DISTRIBUTION OF AGENCY REGULATIONS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000900030022-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 22
• Document Creation Date: December 19, 2016
• Document Release Date: March 31, 2006
• Sequence Number: 22
• Publication Date: December 10, 1953
• Content Type: MF

Approved For Release 20015/I
11FIKKIKi
, 211R000900030022-4
Security informattel
MEMORANDUM FOR: Chief, Records Services Division 11.0- '/ //
Chief, Space, Maintenance and Facilities Division
Chief, Printing and Reproduction Division
SUBJECT
Distribution of Agency Regulations
1. The General Services Office is now receiving nine (9)
copies of all published Agency Regulatory Issuances. In connection
with the distribution and use of the Regulations, we are responsible
for sufficient distribution to insure that supervisors at all levels
are provided with such Regulatory materials as are useful and essen-
tial to the proper performance of their duties. However, distribu-
tion of sensitive and field Regulatory Issuances must be restricted
to those having an actual need to know. Further, Regulatory
Issuances which may be limited in their applicability and effect
shall be restricted to those officials and components having a need
to use them in the performance of their functions. This restriction
is intended only to avoid unnecessary study, handling, and filing of
Issuances which are of limited usefulness.
2. Most of the Regulations are distributed to all components
of the Agency through Divisions. Distribution to Branches and
Sections will be the responsibility of the Division Chief. Present
distribution in the General Services Office on all Agency Regulatory
Issuances is as follows:
Records Services Division - 3
1 - Division Chief
1 - Machine Records Branch
1 - Records Staff
Printing and Reproduction Division - 2
1 - Division Chief
1 - Printing and Reproduction Plant
Space, Maintenance and Facilities Division - 2
1 - Division Chief
1 - Division Staff and Telephone Branch
Office of the Chief, General Services - 2
1 - Office of the Chief
1 - For use of Administrative Officer, Security Officer,
Printing Advisory Staff
Approved For Release
CHFIDENTIAL
400,
.
Ei4I1 n fellaRt0110-00211 R000900030022-4
Approved For Release 2oo6io4/4 lRomoomo22-4
S3curity information.
3. There may be occasions when additional copies of a particular
Regulation are required. When this occurs, it is requested that you
inform the Office of the Chief, General Services, who will obtain the
required number of copies.
JDeput unieil uenerai services Mace
Distribution:
1 - Chf.,
1 - Chf., Sp.,Maint.& Fac.Div.
1 - Chf., Prtg.& Repro.Div.
nr!vg-arv,A1
Security ififOrDati011.
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7
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Alp'proved ForRelease 2006/04/1/rtIOM5Ptitil-00211R000900030022-4
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RLCO AV
VICE
amoux4 .urritia 1 ThFiiMENT rairaim CENTER 11EM.WETIT THE EQUITA..
LENT CF LOC 1FM_ CADINEIS AT A CCM or $94,000.
The volume of records received frav the inception of the
Conter to date is 3 200 eu., ft' and is equivalent to 400
cabinets valued at 940004'
Th e i'iecoTdo Center 1 - apprmtimately 1,600 feet
f records during the . etzmar, This is equivalent to
the volme of 200 legal size safe catinets representing
$47,000 worth of equinment made @mailable to the AE ncy
during tho past fiscal year.
nts were made during this period to receive and
,o tope recordings crested by the rms. Heretofore,
the mcordings had boon trutererred to the national
Archives, but it appears more desirable to retain such
material in our an accords Center*
A total of 200 eu, ft, of records were 8estroyed
authority of approved disposal schedules,
C ?
e, There ,tre 1,500 reference service requests on records
.in custody and 8,900 record item were furnichod'in
nonce to these queries*
2* EX yACILITIZa CAPACITY.
For the pact several months it has boon necessary
le. ,:zetive records to 1100
order to raial space for files being Currently transfer
fron operating units,
The storage of records is a highly
unsatisfactory expedient. Moe than half the records are
stacked in homes six high on the floor, Any reference to
material stored in this fashion is an expensive and in-
efficient operation*, Atl I it has been nee. 25X1
essary to utilize space on. top of deals docked filteah
nets for records storage.
25X1
25X1 ,
RETURN TO RECORDS CENTER
IMMEDIATELY AFTER USE
glievoloo SECRET Jo
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SECkET
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1441,,L FCC, AVeQUAlL AcE21C1 L14V1C1C, CENTEa 14CItrikri WA6
Al;D LS VC4 iiETTINn UP sUCH FACILiTr&; AitY, IN *5h(CI3S,
a, A S1a4f study dated 29 Decanter 1952 proposing the establisi"
nent of a Records Center was avinroved?
Ther4 is presently in process* a dtaff otukty recommondinE the
authorisation of either now construction or renovation of the
I for use as 41,, itcleiartla
center,
ADMIN15TRATION Th t RICCUS MANAGEWNT NCtRABAILL EL ACCOMPLIaED
AILI,,A Lyraltl 07rICER$ ON THE STAFTS ON Ta REOPUITIn MIMS
TECRNICAL ASSUTAKE AND OVIDAttl; MUM 17HE 4,4WS MAWAIDEM AND
DISTRIBUTION MAME,
All offices have boon requested to establish Area accords
Orficer ja4.4 within their present ceiling* Ten Toll,timo
Area'xiocorda Officers and seven surtwt.k# Arun liemzdn
Officers have been appointed by offices divisions, All
offices appear to recogni-- a no44 for the Pinograla and have
indicated willimpess to cooperate, Additional appointments
aro anticipated but are being delved by various organi
attona eons 4%4,4 'A 10730 mid changes,
A 'za!-titliSFA. DANAGEMNT MINI% Ti?.rakMW, COMIXTB-1, IO R AREA RECCkIV
%TIM%
In 000peration with the Office of Train a training oro.
graTs uas ftvelopad and conducted* It consisted of sixteen
classroom hours of lectures and dist:fusel* by esparto in
the field from outside the Agana, and renters of our own
sten* The program was conducted over a period of four seeks
with two two.,.hour sessions each %mak. The total attendance
=Jaunted to 632 with an average of 79 for each ce,sion*
1, CONTINUING TaCcLIScwi CtH 11; IN 0YeRATION,
To augment the Training Program described. in I er 4 above,
a series of bulletins is teing 100, containing the Ind.
structions f.r undertaking each of the crogramt
special classes to tench the i2.12*0 technical phases of the
program are being held; and on.the.joh training is being
given the %man, Records Officers,
I C1.i'J:C(1,16 1,1110ER WAS DIZIONWIT OMLWE IN A LiAtitAl CAPACIII 4
OENERAL WIRVICES faeiNIUTRATION CV ALL AAT'7,Tafi
paosms1 R7MUNCE SEkNICE AND YIL1NC YQUIPTIERT.
g1rOVO/0 ?SECRET
? Security Informant:a
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'This designation vas made iu confermance with regulations
issued by the Geroral ,,J'arvices Administration,
AM4-1 \-LIARANCFS LAW, MEV la7.141WM FOR Tao imavrilmu, PROMIUNT
TRI. tcs NANAMWAT xuinWija SAVICIZ UILL NLEDI.;
COTZTLIANIX.
0 A DLPUTY ARCHIV/ST ME 31AFF OY NATIONAL ARCHIVES OF TbiLl
;???
1ZL
Slain= AOHINLITRATIMLM onm; Aai CLUFJUCE TO MO:
,rITH TNI3 =ICE WESTADLI6EING LISPOSLIGH SChEPULa AGIAT
a. This action vill ner141 the Nati*- Archives representative
to come Into the Nvaftcy to review proposed disposition
schedules, samples of the related records and to prepare his
arAiveimali This procedure vas cleared vith the Office of
Inspection and Seenrity and will eliminate the need send.,
ing samples of records out of the Agency in ardor to obtain
the neeni,sory approval of the disposition
b. The pre ion of schedules is a requirement of the General
Services Administration kegulationt Title 3, oevertag
Federal recors which nrovides that Federal
shall compile a records ?ram,' schedule for all
of records in its eus "c* having importance is
tont, bar- of space equi,4-nt occupied; such zeewe control
so-44-ules to to comnIsted by 3) Jane 19544.
/0, it5SPCNIIIPILITY FOP, COUKSMUANCE YADAUMNT TRANSMRRiD PROM
ORCANITIOP LEP ,NUTHMS ssavIcts TO Ta APCCrite MANAGER= AND Danl.
MANCH,
This action as Won to bring tegeth htoh are
generally recognised as ein relw,ed to records managements.
71, ,,J-13ro.1517;:t.:cry rat ram AGElizaiTJA L Pitt11 TIM if aturz.
Eatt; AfIr: ISTIM SlialkES TO TEE iuMa,az IlatAcataiT Aat IISTR/Stiriev
This change was also made for the purpose of bringing to.
gether functions generally considered related to the records
management promr4
C1181'0100
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SECRET
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bee* WOrwall?11
12, A SVWDA4D FILING SISTEC F1744 Till: A4-.;141a, L M DEVa0PED.
A draft of the handbook fnr the filing system has been dis-
tributed for comment throughout the %Roney, Working level
clearances have been obtained from most offices it is
antleipated thlat the Manual will be is d Shortly after
the beginning of the flees' year,
13? A STANDARt CORRESPCSANCZ CCBTEOL Sr1114-,AS MEM POIAOPED AND
nxsTArruo,.,;?. Val etEARANCX,
14.
This Gratemviii be
correspondence
issued in
where a control on
or the ayatem will be
NOTICE PiloOPIZZlrTh1 STAMILDUATION WITIZil AM:; umu, SUE
CADINK13 WAS fiXrikIlYZ AND Is LEIT4 CIRCUTATED Pati, TEE, COMURIatClil
OF ALL UKFICM,
This will ovide n coporturtity for the Agency to ye e
constderable of money in the future proeurement of
filing orpiment because it eliminates non.standard items
and permits the procurement of large quantities of egniP-
matt at sabstantial diseount**
A NOTI(i PIWVIDINO FLU THE STARDAhDIZATION OT Terri-4 AND LEGAL 0,1ZE
rpaul SUPItiliS RAS MEN ramin AND IS BEIM CiRCULATLD Vat THE
CC/CURIUM OF ALL =ICES*
te,
The standardization of ouppilos is recommended beesa4,: it
porvits 0..4,-,4es in procurement and procurement pr000dures;
simplifies s and warehouseprobloma. assures uniform.
of supra/Jon used in the e. filo, roo:ating in a much
ater and more husinestio.like ep olludnotes the
use of either unnecesnarily ozpenston items or items too
cheap flimsy to afford seri.k desired* The co
mended standard supplies were41ected as the boat for corres.
files by exports of a of 041vernmont Je***10*
who have Av years of experience it 'VAG field,
FOIL 71'dalfitS '1.114.1,? MDIED& SYNT ON A fl'IIXIAL
ASOrtittliT TO FM'S. EAST nk A Plc:RIM ti. silt tiONViti,
This toam has returned to duty at headquarters
of * ation on the work they accauplished has been
reeeived,
tiLDI? I"
SEW ?
levaritir lotworts*
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Sacurity Wormation
* rzsmtnx,11 SCHELVLIZ I'M ALL Clk 111; 141.rai:O 1":!':" 0 V t 'TICTX) rint
USN PEIEPOilq)AD ontats AitY, PECMS.
a, Disposition schedules have been prepared ,w,d smyroved far
the General Services Office and the Logistics Office.
b, A tentative disposition schedule has been opared on all
records of the Office of the Gasptvalor except the Finance
Division and has been forwarded for the consideration
approval of that of
A disposition schedule has been pre soprovsd for
the aw, nistrative reoords of the MID field Stattalai
4. The Cable L,,scroteriat was requested and screed torovise
their regulations to provide for the disposition of copies
of cables in accordance with standard disition pre-
codmes,
laViliZ WiltkOMMIT stWY 4LL ca 114 Sallat OITICES
a, A Reco' nt survey, limited to systems st, 4100
itions was ci1eted in the Logistics Office and all
recommendations wore approved and haste installed.
?o?
A Records Mhmagamnt survey vas made in the Office of the
Director. However, approval of the recommendations ts still
pending although part of the reecndti I $ adopted
in the Office of the 1,f A,
As a separate project it the Office of the Director, a sur-
vey was ma4o in the Office of the Historical Staff. As s
result, a specially pted develop, -nt of the proposed
Agomy filing system was installed with reon.,4,-.1,104 controls
on saws /tone received for circulating
Is.4k2i?
A survey covering Oyst"" 444* dissositior
conducted in the trace of Operations.
NUMPM OF OPPICM ARE NXKIM PROGIW26 IV Tlag INSTALtkTIOTI OV THE
a)Lcs *AGI.
s comently being
a. _ ?,,,,,,,,,,,,, , se 1142 . Disposition ,,:hoduls prepared and
,-oved*
nefer of inactive material is being delayed
pending establishment of a new Accords Center. Installation
of $ , -' filing system ard mail control As being delayed
pending the relocation and coollid)Alon of the various
glyptiret 4siona of the Office,
Ssarnty sgcor
Information
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. Approved For Release 2006/04/1.3 ..41=i70-00211R000900030022-4
issay inisnestios
?and installedfoz 11
disposition schedule for a
prepared,
ficer
, eys
files
of the Office h
apoointed.
A
kancy filing system has t
stalled in the OMr of the Deputy Director,
411 Art4. 1-6'1*ov:to O'ricdr hee
The .Amo f1.1ing gates has installo4
n the adninistrative offices, A survey of etc division has
been COn6ucted tut the recommendations are still pendin$#
An "i.r;-_,e, Records Officer has been
appctted t no ctu1 hns yet srade,
kr?
to?ftt, I?"'
Area Records Officer
and t ently warming the roes.
ti but tut has not yet na6e am, specific rert,4ndations,
4u traa zest:ads Officer ha$ 'hose
spun ntedtnd i wo'4th the Records 1- asd DiStri-
button ratsh inobtining thr cle2rance and prove' of the
disposition schedule prepared by this office, Our Star 4
uiso assisting tt:is Arealiemerds Officer to deterstma the ream-
nendatIons to be m3de with rmnlost to instal/lug tte now filing
and control systos,
20. ALL FICIS 1.atE EMiTICIMT1110 LI AN Acm1; VITAL wratIALS ?Lamm.
All offices have -,4,n requestioi to review their pavvious
s of vital records to determine *ether additions or dele..
time should be made, Sentra offices haw completed their
review and a? toter of changes have been Veda*
aPti4t;Ait CORTINTI/A;0 HAKE TIV2 VITAL tlintiJALE, P:,-*CX:11M nairE SiZt
ATTJ iTYIC1NWT.
a, Tighter security measures have been eetb1iebod n effecting
the transfer of Vital Materials to the Repository. An
courier now escorts cash trip to the Repositor and such item,
4$ recorded on the transfer slip, is checked and rev:tinted for
imnedi.telri upon arrival at the lispesitory.
Offices depositing vi-,a1 materials on microfam uore requested
to detemine the feasibility of mducing the vmaume of Were.-
film are Ay deposited, and in the future to deposit originals
eller X DO
SEERET
01 0000
toPiirity Ii4ormano0
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kWh Information
? or paper COpieS us extensively as practicable. This request
was made because of the sloi.mess and difficulty anticipated
In working with microfilm in the event of an enc,,Oncy* 1:0
date, the need for recurrent ultrofiledng of three records
has been eliminated and additional changes axe anticipated*
00 some improvement has been effected in the proper identift.
cation of vital materials by dentinual4 working with the
office representatives to sure vIt adequate descriptions
and reftroness are given for material being deposited*
This office 'is working with the Arca Records Officers In es.
tablishing control schedules enumerating the file series,
uedla of deposit and frequency of deposit, of oll vital
materials within the respective oft e, Those schedules
will be used by the Area Eessrds OffiCers and the Vital
Materials Officers to assure that deposits aro eminently*
AS of this time* such schedules have been completed for three
offices and the =minder are still it process*
22, IMPROVEMEMS ?,Ekh MALE IN THE MCKIM AND salueloo OF 31012WAS?FOR
wataattint, asumirtral,
'h
as The vol 4(--t of .4toriais carried is et for applosaital dio-
? tribution nes amounts to approximately 4000 cu* ft. Certain
activities in this operation haw in I s ficantly in
the last two quarters over that of the first Ulf of the
fiscal into number of intonation port 114'ter piee
received for storage as stool boroased 76% Voile requests
for supelemental distribution on the re*0 ?. aro up O$*
About 90$ of thot,,, requests are serviced by furnishing repro.
ductions Akt,,, a an Otalid machine .-.71r the Oorl in
used is dependent on the typo of ter
AU reete for stock supplemental distribution i ore
now being processed within eight vorAng house Previoulro
there was a time lee of several days, of which was
neoessary by having to forward used multilith sets t
Printing 'ad ileaseduction Division In order to euppl2r cosies
for cupplemestat * tributice4
0, Since I October 1952# servicing of reports hasn ovet,
by securing an 0lid (4. 4r for each istuance, Zn tj
manner# a complete sot of information re,(.- to Is 'being devel-
*nod fr*.4 whidh copies can be made ty the most efficient
method of reproduction for this typo of operation* This
method also permits satisfactory control over the continued
81/811100
SKRET
booby Informal/oil
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haft Information
exyansion of taforattion rvvori distribution stook. This is
acheved by the substitution of the Ocalid easter for the?
multilith mat and five copies that wars foreerly reenbeds
Since lee Beewier, spate equivalent to rine /o size cabi-
nets has already been daved?
In order to eito reference ox tee on 300 cu, ft, of
multilith copies of older reports, the ?1),,voical rearrange-
4,:et of the files moo set up a project and ,-, comPo
pleted during the third quarter, This work invol-...1 potting
the paper in proper numerical order and the insertion of
file dividers. The reports arc now riled upright in stand*
ard equiTelent and arc searched with c4se, As time permits,
the sans work is Laing done on 1/6 on, ft. af nterainnd
multilith mate that have been deteriorating due to frequent
handIing in undersi ui t4
t,
Supplemental diistWitutiou of the finished Intelligence reports
increased by la% during the last quarter of the year, In the
period, additions/ distribution of rognlatiumm increased
20% while xit distribution rort
IAA
23 A NM& CV marmarrs VEitE WE IN TM 4= OF HANDLING A0EXY 4A114
A courier
to v4rvice
en stetlishin Room 1005 "Iv' Building
4,4
0411 t rt and ow,.
constructed at bath
T has been ,Itlt at "X" Building, 4j
tto
The azter,onForpt at L'Aucxterti Z MAU 4,
into a vomit
e. Two specially built
the handling of A
A oonneotim
and nEocuseatift rervi
ssougaro -who are stationed at
of those buildings,
t118T0/00
SECRET
,cr
Wean "'-ittartera
Thia onabloa
tl X" to aoreice both
-
o 100000
Security 144,1,4#
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or
ma wi
shed,
hese bxild
I" Buil
in tsf.4."
for
the
and
speeded
The service far re
at I
tries lihich are
regular sail true
area, This increased
and permits the same service
to being in to other intro.,
resulted in reducinz the
to three permitted
4. The offi
Section,
slat of an
from the R
two trip per
ing
Warta has
I. Contra
ickup and deli
ud by the Logistics
?ion, As a result, i
USE of tbe vehicle and driver
this run,
C 11 0 T 0 I 00
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SOCurfty Inform...a*
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kW* Information
depieting the correct way in ghich to
n distributed to Broach ii.slietriee thr
114 Throe =triers
Intelligence to
required*
0:044
25, All IkrittABBW POURTIV1 PCSITX WITE Vat.1.1
IVO WAS gB4 TtT AND AfTROVEBs
CtIL-
t4 The mail operations and ths Accords Marsement Pro,-,. tir
seriously haedicomped not only by an inadequate Tit, but 4100
because of w.,0aloies in the recruitment prograve This
situation .,. now boon improved oonsiderably by &revised
T/0 and ***moment in maui.
Mixch of our difficulty in recruitment bl boon the extanded
for clearances, In ,,,,,s,i trou,individuals
she tp,Ave indicated n .0siro for ,, ?, ., ,.ft thAgency
have subsequently t.,,,An ndvants,7e of other /r, 4t .tt41 tills.
fore they Could be requested to enter on duty tit h CI6,..?
wavolo
SIKWIty
Approved For
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STAT
STAT
STAT
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WHINE RECORDS BRANCH
ACCOMPLISHMENTS FOR FISCAL YEAR 1953
The following is a record of the principal accomplishment. for
the fiscal year 1953:
1. OBTAINED A MECHANICAL DEVICE (BURScc-IMPRINTER) TO SEPARATE
CONTINUOUS FAN-FOLD TABULATING PAPER AND IMPRINT if: REQUIRED
SECURITY CLASSIFICATION ON THE TABULATED REPORTS IN ONE OPERATION.
2
This eliminated approximately 4,680 man hours of clerical work
at an estimated annual savings of $7,500. In addition it expedited
the release of reports.
. DEVELOPED A PROCE
FOR At ROT POSI
BY PERSONNEL PLA
PRINCIPAL QUALIFICAT/s,N1 OF APPLICANTS
CAN BE CODED AND LISTED FOR EVERY DAY REFERENCE
I 0
This procedure provided an estimated annual savings of $6,000.00
in clerical and machine time formerly required by this Branch to pre-
pare special and repetitive reports for the Personnel Offices. These
registers are now prepared every two months instead of daily as previously
required.
3. DEVELOPED PROCEDURE SIMILAR TO THAT
QUALIFICATIONS.
This procedure provided an estimated annual savings of $7,500.00
in clerical and machine time to prepare special and repetitive reports
for the Personnel Office. These registers are now prepared every two
months instead of daily as previously required.
4. ThANSP r RED THE KEY -PUNCRINGOF CARDS FOR DAILY OBLIGATION AND EXPENSE
VOUcw. nom L FINANCE DIVISIc TO MACHINE RECORDS BRANCH AND
REDUCED r ANNUAL RENTAL Cf1P,EQUI. T $900.00 AND SAVED 0
Y-PUECH OPERA= POSITION FOR THE Pt DIVISION AT ANNUAL SAVINGS
or $3,115.00.
5. PROCURED SPECIAL CONTINUOUS TABULATING MACHINE PAPE WITH PRE-PUNC
BINDING HOLES FOR USE WITH SPECIAL BINDERS TO FILE
FOR OFFICES.
T.
0,
PORTS PREPARED
This will save an estimated 12 man hours per week formerly
re-
quixed to separate continuous paper for binding. In addition we can
release reports quicker.
6. RECRUITED AND PUT IN PROCEES 104 APPLICATIONS roa
BRUER.
Lt 'T 0 I 0 0
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ity to obtain the required personnel through
t vas necessary to performithis additional function
estimated ho man days.
7. INSTITUTED A TRAIN/NO PROGRAM FOR ALL TABULATING
T OPERATGRS.
Arrangements were made with the local office of I through
Office of Treining to provide tech001 training in all types of tab-
ulating equipment for our personnel. This was done at no cost to the
Agency. To date 64 persons have completed these courses.
I TITUTED A MANAGE-;,)T-TRAINING PROGRAM FOR SUPERVISORY PERSONNEL.
Made arrangements with the IBM Co. and the Office Waning
whereby supervisory personnel are given a specialcourse in the manage-
ment of a tabulating machine installation. This course is conducted
at Endicott, New York and the only cost to the Agency is for trans-
portation. TO date 8 persons have completed this course.
9. THE UTILIZATION OF ALL EQUIPMENT HAS BEEN INCREASED FROM 46% ON
July 1, 1952 to 63% as of 1 June 1953. UTILIZATION OF SPECIAL AND
HIGH COST EQUIT HAS INCREASED FROM 61% to 74%.
This has been accomplished by close supervision, better planning
of work, rearrangement of physical layout, and discontinuance of
equipment.
10. REDUCED THE ANNUAL REN
ALL TABULATING EQUIPMENT VI $13, lfli.00.
This was possible through the release of equipment whichwas
capable of doing limited work and obtaining more mod rn and flexible
equipment which became available for the first time during this fiscal
year and by discontinuing equipment obtained for special projects which
did not materialise.
U. DEVELOPED REQUIREMENTS FOR AN ELECTRICAL AC
AT AN OVER SEAS BASE IN PAR EAST AND MADE
CESSARY EQUIPMENT.
CRINE IWSLLATION
THE
Due to the sensitive nature of this project it was necessary to
make special arrangements with the IBM Co. for the procurement of the
equipment. This required the establishment of the highest priority
with the /BM Co. and arrangements whereby may manufactured equipment
was taken off the assembly lies and specially packed and shipped.
12. RECRUITED AND FURNISHED SIX TRAINED TABULATING EQUIPMENT OPERATORS
AND SUPERVISORS FOR SPECIAL ELECTRICAL ACCOUNTING morn INSTALLATION
IN FAR EAST.
Approved For Release 2006/04/13 : CIA-RDP70-00211R000900030022-4
Approved For Release 2006/04/13 : CIA-RDP70-00211R000900030022-4
At the
pe Guns' nem
of FE we recruited, trained and
for this installation.
13. COMPLETED IRE CONVERSIe, ai VOUCHERED PAY ROLL PROCEDURES FROLMANtML
TO MECHANICAL METHODS.
In addition to providing an estimated annual savings of 131,200,00
in the preparation of peyrolls alone, it is nov possible to prepare
many statistical and analytical reports from the basic payroll records,
which was not possible under the former manual method.
14. PREPARE TIME AND ATTENDANCE REPORT'AND PAIROLL CHANCE SLIP. FORM 34-42
MECHANICALLY
This form is now prepared mechanically from the basic payroll
punched cards. By this method these forms ere now prepared in 6 hours
per pay period as compared to 320 hours under the manual method at an
annual estimated savings of $13,000.00.
REVISION EXISTING AND ADDITT OF NEW PERSONNEL REPORTS AND
PROCEDURES.
All existing
pertinent inform
New Personnel
reports have been revised to include more
previouely shown.
s are as follows: New Monthly S
Agency Gains and Losses Reports; Monthly Promotion Study;
Grads Distribution; Sol:sated Deferment Filo.
16. CONVERSION OF STOCK CONTROL A FINANCIAL AND ACCOUNTING CONTROL OF
PROPERTI maws FROM MANUAL TO MACHINE METHODS.
ngth Report;
Agency
Stock Control Reports include: Stock on Hand; Stock Due In;
Stock Due Out; Stook in Transit; Stock Received; Stock Issued:
Inventory Adjustments; AUnit Prices; Property on Lamm to other Agencies;
Issues Analysis; Catalog Listings.
Financial and Accounting Control of Property Accounting reports
include: ceipts gister; Issues Register; Stock Status-Financial;
Property on Loan;
17. NEW PROJECTS IN PROGRESS ZN THE ALLOTMENT
be get
by
A
processing
ATION SECTION ARE:
ting Obligations
of certain annual operations to
Approved For Release 2006/04/13 : CIA-RDP70-00211R000900030022-4
Approved For Release 2006/04/13 : CIA-RDP70-00211R000900030022-4
The machine application to Statements of Advances of Unvouchered
Funds to Agency Personnel Me resulted in a considerable man hour
saving and has also greatly facilitated the preparation of daily
statements for the Accounts Section.
Reports of Accrued Compensation (Regular and Spoct?l Rolls) used
in the reconciliation to General Ledger Accounts to produce a monthly
trial balance.
eek.
Approved For Release 2006/04/13 : CIA-RDP70-00211R000900030022-4
Approved For Retimleg.99egyV ,911,4TRIDINSliF09.331R000900030022-4
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THOMASON PRESS. INC. P ILA. 6 PA.
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20,04,1
IA JPi ; 7) 00,2115R900900030022-4
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THOMASON PRESS, INC. PH I LA. 6 PA
,
Approved For Release 2006/04/13: CIA-RDP70-00211R000900030022-4
Mail Control - Fiscal Year 1954
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53.P.10412
"
100 00500 PRESS INC.PHILA.6 PA
r a. ill II
5-6
6'6
11050
1
II
Approvecg?1 iNfle.p83_201:119fia:Rgy.RWW-00211 R000900030022-4
MI1111111111111111111111111111111?1111111MIIIII
900
850
800
700
650
rrn
450
1,00
3-50
3
00
250
200
;1.
11
A
0
a
c
t
1.
ill
(,4.0 lpri
Feb
ou r
rle rips
1-0
Alf
1`re
,JVn
53.P.10412 THWASONPRESSA
AirrveNriasrareinGaiDOWSAGEWITIAIMMION11,00030O22A5
A?DACCCRIPtismom 70 rumen 1954
Develop illandboehs Of instructions,
notices, regulatiams, end publicity
material.
25X1
25X1
2. Publish index to Agency forms.
3. Revise forms n,.zberin system.
4. Install Vital Materials invemor
system.
Survey Ager.c microfilming oper-
ations.
6. Conduct records mansgement surveys
and develop records control
schedules and e11spoeition schedules.
?,.
17aY/1boo1 1tvr aeet ?iling,
a
Operating Reports Monogr
-
sent.
c. Analysis Guile, Reports Management
d. introduction to Reports Management
pamphlet.
C. Cor?eslerlee f'tile and Procedures,
11:6
r. Correa er, 14ar.ageoal2x pamphlet
g. Writitg Improveeent Guides:
2 "Modern Vriting Styles"
"What is Readability?"
h. Poster on Utilisation of Forms
i. Informational pamphlet - Porms
Manarement
Preliminary reviev completed.
Rev
aye tee installee.
Nov system Installee.
Equipment and c...-rc-t projects inven-
tory completed.
a.
b.
FWD
Signal Center - maintenance of
cables for Vital Materials
Wa
OSI
CM!
Sovmst Staff
Audit Office
FDD
Approved For Release 2006/0
IR
Randboerfor Vital haterisle
Raabe* for Nail Control
sologoph for Rd
1404bras ITsposition
Gloeser:,' or Administrative
Terminology
Forms Wrneut lanai*
Courier Receipt Procedure
Agerey otices on Use of
stadarft Traders
Agency Notice on Utilization
of Correspondence File Cabinets
Revised Records Management
Regulation
Otrpatch Procedure
'Streamlining Tour Writing"
(A series of 25 informational
sheets, each dealing *with
nerticular aspect of writing)
C7'
Approximately 600 coqplete.
rr
r?P'
s-4
andknecoamend-
e)
Office of Operatics* (Chief)
Securtty Office
Office of the General Counsel
Office of Research h Reports
DD/P arse -NIA Div. 12
Division; I 25X1
Cab"1. Secresriseaa re-
ceipting systeo.
Reports Mgt. Programs - Office
of Comptroller and Logistics
h. Office of the Comptroller -
g? ltIA-RDP70-00211R000900030022-4 receeda control schedules
,
OBJECTIVE
Approved For Release 2006/04ectipatibffilDP70-00211 R000900030022-4
4**i'
7. 1. e pare procedures and plans for
transfer of Records Center.
C. Receive and service additional in-
active records.
9. Continue develement of steel
covered desk trays to reduce safe
file requirerentc.
10. Complete the standardization of
format and design of Foreign Intelli-
gence lloportfrk forrT.
U. Develop correspondex thelenn the re-
petitive standard reports and requests
required ti u?oit acaequarters.
12. Detemine svisobility of socktng on.1
unwaterare (sterile) s4Altionerj
13. :Review reqacats 'or rAcrofilm equip-
ment and new m5.crofi%tg vrojets.
14. Develop and msj..ntain ashedules or
current depokits of Vital laiterialt.
15. Process reqLt.ot; for cvisrd
printed fors.
8.neeeived to I Bee. 1951+
2,699 Cu. ft., equivalent of
337 cabinets valued at $80,206.
b. Requests cerviced to 3 Dec. -
4.2,039.
Zap: trays tested nn l approved
for use.
Preliminary for developed and in-
stalled on trial basis. Savinga to
date estimated at $8,120 annually.
Determined annnal requirements for
all types of Agency stationery.
Reviewed 21 reqaesta for .equipment
and effected savin3a of f;',1,500 by
cbanges.
Echedules revl
where necessary
a. New forms
b. Revised forme
c. Reprinted forms
d. Other actions on forme
107
283
102
535
a.
b.
04
e.
f
OCESS
Handbook for Center Opeintions
Courier Service Requirements
Telecommunications Service Re-
quirements.
Procurement of Hydraulic -
Forklift
Procurement of Shelving
Recruitment of Personnel
a. Inactive records currently re-
ceived at rate or approximately
2 4-drawer file cabinets each
working day.
b. References being made at rate
of 396 per working day.
Purchase of 1,200 for office use.
Further development to accomplish
full Objective of improved procedure
and additional savings.;71
'7:73
Approximately 60% complettom.
Study still in process tdetereine
feasibility.
Reviewing current requeste%
Current deposits being mode by all
offices.
Average of C requests per day.
Approved For Release 2006/04113 CIA-RDP70-00211 R000900030022-4