REPORT FOR MONTH ENDING 31 JANUARY 1954 FROM REPORTS AND CORRESPONDENCE MANAGEMENT BRANCH

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300280012-4
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 14
• Document Creation Date: December 19, 2016
• Document Release Date: September 19, 2005
• Sequence Number: 12
• Publication Date: January 31, 1954
• Content Type: REPORT

CONFID6N I sit. FILED
oved For Release 2005/11/21* : CIA-RDP70-0021 1Ffypp, 3O028O0123?4
ii.Y.w
RECORD
Report for month ending 31 January 195+ from
REPORTS AND CORRESPONDENCE MANAGEMENT BRANCH
I. PLANNED PROJECTS
1. does not acknowledge the role of reports
and correspondence management in the Agency Records Management
Program. To achieve recognition we propose to develop a regulation
which will give in general terms the scope of these programs and the
methods of accomplishing their objectives. This proposal will be
presented in a staff study for the DD/A's approval.
2. Recognizing that there will be some delay in getting this
regulation published, we further propose the issuance of a CIA Notice
on correspondence management. Such a notice will inform our people
of the time required to conduct a correspondence survey. That is,
approximately sixty days are needed for an accurate sampling of an
office's correspondence. Alerting them to this time factor will
expedite program installation.
TT. PROJECTS IN PROGRESS
1. CIA Correspondence Handbook - Although 19 January was the
deadline for submission of comments on the handbook, some offices
apparently have not completed their review. The latest inquiry on
the handbook was received 26 January.
2. Office of the Comptroller Reports Management Program -
Additional copies of the program guide were furnished the Comptroller's
Office to expedite review. Conversation with n the 29th
of January disclosed that the review should be completed. very shortly.
He again expressed enthusiasm for the program and thanked us for our
patience during this prolonged review period.
3. Writers' Guide -
a. Developed and submitted the staff study, "Improving the
Writing Ability of Agency Personnel Through Published Guides."
b. Continued to develop additional sections and to improve
others previously written. To date we have twenty sections ready for
publication. As we progress and continue our research we are discover-
ing the extensive role effective writing plays in many fields. We also
anticipate discovering other areas as our correspondence management
program accelerates. The need for a continuing program of providing
our writers with guidance is being reaffirmed daily.
25X1
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CONfirFNTIAL
 %PFlb ,J b
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4+. Program Promotion
a. Prepared a copy of the Comptroller's reports
management program guide for photo-offset reproduction. We
propose to provide each Area Records Officer with a copy of
the guide as an introduction to reports management.
b. Developed the flier, "Your Correspondence Management
Program -- A Preview of Its Aims and Procedures."
c. Completed the brochure "An introduction to Reports
Management." Further work on this promotional meduim will be
withheld pending the outcome of distributing copies of the
Comptroller's reports management program guide.
5. Area Program Status Report - Determined the needs of each
"Branch Chief for program status information. Developed a question-
naire and a memorandum for 1 to area chiefs, and
25X1 submitted this material to
TII. COMPLETED ASSIGNMENTS
1. Discussed space needs with each Branch Chief and developed
a proposed office layout from their comments. Submitted this plan
t
2. Reviewed the proposed CIA Glossary of Intelligence
Terminology and submitted comments tol
3. Reviewed the proposed Disposition Handbook preparatory to
25X1 submitting comments to
25X1
25X1
Management Branch
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_ieport for the month ending 31 January 195+
from the RECORDS SYSTEMS BRANCH
A records volume and filing equipment inventory has been
completed in FBID and inactive records from the central files
of the Division have been transferred to the Records Center.
Informal agreement has been reached with respect to the location
of files and filing systems to be installed, and the analysts
-are now proceeding with the installation of a filing system for
the Office of the Chief and the Administrative officer.
25X1 I lof the Office of Communications has
?nato as .e Area Records Officer, and replaces
25X1 ho has been assigned other duties:
25X1 I records analyst, has reported for duty
25X1 with this office. as had considerable experience
in the field of microphotography and has been assigned to con-
cl,wct a, survey on microfilming operations for the Agency, similar
to that conducted by GSA for all other Government agencies.
The status of the Logistics Office's Records Management
Program was reviewed with the Area Records Officer. As a result
of this meeting. an understanding was reached with respect to
action to be -taken to correct certain Program deficiencies which
were brought out in the review.
The Security Office has approved for use as a log, Form 35-1
(Routing and Control Slip) which is used as the mail control
form in the mail control procedure being developed by this office.
for issuance as a handbook.
The present status and the principles of the proposed stand-
ard Agency filing system were presented at a, session of the
Clerical Institute, conducted for the DD/A component of the Agency.
25X1
was designated as the Area Records Offi-
cer for the office of Training and spent several hours with repre-
sentatives of this Division developing an adaption of the filing
s >stem for use in the Off ice of Training.
Vital Materials
Microfilminr-r ; of the 0SI Chemistry Division Master Abstract
Card File was started 21 January. This Tile, amounting to a.pproxi-
11ately 50,000 cards, will be filmed in its entirety. In the
future, additions to this file will be deposited by direct method
(IBM card).
the quarterly filming of vital materials in the Personnel
Office was completed.
?tarting with the first of the year, the Logistics Office
will deposit copies of contracts for vital material purposes in-
stead of requiring periodic filming of their contract file.
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CONI
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i.cil Control
`hIh.e Mail Control Section is experiencing some difficulty in
cupplying special service between the Machine Records Branch and.
the Finance Branch in connection with processing the payroll. A
special vehicle assigned for this specific Job was recently with-
.srawn by the Motor Pool.
A reduction of 12.4% in overtime requirements in the Mail
Control Section was found to be practicable after a further re-
view of current needs made during the month.
25X1
(Thief, Records Systems Branch
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CONFIDENTIAL
SECURITY INFORMATION
MONTH Y REPORT MAIL CONTROL SECTION
January 19514
THIS MONTH
TO DATE*
(a) DeltveZ7 by Post Office
21,1485
1!47,1490
(b) Picked up from Post Office by courier
2,81.
15,802
(c) Picked up from City by courier
3034
28,060
(d,) Letters t
14,021
35,743
Reviewed
Recorded
(e) Undeliverable (held in Mail Room
.75
281
(a) Picked up by Post Office
114,1137
10)4, 269
(b) Deposited in Post Office by courier
.
7,7148
76,681
(c) City
Deliveries
14,269
36,191
(d) Penalty Indicia Used
(1) CIA
2,172
16,049
(2) FBIS
7,365
39,790
(3) ssT
0
16
(e) Postage Expended
$3,231.37
$23,1438.18
COURRLI SERVICE'.
(a)
Scheduled Trips
1,226
7,376
(b)
Special Trips - Within Agency
251
1,751
(1) Delivered by foot
85
577
(2) Delivered by vehic;1e
166
1,1714
(a)
Other Agencies
83
755
(d)
Trips outside area
14
143
(1) Total time
27 hrs. 40 min.
587 hrs . 3 rain.
4,, FI1Z ACTIVITY-'
(a)
(b)
Checking courier receipts
(1) Total time
Requests for Administrative Files
(1) Requests filled
('4) Requests unfilled
5,1 ate rultmen
(a) Couriers
(b) t:[ail Clerks
~cmessongers
d) Truck Drivers
6 $i PAR.TION S
(a) Couriers
(b) Mail Clerks
t c Messengers
(d Truck Drivers
The figures this coj ~rover
adjusted fi u pproved orelease 2QQ;
20
7 hrs. 30 min.
2
159
57 hrs. 140 niin.
143
33
10
12
14
6
6
15
3
0 3
a 0 at the lie inzu'-ng of each fiscal year0
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Report for Month Ending 31 January 1954 from
ORNS M! NAGEE NT BRANCH
I. Project Summary
Projects initiated in 1953
Projects initiated in January 1954
Total Projects to date
Projects completed in 1953 7
Projects completed in January 1954 2
Total Projects completed to date 9
Projects suspended indefinitely 2
Total Projects disposed of to date 11
Remaining active projects 12
II. Completed Projects
1, The phased master plan for an Agency-wide forms management pro-
gram has been approved by the Chief., General Services with minor
modifications and limitations as reported on 28 January 1954,
2. Review of thel Records 25X1
Disposition was completed. Suggested modifications were furnished
the Chief, Records Services Division,
III, Suspended Projects
1. The project to eliminate a duplicate set of functional files
maintained by 0 & M has been indefinitely suspended in view of the
forthcoming organizational changes.
2. Because of objections raised by the Chief of General Services the
plan for renumbering Agency forms in a straight numerical sequence
has been suspended pending development of additional data supporting
such a change.
IV. Current and Continuing Projects
1. Project #2 - Preparation of final type forms copy by Forms Man-
agement Branch - Status - Awaiting report from Chief, Printing and
Reproduction Division relative to man hours expended in production of
copy,
2. Project #6 - Handling Classified Forms - Status - Awaiting review
25Xland authentication of y the Regulations Control Staff and
the DD/A respectively,
d
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3. Project #7 - Initial publicity for Forms Management Program
(Memo FM-i) and dissemination of Air Force -publicity handouts -
Status - Memo Fl-1 is awaiting approval by Chief, General Services
Office. Initial distribution of the DAF Management Summary Sheet and
the OOAMA Management Bulletin has commenced.
4. Project #8 - Vu-Graph and 35mm slides for training use - Status -
Production by Printing and Reproduction Plant scheduled for completion
17 February 1954.
Project #12 - Contact and Liaison with Area Records Officer -
Status - This is a continuing project. Area Records Officers of OSI2
FBID/00, and TSS/Registry were contacted for the first time during
the past month. AFM9-1 Forms-Management has been distributed to all
Area Records Officers. Intensification of contact activity i
anticipated in February.
6. Project #13 - FI Information Reports - Status - Awaiting press
proof copy of proposed consolidated form and sample State Department
masters for additional testing by_the OPI.
7. Project #11!.. Study of Stocked Forms Supply System - Status Numerous fruitful discussions have been held with Logistics personnel
during the month., Considerable progress has been made in developing
simplified procedures. Working relationships have been improved. A
successful conference with all building supply officers, warehouse men and other Logistics personnel was concluded 29 January
1951 which should lead to renewed and more vigorous attempts to edit
requisitions, conserve stocks, prevent inflated requisitions, etc.
Additional discussions pointed at perfecting a system for initial
distribution of stocked forms are scheduled. A proposed notice No.
25X1 II has been developed and forwarded through channels for approval
an au entication. This notice which is scheduled for distribution
to all employees is intended to promote cost consciousness in everyone
and assist in conservation of supplies of blank forms.
25X1 8. Project #16 - - Status - Awaiting approval
of General Counsel and such additional coordination throughout the
Agency as may be required.
o, Prolect #17 - Forms Index - Status - Suspended pending completion
fo f term of jury duty. Discussions with Area Records
25X
Officers and Logistics personnel indicate the need for this item is
very acute. 25X1
10. Project #20 - Recruitment of Status - Having
been approved by papers are
2 5X1 being processed for security c eara ces and rou ine investigation.
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11, Project #21 - Employee Suggestion #690 - Status - Suggestion had
been improperly routed; it was rerouted to OCD. After study by that
office has been completed return to this office for final recommenda-
tion is anticipated.
12. Project #22 - Clearance for Civilian Contractors - Status - A
list of individuals and firms cleared for discussion and/or contract
purposes has been obtained and placed on file. Action is being taken
to clear additional firms and individuals.
V. Summary of Individual Actions
11 Requisitions processed.
No, of requisitions Copies
New 14 38.9900
Revisions 21 231,700
Reprints 4o 311,000
Totals 75 81, 600
*Includes one reactivation.
2. Forms obsoleted -- 3
3. Average requisition for month - 7,715 copies
Li. Net increase in agency forms - 11
5. Total number of controlled forms in use as of 31 January
25X1
19154 - 96L
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CONFIDENT SAL
 GONE I-T1
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Report of the RECORDS CENTER BRANCH for the month of January l951.
The workload in accessioning and reference service
activities remained about the same as last month. How-
ever, initial distribution of administrative issuances
more than doubled. (Fiore than 52,000 items were distributed
as compared with the 23,000 of the previous month.
Reproduction of information reports totaled l2,715 pages
in contrast to the 851 pages of last month.
All NIS material being returned by the Air Force has
been received and processed. Approximately 500 cubic
feet of material was received.
A memorandum has been received fro, 25X1
,'BID,, listing several types of publications that wi_
be forwarded to the Records Center in the near future.
These publications will be held and issued on supplemental
distribution upon request of that office.
Methods of regrading documents presently held for supple-
mental distribution and classified "Restricted" have been
discussed and approved by the 0SO Classification Control
Officer. The Classification Control Officer of OCD has
advised that the Records Center will be placed on the
mailing list for the "Regrading Bulletin" that will be
published from time to time. These Bulletins will be
cited as the authority for any classification changes.
25XJ
Chief , Records en er )rant
ILLEGIB
C
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 CONFIDENTIAL
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R" ` .t1a c: llf-at, BRt rC1i Statistical Report
Part I,. ' cord. Holding (92, ft, }
A. -decoz'd s Accessioned
Information Reports 3212
Adrrjnistratxye Issuances. 5637
B. riecords Disposed, of at Center 0 21
C. Records Holdings 4936
D. Distribution Material, Holdings 6618
Total loldings 11554
Part II "teferen ce Service on Records in Storaw
A. i1equeeta 220 1129
B, Its Furnished 566 3194
Part III Int reaaaference Serve
A. Requests 4
Part IV Shelvi ace Utilization (c;u. ft.
A. Total. Ca)acity 18948
B. For Present Holdings 115,54
C.Avail.,able 7394
Part V Supplemental Distribution
A. Item Received for Distribution
1, Intelligence Reports
a. Initial Receipt 4767
b, Returns 13004
2.
ILLEGIB
Reporting Period. Fiscal Year
January 1951j To Date
266 1583
TOTAL, . 26620
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 ` MMa t ical Report
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R 'Porting Pg iod Fiscal Year
January 194 To Date
Ira
Request
1. D,eilige
2, 'dformati
nce Reports
on Reports
153
330
Adm. Issuances
3
50
,
TOTAL
580
*;ems Fu r rzisk ed
i. Intellig
eme Reports
21)4.
2. Informat
ion Reports
1657
3, Adm4 Iss
uances
1608
TOTAL
509
Reproduction services (no. of pages)
1. Ozalid P
rocess
12161
2, Photo Co
3, Ditto -er
py Process
ocess
554
TOTAL 12715
.tart VI Initial Distribution
A.
Items Furnished
1. Regulations
2. Notices
3. Other
5283
36192
11212
TOTAL 52687
ILLEGIB
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CONFIDENTIAL
 IIOSST,YN SHELVING SPACE IT IGATION
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1;000'
Total ,Capes ity
(7-8948)
(Tn Cubic Feet)
15000
11000
Total Utilized
(19993)
25X1
7000
apacity
Supplemental Distri-
bution Ut 114 6000
ized (6)23)
5 000
Records Utilized.
(4670)
40x4
Jan
Feb C?NFIENTIALIpr
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Report for month of January 1954 from MACHINE RECORDS BRANCH
The turnover in Machine Records Branch has been greater
period. Three resignations
and one transfer, were effe
of January. In contrast only one employee,
entered on duty. Because of this shortage of personnel, there
has been a great increase in the number of overtime hours worked.
In December, 362 hours were worked; in January, 553 hours were
worked. A reassignment program is being put into effect to try
to relieve this personnel shortage in certain sections.
A number of unfavorable conditions in this area of Curie
hall has been brought to the attention of the proper authorities
and steps are being taken to correct them. Among these are the
high voltage condition that is being handled by GSA and PEPCO.
The lack of sufficient heat during cold weather is being checked
by PBA engineers. The barriers in the halls that greatly hinder
the moving of machines and carts have also been reported.
A training program for Machine Records Branch personnel is
being studied. Its purpose is to furnish qualification data on
personnel for promotion and reassignment. If properly carried
out, this program should prove beneficial to the Branch.
Operational: Special Projects
Since 4 January 1954, Machine Records Branch is being fur-
nished daily employee production reports from Printing and Repro-
duction Division. These reports are the source of inforiiation
that is being transferred to punch cards, and from the punch cards,
recurring monthly reports and statistics will be furnished Printing
and Reproduction Division on a weekly basis.
The Position Control Listings were furnished to Personnel
Office about 20 January. Their reaction and comments on the
appearance of the report and the information it contained were
very favorable.
The completion date for the T/: operation for the DD/P group
was extended to 2 February because of the changes received by this
Branch after the 27th of January.
C N7 ^V ENIt AiL
25X1
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 Appproved For Rele sle 005E1GVi 7$&00211 R000300280012-4
at
~,epor't for Jan. lcon d )
Fiscal
The W-2's were completed and distributed about January 20.
Due to difficulties in balancing control totals of employee earnings
and deductions, it was decided that in the future the balancing
operation would be done on a pay period basis rather than quarterly.
Jo5'istics
The physical inventory of Family Group 5 (Com unication and
Photographic Equipment) is in progress and inventory data is being
furnished Aachine Records Branch on a daily basis. This data is
being processed as received. The completion date for inventory
processing and reports has been established as 1 parch 1954.
Personnel Section
The status file for use by insurance actuaries was completed.
For details of this project, see the weekly report for January 13.
Preliminary concurrence has been reached with Planning, Re-
search, and Development Staff, Personnel Office, to include as a
regular portion of the monthly recurring security reports, a con-
solidated report-which can be better utilized, in lieu of the three
separate reports now disseminated. This project gives a clearer
picture of security in process "gains" and/or "losses" for each
month.
25X1
Chief, Machine Records Branch
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