ACTIVITY REPORT FOR WEEK ENDING 22 JANUARY 1954

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300270017-0
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 12
• Document Creation Date: December 19, 2016
• Document Release Date: October 12, 2005
• Sequence Number: 17
• Publication Date: January 25, 1954
• Content Type: MEMO

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FILED :Z
RETURN TO
Chief, vices Office
Chief,Records Servirea Division
Activity Report for Week Endtng 22 January 1954
?t'ff.f(:(61;:,10A 1954
Wirfritr
The follovng are the prineipel items of interest in the
Records Services Division for the week ending 22 January.
a. The Machine Records Branch continues to have diffi-
cultywith electrical facilities. The fluctuetion in voltage has
affected certain types of equipment sni unless this can be remedied.
lie will continue to have difficulties. We have called in the
engineer from IBM and discussed the problem with him *WI an
25x1 electrician from GSA. is now negotieting with GSA
for a solution.
During the pest veek we lost smother tabulating
equipment operator. This is the sixth person to separete r0m the
Machine Records Braneh in the past thirty daye, In eaeh case, the
separation was lue to circumetances over which we hal ro eontrol,
25X1 In the last instaneel lie levying to enter employ--
vent with the Giant Foo d Stores. His beginnine salary *it 160 per
:Year plus overtime at the rate of $3.00 per hour, exceeds by
approximately $500 his present salary. His beginning salary in his
new position is equivalent to a
b. Discussion with W. Herbert Aneel, National Arthives
Records Service, indicates that some government-vide action will be
taken with respect to microfilming operations, Mr. Angel indi-
cated that, during the past year, over $600,000 in new microfilm
equipment was purchased despite the fact that there was very poor
utilization of equipment already on hand.
Mr. Angel agreed that it would be a good idea to have
Mr. Herbert Leonard of his office, cleared for discussion on prob-
lems pertaining to records management, particularly those having
to do with, filing equipment, filing supplies and filing systems.
The necessery forms have been sent to Mr. An for this purpose.
c. A reduction of 12.4% has been effected in overtime
in the courier and mail operations.
d. A handbook showing the names and locations of all
Regtetr is in the Agency has been compiled.
C. Additional copies of the Reports Mansgement Program
Handbook for the Office of the Comptroller have been distributed
to that office. As soon as the Comptroller's Office has indicated
their approval, we 'will use the Handbook as a general guide and
distribute it to other offices for informational purposes.
MAN fIAL
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study on the WI.
Acting DD/A.
g. The records management aurvelein the Medical Office,
Office of General Counsel ani FBID, are continuing without any
difficulty. Some preliminary discussioae have taken place with
the recently appointed Ares Records Officer from OST and tentative
plans are under way for a records manegement survey in that office.
It v1/1 be necessary to have at least one more analyst receive
the special clearence=meo work In OST.
h. The staff study for construction of the proposed
Agency Records Center was discussed with the Acting DWA during
the past week and approval was received to proceed with the final
copy for presentation to the Project Review Committee by 27 January.
Inactive records are still being received regularly
in the Records Center. During the past week, the Logistics Office
forvarded nine safe cabinets of material. Since I March 1953, the
Logisticz,? Office has forwarded the equivalent of thirty cabinets of
inactive records to the Records Center.
ctor of Training concurred in the staff
Guide. It will now be atibmitted to the
Since it appears Obvious that the lease on ,
25X1 will be terminated by 30 Junt, preliminary plans are
25Xe with 1 Ito provide the minirum facilities for the Records
ich ray be effected by the cancellation of the lease.
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i. 1completed 25X1
Core ,ftA, coneuceeo oy tne orrice or eraiing. It is
t each supervisory official in Grades 10 through 13
ion, will attend these courses.
Discussions were held with representatives of the
Logistics Office in connection with developing procedures for the
procurement, stocking and distribution of Agency forms.
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Attacharnts
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3. An egency notice on conservation of =Dale f fo
be prepared by M. Isitz4s1 draft of
tion of %Mies of Blank FOrritt" has seen preparen aria is
being coordinated.
A list of civilian *entree (Hu as Porns and Systems
Nvipment) and their empl s who have been cleared for diecussions
with the Agency has been o tained end placed on file in this branch.
Request will be made to the Security Office to clear additional indi-
vidusle and firms as needed.
Coloted review and submitted reeo ondat4ons
tiouff6O end
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fo
t requests for approval of new,
Requests
*includes
and reprinted
o. of Copies
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7:531-43, r,arm:!r=tall:vareent Bran-ai
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oar FOR MK ENDING 21 JANUA 1954
PRO!! RECORDS MST?
Office of 3cientific Intelligence
'1'10N BUNCH
Plans for the development of a records scheduling program
for this Office has been initialed, Discussions and training
in the techniqles of item description* evaluation and procedural
detail have been held with interested OSI personnel, The pro..
posed agency dispositton handbook has been used effectively in
developing theoffice disposition place,
Medical Office
Official stations -nave been established
oration, The training of personnel is essentially COM-
-ever, an extensive period of time will be necessary for
Pp purposes to atrure that systems developed and installed
are operatiug efficiently. In addition: a considerable volume of
needs to be retired to the Records Center before the
phase of this project is complete.
'ounsel
The details of a file plan for maintainino legal records has
been completed. The development of noce aryoperatthg procedures
and the adoption of the Agency File Manual will follow,
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Rsport for week ending 20 January 19514 from
WORTS AND CORMPORMICE MANAORM/PIT BRANCH
Writers' GUid
Completed sections t
*Letts Prune Our Correspondence:*
"Can Our Reeuletiers Be Improved?
netts Take- a took At.rive Reporter
"Your Reference Library"
b. Worked on the section, maritime; Clearly," and imeroved he
section, "Staff 7tudies Should. Be Scrutinized."
C. Revised the staff study, "Improving the Yritine Ability of Agency
Parsonnel Throueh Published auides," and reaubittsd the paper to 'Ar.
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Trox--arr 'Promotion
a.
Received copies of the Office of the Comptroller Re ort e lanaeement
Guide from reproduction: 7-574n oT-These -fere furnshei the
A. a Office. Pro-,t review of these copies is aaanred. Mr.
ecretary stated that a memorandum had already been prepared to
them to the diviaionse
b. Completed the brochure. "An introduction to Reports Manaesment" and
25X1 submitted it to IFollowing a discussion with
these officials, r examined the brochure for revision and further diecuszione
c. Rewrote the flier, 'Tour Correspondence Nanageuent 7rograme-A ?revue
of Its Aims end Procedures.''
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Program Status Report
Discus
wbich will rust inrormateon on
a. The status and potential of the Area Record Officer pQ3itIOnSO
b Progran progress or status.
c. ?rogramereas in which activity is desired or need
4. Additional infoemation upon which we can base plum'o increase-
program effectiveness.
ed the proposed 4u3tionnaire with
A revised queetionnaire was develop
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and Co re ,
genent Branch
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Report for week ending 20 January 1954 frog MACHIMDS A H
Adainistrati
A meeting
was attended by
Services Admini
Corporation; and
of the meeting was to
25X1 what was to be done to e
the high voltage condition in J 25X1
General Bervices; Mr. Ballard, General
arrison, International Business Machines
Machine Records Branch. The purpose
earn the cause of this condition and
minate the trouble. Mr. Ballard was unable
to give a definite cause of this high voltage condition or whether
or not it could be remedied. He also informed us that the matter of
changing the voltage would have to be handled by the Electrical Falgi
neering Division of GSA. Mr.will take e matter up with
Electrical Engineering Divisii;,=1;;;Jle the
meantime, Mr. Harrison has
advised us that the equipment in Machine Records Branch is going to
be affected adversely by the prevailing condition, and we will not
get the maximum efficient operation until it is corrected.
A safety suggestion, "the installation of handles on windows as
an aid in opening and closing", was submitted by Machine Records Branch.
This came about as a result of a minor accident to an employee. In
trying to open a window, her hand slipped and went through a window
pane. Fortunately, no serious injuries were sustained. We have been
advised that this suggestion cannot be complied with because of the
lack of funds.
Operational:
Soeciak Pro4pets Section - The first copies of quarterly position
control reports were submitted to Personnel Office, Classification
and Wage Division as scheduled. The reaction and comments on the
appearance of the report and the information contained therein were
very favorable.
Operation in other sections within Machine Resords
routine.
Chief, Machine Ilecords i?anch
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Report of the RECORLS GERM LEfeCh for the week ending 20 Jaauary 1954
25X1 assification Control Officer, has advised the
Center that authority to reerade classified materials in cus-
tody will be delegated to Center personnel by means of "Re-
grading Bulletins." The Bulletins will announce the revision
of classification of a document or series of documents, and
Will be cited as the authority for any classificet5on change.
Nine legal size safe cabinets of records have been accessioned
from Logistics, The records will le boxed and labelled by
Center personnel with assietance of eoneone from the Logistics
Office. The cabinets will be released, to the Building Supply
Officer for otorase or reissue.
Neeatiationo with the National Archives regarding a lone over-
due loan of their records to Vele Agency were conpleted to
the satisfaction of both the Archives and the borrower. The
records concerned have been on loan to an individual for more
than two years, and he ieoiets the materials are still needed
in his operation. The Archives has agreed to eetead the loan
for one year.
Notificatione concerning- the destruction of telephone direc-
tories are beeinine to flow into the Center. A control system
covering the disposal of these publications is being established
in compliance with 25X1
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Cli.k10E OL 1J-IE CHIEV
ef; Reco '
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Report
gr the Logistics Office net with
the statue of the Records
A review of tbe program recently
attention wee needed if the program
hes been reqsired to handle 25)(1
not had tine to soceess.
Oftetedothat following a recent 25X1
frogmen, it bad boo determined
her extra duties, amd ehe feel*
time to the promo& She bad
that sailor complaint made within
regarding approval of the
than standard log fermis fey
sod to the ecourita, Office
Rooting Slip,* The
Discussinns
and staff cid.efe
tie& in the initial discuss
agroment with the recomendetionew
be Ole to proceed1 installing the recoorendatione
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em? rouri"
m ors regarding transfer
mail clerk bee indicated udemi* to make
bas requested that he be permitted to
Orade Ii lova before sakim a selliction6
arranged:
ry - 20 January) ths Mail Control
calls five Pvactlne ''ocords ar,?
crter 3erirlAm,
One(1) vas incorporated
) were delayed
Average delgy
spenlolsi no delay .44 pick
another special no,
there were no ve,
sdnatee?
the av.rti requirftuents or the :i1 Crntr
owlish's& The overtime requirements have bean
(0) hqurs; 12,11 reductiou iu ths prsvicles
C has not lode a depoit of Vital Ma
on responsible
the Offiee of Gets coetacted
Gaily the Gramma Counsel depcnited material
tated that thctlpewitPrial that thtey bad
not been prepared by tha 'Central Counsel
it,
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Ro
Flat d
el&
b.
expen5ed
Appendix B Week endi
2,318
4,174.
4,372
$ 815.41
1954
Scheduled courier trips
315
24o
Special courier trips
91
55.3
Inter-Agency mail by coutie
Incoming
Outgoing
1,038
1,132
56
3
Personnel actions:
Recruitments
Separations
Use of Motor Pool Vehicles:
Available
2
Available but delayed
Sot available
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