ABC OFFICE REPORTS MANAGEMENT SURVEY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP75-00399R000100020008-7
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 11
• Document Creation Date: December 19, 2016
• Document Release Date: May 4, 2006
• Sequence Number: 8
• Publication Date: August 1, 1954
• Content Type: REGULATION

Approved For Release 2006/05/24 :CIA-RDP75-00399R00010002~~~~ g~2
i ...~
~icCC D ~tANAGEME~Ii DIVISlOYd
__ _
SAMPLE OFFICE NOTICE INAUGURATING AREPORTS -~-- -
MANAGEMENT PROGRAM
SUBJDCT; ABC Office Reports Management Survey
This Notice sets forth procedures and responsibilities for an
inventory and analysis of current reporting requirements, pre-
paratory to establishing. an Office-wide Reports Management
Program,
2. OBJECTIVES
This survey will provide the foundation for a continuing program
designed to;
Eliminate and prevent unnecessary reporting.
Insure that instructions, forms, and procedures for
necessary reporting are clear and complete to provide
simples direct reporting methods.
Improve the quality of reports.
Provide a central reference point for information on
reports.
In brief' the ABC Office Reports Management Program will mean
fewer reports, better reports, at less cost,
a. Report - An account or statement of information
prepared in written narrative, tabular, punch card, or
graphic form, and transmitted from one organizational
element to another an a recurring basis.
b. Administrative or Management Report - As distinguished
from an operational or intelligence report, it is a
report that provides for administrative or management
control over an activity or operation.
c. "Recurring Report - Either a p eriodic report which conveys
essentially the same type of information regularly at
prescribed intervals (daily, weekly, monthly, etc.) or a
situation report which is prepared on each occurrence of
an event of certain prescribed characteristics.
Approved For Release 2006/05/24 :CIA-RDP75-003998000100020008-7
 Approved For Release 2006/05/24: CIA-RDP75-003998000100020008-7
1t. SCOPE
Ldith the exception of those reports and documents listed in
Enclosure 1, the inventory and analysis shall include all
recurring administrative or management reports which ABC Office
components either require from, or Prepare for:
a. Other Headquarters components, including those in the
ABC Office.
b. Any continental or overseas field activity.
5.
Any organization (Federal or private) outside the,Agency.
a. The Chief, Administrative Staff in collaboration with
the Area Records Officer, shall:
(1)
Direct the inventory by providing guidance and
interpretations.
(2) Serve as the collecting agent for inventory and
(3)
analysis material.
Review findings and recommendations resulting from
analyses, and conduct such additional studies as
deemed necessary,
(!t) Submit to the Chief of ABC recommendations for elim-
inating, simplifying or otherwise improving reports.
b. Chiefs of Staffs and Divisions shall:
(1)
6.
Direct that the inventory and analysis be conducted
within each component under their authority.
(2) Review recommendations and findings of subordinate
(3)
components.
Forward the inventory and analysis material on each
reporting requirement to the Chief, Administrative
Staff, prior to 19511.
a. Inventory and Analysis - Enclosure 2 provides detailed
instructions for inventorying and analyzing reporting
requirements. Additional copies of this guide and the
forms to be used during this survey may be obtained from
the Administrative Staff, extension 12311.
Approved For Release 2006/05/24: CIA-RDP75-003998000100020008-7
 Approved For Release 2006/05/24: CIA-RDP75-003998000100020008-7
b, Approval of Never or Revised Reporting Requirements_-
Effective immediately, any proposal to establish a new
reporting requirements or to revise an existing ones shall
be submitted through the Chiefs Administrative Staffs to
the Chief of ABC for approval,
7, CONTINUATION OF THE PROGRAM
This Notice will be rescinded by an ABC Office Instruction upon
completion of the reports survey, At that times policiesy responsi-
bilities~ and procedures for a continuing Office wide Reports Mangy
agement Program will be established. Suggestions for a program to
meet our needs are invited.
U. R. WRIGHT
Chief of ABC
Approved For Release 2006/05/24: CIA-RDP75-003998000100020008-7
 Approved For Release 2006/05/24: CIA-RDP75-003998000100020008-7
TYPE5 OF H.EPORTS ,AP1D DOCUMENTS EXEr4PTED ~~iOM THE
ABC Or'FICE REPORTS rIANAGF~I~IFI~T SUR ~~
1, Reports providing for the collection, production, and dis-
semination of intelligence
2a Reports of inspection prepared by inspectors general.
3~ Official reports of audit, survey, or investigation by
administrative bodies appointed for that purposee
~. Formal reports of official proceedings of formally con-
stituted judicial or administrative bodies appointed for
that purpose?
5, Formal reports of findings, recommendations, or actions:
prepared by special committees or boards appointed to inquire
into and report on a particular matter. However, recurring
reports initiated by such corrunittees or boards to obtain
data required for their work are not exempt under this provi-
sion.
6,. Comments and/or concurrences as part of routine clearance of
proposed actions, requisitions, or publications.
7. One-time recommendations,. suggestions, or evaluations as to
plans, policies, or proced.iires, and official employee or
beneficial suggestions,
8, Replies to requests for suggested agenda for meetingsq
9. Agency budget requirementss
a? The annual budget estimate or request for funds. re-
quired by law, This exemption does not include
periodic collections of data used to develop or sup-
plement budget estimates o r fund requests.
b, Deports upon apportionment and allocation of appropriated
funds+
Approved For Release 2006/05/24: CIA-RDP75-003998000100020008-7
 Approved For Release 2006/05/24: CIA-RDP75-003998000100020008-7
TYPES OF R,EPORPS~ AND DOCUMENTS EXET~'TF.U FROM THE
ABC OFFICE REPOF~TS MANAGE[~NT SURVEY (Cr.?-
10. The following operating documentso
Affidavits:
Agreements
Announcements
Applications or requests
Authorizations
Bids
Bills
Bills of lading
Certifications
Claims
Contracts and initial
allied papers.
Depositions
Guarantees
Identification
Leases
Liens
Oaths of office
Payrolls
Permits
Performance bonds
Receipts
Receiving-and-inspection forms
Requisitions
Sales slips
Shipping orders
Specifications
Statements of witnesses
This exemption covers only the actual operating documents them-
selves. Reports concerning progress in prepar~.ng~ numbers proc-
essed~ etc. are not exempt.
Approved For Release 2006/05/24: CIA-RDP75-003998000100020008-7
 Approved For Release 2006/05/24: CIA-RDP75-003998000100020008-7
PROCEDURES BUR CONDUCTING THE ABC
OFFICE REPORTS MANAGEMENT SURVEY
a, The reports survey is an essential step in establishing
the ABC Office Reports Management Program, It provides
the foundations that is: (1) A complete description anal
case history of each reporting requirement,, and (2) an
analysis of these requirements to point up reporting defi-
ciencies and ways to correct them. In addition, the survey
will provide experience on which policies and procedures
for continuing the program can be based, The importance
of this survey thus dictates that persons selected to par-
ticipate :should have a broad knowledge of their componentis
reporting requirements and be qualified to analyze them
objectively for possible improvements.
b. The following terms apply to simplify stating survey proce-
dures:
(1) Required Report (Incoming Report) - A report which a
component requires from one or more other elements.
The report is an incoming report to the office which
requires it.
(2) Prepared Report (Outgoing Report) - A report which a
component prepares at t e request of another element.
The report is an outgoing report from the office which
prepares it.
a. Take the following action on each current requirement for
either a required or prepared report:
(1) Corrcplete an original and one copy of either Required
Reports Analysis Sheets Form No. 11-43 (Attachment A)~
or Prepared Reports Analysis Sheets Form No. 1Ltlt
(Attachment B).
(2) To the original of each Analysis Sheets attach one
copy of each directive affecting the report, a specimen
copy of the reports and any other descriptive material,
b. It will not be necessary to furnish copies of directives
(authorities) issued as Agency or ABC Office Regulations,
Instructions or Notices.
Approved For Release 2006/05/24: CIA-RDP75-003998000100020008-7
 Approved For Release 2006/05/24: CIA-RDP75-003998000100020008-7
a. Personnel sha11 analyze each reporting requirement con
current with taking the inventory, The need for required
reports will be fully justified. Prepared reports shall
be analyzed with a view to improving preparation proce-
dures~ and recommending to the requiring office, ways to
reduce or simplify reporting.
b. Forms No. 1la3 and 1ltl~ contain questions which establish
criteria for analyzing reports. Additional and more
detailed guides are provided in Attachment C~ "Analyzing
Requirements for Administrative and Management Reports."
!t, SUBMISSION OF INVEN'PORY AND ANALYSIS MATERIAL
Completed Analysis Sheets, together with supporting materials shall
be forwarded through supervisors and component chiefs for review
prior to being submitted to the Chiefs Administrative Staff by
195l~.
Approved For Release 2006/05/24: CIA-RDP75-003998000100020008-7
 Approved For Release 2006/05/24: CIA-RDP75-003998000100020008-7
t~..~QUIrIED t~F,PORTS ~ivALYSIS SI-i':sE'T
~3~ A.UTHOH,TTIES OR DIRECTIVF_S REQUIRING THIS REPORT
. DATE ANALYZE:O
~: F:EPORT FORMAT (Form
5. FREQUENCY OF REPORT AND NUMBER OF COMPONENTS REPORT:CNG
no., memorandum, machine
?DAILY ~ MONTHLY Q SEMI-AN ~ SITUATION (No.
tabulation, etc,)
- -' ~ of reports received
WKLY ~ QTRLY ^ ANNUALLY annually)
^ OTHER
6, rIUMBER OF COPIES~REQUI~~.ED AND THEIR DISTRIBUTION a
S
p
_
~. Considering every organizational element of the Agency concerned
witYY this report, what is your best estimate of the total man days
expended annuall in its preparation and handling? .................
~t3r 6 Complete the following using Space 9 if necessary:
_ _ _ _ ~ ~_ ---
~
YFS
~ ~
NQ
.
n,._._.
-..
a. Does this report duplicate in whole or in part'any other report known to
exsst in the A enc ? If so explain.
b. Is the information required by your office appropriate to its assigned
s
functions, responsibilities, and authority?
c, Is the information required actually and actively used as a basis for
plans, actions, or decisions, and does such use fully justify the cost of
the report?
Is the information reported in more detail, submitted more frequently, or
mod
.
given wider distribution than is necessary to serve the purpose for which
the report was established:
this r ort result from administrative or procedural
~. Does the need for ep
V
s
problems which should be corrected, rather than reported? If so, recom-
I
mend changes.
~
~.____'
f. Is the report designed to serve a purpose which could be accomplished more
i
effectively some other way such as through direct supervision or inspec-
I
E
tion? If so, recommend an improved way.
f
I
Is the form or format of the report adequate with respect to: (1) Spacing?
g
.
(2) Weight of paper? Can sufficient copies be prepared at one typing?....
(~) Passible elimination of transmittal correspondence? ...................
1
Ap~ir"ov~d~'~or Release 2006/05/24: CIA-RDP75-00399R000T~~~20b08-7
 _ ._ _ _y,_ Approved For_I~elease 2006/05/24 s. ClA-RDP75.-003998000100020008-7
?? ), 1-1, ,~ i=. Lhe jus~iilcat:i.on 'or concinua.n the reouirornent nor this rel,ort? Itecorr:~
mer,el an~J i?evis`~on~~ I:n your a.~r.~rai.sal,con:~ider the vol.wne o:f data alre~~.dy collected,
chan;e~; ~i.r1 or~;~lni.zata.on rend fund:ions, program progress, trends, etc b, since the
report~.nn requirement; eras established,
(Continue on separate sheetz i.f necessary, } a7
I;,FpC)I~T '.lAS ~sid1::L~1'.`l.',F~I) ]=.Y: ~ C%OI'~11'CN?i'NT
Continue on separate sheet, i.f necessa ..z..[~~.
vATF
iti''~iV:IT1.'!r.~ I~;Y: CT-J.:I'T;i.~'~a i?~' COiQ!'ONI?Iv`.l'~ .
(Con-tinue on separa'f;e sheet;, if_necossary.,},__ _..
,....; .;, ,i~ , .;_1.;~ (moo. ~
' A~f~roved For Release 2006/05/24 :CIA-RDP75-003998000100020008-7
 ~_ ,. l~.'CPORT TITLE
,_ Approved_ For Release .2006/05/24 :CIA-RDP75-003998000100020008-7
?~'ls
1'RF~l'i1IZV~ '~~i'OIt7:',~ 1~l~;sI,YS:i:S SCI .'~`I'
-..,..,....-...,...~...~.,...~........ ,._.._...~._...._....-.-..,.-,...,.,,.m W... .............._..,..,.
~3. AUTHORITIES OR I7TRECTIVES REQUIRING THIS REPORT
2, DATl~ AA1hLYZF,I3
s
~1tr FtGPORTIIdG FRF,QUENCY (Daily, weekly, mon-~
~, REPORT FORMAT (Form no., memo, machine
as situations occur, etcq)
th1y
tabulation, etc,)
,
u
a
_ _ __
~f~~ NUI~}3ER OF'' COPIF~S PR~~PARED AND THrIR DISTI~IBUTION 9
?i
... _,
l1;-~TEF i)ESCRTPTION OF HO~rJ REPORT IS PREPARED (Include information on records
7
.
mair,.tained, machines utilized, requirements for data from other offices, average
number of pages per report, etcd)
1
,.__ .~
`Y-~..
~~. Complete the. following, using Space 10; if necessary: ~
yF,S~
T~~
a? Does information in tha.s report duplicate in any manner data contained. in
other reports-your component prepares? If so, specify the reportsn
~
the information reported in more detail, submitted more frequently, or
b
Is
~
,
.
given wider distribution than is considered necessary? If so, explain an
rnend changes.
recom
~
_
rt
hi
~
;~
s repo
Ts your office able to meet the required submission date for t
c
over-
if
f
i
any
y
without detriment to operations? If not, explain.. Speci
time has been required to meet clue dates. Recommend changes,
~
_ _
~
d._Is the form or format prescribed for the report adequate with respect to:
.
j
'
(1) Spacing? ...................................... ......................
(2) Weight of paper? Can sufficient copies be made at one typing?,......
(3) Possible elimination of transmittal correspondence? ..................
-~
If the report is reproduced by mimeograph, Ditto, multilith, etc,, do
e
,!:
.
the masters contain the maximum amount of preprinted data (headings,
--__li_nes..,Weyer.)7.._...._._._._..._......._._._..._....____..
f, Are instructions for the preparation of this report clear and complete?
~-~
_ __
g , ti~Iould your office continue to :
~
..
(l).Maintain,..... .. ..............
(2) Compile.... .........................
the data being; submitted in this rc~5ort i.f the directives for its .pub-
mission were rescinded? If so, why?
~'' ~'='~~'~ rv"~ ? y`~~-~ ~ f ~j~dred'Fdr Release 2006/05/24.: CIA-RDP75-00399R00010d0`2~'00$-7 -'
 Approved For ~2elease 2006/05/4 : CIA-RDP75-00399ROQ0100020008-7
j' y ?v UI1;1;a::~r3.i1~ ti7e t:1C.Ifu:ntS U . I3rEI:~?1r~,'%].On u~~.1.nPCa 7. i7 ~`.i'j3~iC e (~ la'CIY. ~ 1S
i;,` jtOlJ.Y'~ best ?~st~.rnate of the toto.l nir-~n clays cx;;enc:ed arnua.7,7,y a.n the r)rc~~-
~~.rat:i.on and hanci].inC 01' ~th.is re~,or't? ..... , ... , , ......., ~ .... - . , . ? ? , ..... .
1.0~ ''ha~c :is your ~~pl)r:~:i.~;a:L o!' this rel~grt? I;rcco~nmend ~_.~ny ~.raprovemen~ts, including;
i'CV1.;C:Ci ~'('.i9F+.r.'l'tlOn A)'J"UGGC~.l1:CCS?
_ _ ___ ~~~~ _(Continue on sep~.rat.e sheet? i. f' nece:;sar~_~
:Ru,I'OFiT 'tdAS AI,iALY'LFd) BY; M~COI2'POI~rEId'1' ~?;ri:[1,.)II'dG?~~~~~?~~i~,OQ1'?i idQ< THC-I;IJ
S IGr~i ;TUNE
~?+azrrasa.+o~ws,ws,acn+.dwmw.wu+..?ra..ww...w?nn.+wnwwww~
r~F~cc~IJIr~~I~vATIC~t~rs
l,~ontinue on separate sheet, i,f necessar,~~
T ITI~ ~~ DA `1'E
Approved For Release 2006/05/24 :CIA-RDP75-003998000100020008-7