archives. Arrangements will be made by this office for the physical
transfer of the subject material.
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2. MC0, OCD has several suggestions regarding
declassification of records before their retirement to the
Records Center. Thiq 's now in the process of discussing
the suggestions with
3. Work has started on the disposition plan for the Office of
National Estimates. Form 30-27 has been subnitted for assign-
ment of a project number.
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Iftow,
Report For Week Ending 27 July 1954
RECORDS CENTER BRANCH
Accessioning
Two GSA laborers have been procured and, under close supervision,
are presently shelving the 534 cubic feet of War Production Board
records received from the Federal Records Center in Alexandria.
Prior to being set on the shelf each box is being vacuumed and
cleaned.
During this week the following accessions were made:
Logistics
0 0
Comptroller
DD/P
ORR
OSI
13 cubic feet
28 tt II
9 I I I I
II
It
II
68 cubic feet
Total accessions to date - 217.
Disposal
Disposed of 15 cubic feet of record material from the Office of
Operations, Contact Division.
General
Since the Center will be in operation at this location for only
a few more months, it has been decided to use the existing pad
locks for securing area gates during working hours. It is hoped
that this system will be practical for the interim period and that
it will not be necessary to spend money for a new lock system.
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Report for Week Ending 28 .Jr ul195L from
R"'PORTS AND CORRFSPONDEIC_i, >"_ANAG31IT BRANCH
Project L-91 - Review of Records Management Program, Logistics Office
who will administer the )ro gram, will return from annual leave 2
August. Project is 20;~ complete.
a. Ro?orts Tanagement - No change from previous report.
b. Correspondence Management - Completed the review of reading files
of the Sul.p~)ly Division. Extracts were glade of approximately ~O
letters and memorandums having possible pattern correspondence appli- a
cation. Requirements for reports were recorded for future reference
in connection with the Logistics Office Reports Management Progra;n.
_'roject 4-91, - Office of the Comptroller Reports Management Pro grain
No change from previous report.
Project t1.-98 - Correspondence Handbook
The .final typed copy of the Handbook is being reviewed by the
secretaries to the PCI, DDCI, DD/A, DD/P and DD/I. Their review
is expected to be c ompleted this week.
i'urther discussion on distributing the Handbook and orienting
employees to the revised style standards was held with the Chief,
Clerical Training Branch, CTR. A plan will be develo?ned for
approval of and the Director of Training. Project is
I' complete.
a.. The prospectus "An Introduction to Correspondence Management"
is being revised to delete any reference to the publishing of guides
to effective writing. Completion of this pamphlet ti-rill be expedited
sn that it can be distributed prior to the proposed seminar on
Correspondence IMManagement.
b. Work was begun on the correspondex covering standard requests and
reports submitted throughout Headczarters. Material for this visual
aid resulted from our review of Logistics Office Correspondence, and
discussions with personnel in Ot .and OS1, where some thought has been
given to pattern correspondence. n+e propose to coordinate the content
of the pattern memorandums in the correspondex with the offices of
primary concern, namel,-;? the Office of Personnel and the Security Office.
P, will work through the respective AR;_.
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c. Nine pattern letters of the Personnel Office were reworked,
eliminating 25% of excess verbiage. These same letters were
formerly reduced by 45% through the use of a flier developed by
this Branch. However, the flier was rejected.
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Report for ,leek Ending 28 July 1954 from
R OI DS SYST :a 1S BRANCH
Project 4-76 - Records Management Survey, Medical Office
No change from previous report. 'Project approximately 75% complete.
Project 1-79 - Records Management Survey, FBID
No change from previous report. Project approximately 92%% complete.
Project 14-80 - Agency-wide Microphotography Survey
Project is continuing and is approximately 10% complete.
During the past week, the notice authorizing the survey was printed
and will be released today. As indicated in the notice, the Area
Records Officers will play a major part in coordinating the survey
in each office and, as a consequence, a meeting has been scheduled
with all Area Records Officers to explain their part in the survey.
Certain additional information will also be distributed as an aid
to the Area Records Officers in explaining the purpose of the survey
and the manner in which the information is to be used.
Project 14-81 - Security Desk Trays
No change from previous report. Project approximately 86% complete.
In a telephone follow-up with the manufacturers, we were informed
that the trays on order were completed and presently in the paint
department but could not be delivered for another week. At our
request, the vendor did deliver 2 boxes today in order that they
might be displayed to the Area Records Officers attending the
meeting scheduled for the explanation of the Agency microfilm survey.
Project 14-82 - Filing System - Handbook for the Subject Classification
an railing of Correspondence Records - iIB 50-150
No change from previous report. Project approximately 97% complete.
Project 14-83 - Vital Materials Deposit Schedule for All~~Of'ices
?'o change from previous report. Proj ect approximately W" complete.
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Project 4-8L - Vital materials Microfilm Projects
%icrofilming of the 0CD/13R dossiers continues. Project approximately
0,1G complete.
Because of the electrical difficulties previously reported and still
unrepa_i_red, we are continuing to operate with one camera instead of
the two scheduled for this operation.
Project L-96 - Vital Materials Handbook
No progress this week. Project approximately 11 complete.
General Information:
The Printing and Reproduction regulation, which is presently being
circulated for official coordination, provides for approval by the
.Management Staff of all requisitions for microfilming services and
equipment. The Printing and Reproduction Division has already begun
to comply with this regulation and in the past week two requisitions
for equipment were received, both of which required action on the
part of this office.
In the first case, a reader costing approximately "i~800 was ordered
and after discussing the problem with the recuesting office, it was
agreed that one costing approximately ,300 would better suit their
needs. The requisition was changed accordingly.
in the second instance, a Case Officer from one of the foreign
divisions was forwarding a requisition for a camera for overseas
shipment without sufficient infonriation for the Procurement Officer
to write the order. After a discussion with the Case Officer, it was
?possible for our analyst to complete the specifications. At the
present ti._:.e, our effectiveness in connection with overseas micro-
filming recuirements is limited to the extent indicated in the case
described above. However, plans are currently being developed to
provide for a greater degree of Z)articipation which we believe will
result not only in more effective results from overseas filming but
economies to the Agency.
In the past year it developed that the Remington Rand safe, previously
considered standard for this Agency, was not as secure as desired. As
a result, members of the Security Office,, in meetings with an inter-
Agency council, developed new specifications which were placed out on
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bid. A Records Management representative was not invited to
attend this meeting. Several companies developed safes in
accordance with the modifications specified and these were
tested by the Bureau of Standards. As a result, it is our
understanding that Remington Rand was the low bidder but was
not yet ready to go into production. Consequently, an order
for 300 four-drawer safes and 25 two-drawer safes was placed
with the Herring-Hall-Marvin Safe Co. The first of these
safes have been delivered and complaints from the users have
already been received. In revising the safes to meet the
new security requirements, the guide rods were eliminated
and a stop was installed to protect the locking mechanism at
the top of each drawer opening. This stop prevents the use
of center cut, pressboard folders and the standard guides pre-
scribed for use throughout the Agency. Also, clearance is
too limited to permit usage of the security desk trays
currently being developed under Project No. 4-81. The vendor,
the Security Office and the Logistics Office have been ad-
vised of these complaints. No procurement of similar safes
will be approved by this office until changes permitting satis-
factory use of the safes can be made.
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Report for Week Ending 28 July 1954 From
FORMS MANAGEMENT BRANCH
Project 4-85 - FI Information Reports
Costs for the two versions being tested have been established at 35$ @
for the dual master and 20$ @ for the combination set. If field tests
prove successful and quantity orders are placed the prices should drop
to 20$ and 15$ @ respectively.
pressure of more urgent business.
Project 46% complete.
Project 4-86 - Forms Index
Index is now in Bindery of the Reproduction Plant. Project 72% complete.
Project 4-95 - Forms Management Handbook
Form No. 30-11 has been revised and redesignated as Form No. 30. New
form is much more comprehensive and makes provision for obtaining con-
siderable additional data, especially with respect to specifications.
Project 2 3/4% complete.
-
Project 4-103 - Preparation of Final-Type Forms Copy by Forms Manage
men~Branch
No change from previous report. Project 100 complete.
Forms Management Posters
I as approved three proposed posters. Discussions have been
held with Personnel Office relative to posting on official
Agency bulletin boar s. Posters will also be adapted to Vue-Graph and
35 mm slides.
Study of Stocked Forms Supply System
The Security Office endorsed our policy relative to sterilization of
forms insofar as it applies to the need for deletion of form numbers from
Agency forms used overseas. It was agreed as a matter of general policy
that form numbers do not detract from proper security, however many cases
will have to be settled on an individual basis depending mainly on cover
of using organizations.
Study of 00 Information Reports
Awaiting printer's proofs.
NCR Paper
A price quotation of $55.00 per thousand has been obtained from the
s been unable to issue instructions relative to field test-
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D. N. Owens Company for 6 part, continuous tab paper. A box of 6 part
samples will be furnished by this concern for testing sometime this
week.
Emergency Planning
Fl ns showing air raid evacuation routes from 1st and 2nd floors
of ere printed and distributed. I If ire drill continues to
bes pended pending erection of the fence around the building and in-
stallation of equipment on the 1st floor. The Security Office has been
advised and concurs.
Forms Management Seminar
Planning for seminar continues. Materials for presentation and handouts
are being developed.
General Information
A revised official Dispatch Form has been developed for Commo. and is
being considered by DD/P. The new form will save considerable time in
preparation and in use of second sheets.
An employee suggestion for a standardized charge-out card for 3 x 5 files
has been expanded from RI/DDP to Agency-wide application. An Agency
notice has been drafted to implement its use.
Summary of Individual Forms Activites
No. of Requisitions No. of Copies
New 4
Revisions 13
Reprints 2
19
Redesignated Forms 13
13,301
129,000
1,300
143,601
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