QUARTERLY REPORT FOR THE RECORDS ADMINISTRATION STAFF

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500100004-0
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 4
• Document Creation Date: December 19, 2016
• Document Release Date: September 27, 2005
• Sequence Number: 4
• Publication Date: November 2, 1964
• Content Type: REPORT

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QUARTERLY REPORT FOR TILL; RECORDS ADMINISTRATION STAFF
July - August - September 196+
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1. Reviewed and approved revisions to the following Vital Records
Deposit Schedules:
a. Office of Computer Services
b. Office of Budget, Program
c. FE Division, DD/P
2. Received and approved a new Vital Records Deposit Schedule for
Collection Guidance Staff.
3. Presented Vital Records Workshop to the Records Management Seminar at
National Archives.
Presented a Special Vital Records Workshop for 50 Middle-Management
Officials of the National Security Agency.
II. FORMS MANAGEMENT
Completed 51 new and 4+8 revised forms projects and eliminated 13 forms.
P. Hoagland.
1. Presented 5 Forms Management Workshops to 49 Records Management Officers.
2. Completed 33 new and 31 revised forms.
3. Some of the significant forms projects completed were:
a. Prepared Form 2276, Performance Report for Medical Contract Personnel;
This eliminates the processing of approximately 1,000 pieces of
paper by physicians; eliminates repetition of data and expedites the
payment for professional services.
b. Prepared Payroll Allotment for Voluntary Contributions.
c. Prepared Form 2307, Covert Name Checks; this is a 2 part NCR form
which eliminates typing required by previous procedures.
d. Developed Form 2288, Physical Examination Work Sheet; this combines
and eliminates 2 forms.
The Records Officer of OBI reports a savings of 700 man hours (about
;2000.) annually in their office and in Printing Services through the use
of 2 NCR forms. These new forms eliminated 3 old forms and several
memorandums previously required by the old procedure.
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1. Completed 18 new and 1'( revised forms.
2. Revised the Continuation Sheet of Dispatch form to eliminate one copy,
saving 150,000 copies annually. Monetary savings of $6878. in printing
and storage costs.
Reactivated 2 Security Agreements forms as a result of revision in
Office of Security regulations.
5. Revised une form and created 2 new forms for competitive evaluations in
Office of Security.
6. Started survey of forms and related procedures in OCR.
1. Received and approved revisions to the following Records Control Schedules:
a. Office of Finance - Disposition Instructions revised from 5 years
to 1 year for one item.
b. Central Processing - Number of items on schedule reduced from 18
to 11 and retention of Travel Folders reduced from 1 years to 1 year.
c. Credit Union - Number of items reduced from 19 to 10.
d. :Placement Branch, Office of Personnel.
e. OSI - Entire schedule updated covering 3345 cubic feet of records.
f. Personnel Operations Division, 3 branches.
g. Plans and Review Staff, Office of Personnel.
W. RECORDS AMIAGEMRNT SURVEY., OCR/AD & ADMIN STAFF
1. Completed survey and submitted report. Immediate results from survey
were: elimination of 16 cubic feet of obsolete records; establishment of
a filing system; the release of 1j safes valued at $2150., the use of in-
expensive file folders with a savings of 24? on each folder and the training
of office personnel in use of new system.
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V. FILLING E4UIE'M1 1T AND SUPPLIES
1. Arranged a new secure area for office of Security with a savings of
$2523. in equipment and 82 square feet of floor space.
2. Approved requisitions for new Shelf File installations in the Historical
Staff, and Office of Communications.
3. Approved requisitions for Special Mail and File Equipment for OCI, OSI,
and Office of Communications.
VI. ARCHIVES AND RECORDS OPERATIONS L-
1. The Net Holdings of records in Center at end of September amounted to
83,700 cubic feet; an increase of 1'{22 cubic feet since 30 June 196+.
2. Serviced 28,782 requests for records stored at the Center.
3. There were 52 visitors from Headquarters offices. Mrs. Hope Grace,
Records Officer from the Bureau of the Budget was given a briefing on
the operations at the Center. This was in accordance with arrangements
approved by the Office of the DDS,. Mrs. Grace obtained information
which will be of assistance to her in planning a similar operation in the
new office building that the Bureau of the Budget will occupy.
1F. Two members of the Records Center Staff - I I are
enrolled at American University for a course in Records Management.
It was necessary for the Records Center to make 3 special trips after
/hours to deliver urgently needed records to Headquarters offices.
Vii. KENNEDY LIBRARY V
1. Transferred the following material to the Library:
a. Foreign Broadcast information Service Daily Reports.
b. Photographs of President John F. Kennedy and Mr. Dulles and Mr.
McCone.
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1. We have been requested to prepare a two day training program for
presentation in January to a group of JOT's selected for the DDS
Area.
2. I briefed members of the Agency Top Secret Code Word Committee on
records management policies and procedures.
3. Several discussions were held with officials in NPIC to develop records
management program for them.
h. Discussed a future records management survey of the Office of Public
Affairs with Mr. Chretian.
Chief, Records Administration aff
Date
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