SAMPLE OFFICE REGULATION FOR OPERATING A REPORTS MANAGEMENT PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300150004-7
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 9
• Document Creation Date: December 19, 2016
• Document Release Date: October 26, 2006
• Sequence Number: 4
• Content Type: REGULATION

Approved For Release 2006/11/01 : CIA-RDP70-00211 R000300150004-7
OGC Has Reviewed
SAM'LE OFFICE REGULATION FOR OPERATING
A REPORTS MANAGEMENT PROGRAM
REPORTS MANAGEMENT
Rescission: ABC Office Notice No. 00
CONTENTS
Page Page
PURPOSE .................. 1 DEFINITIONS.................. 3
SCOPE .................... 1 RESPONSIBI LI TIES............. 4
POLICIES ................. 2 PROCEDURES................... 5
1, PURPOSE
This Regulation establishes requirements for a continuing
office wide Reports Management Program designed to:
a. Eliminate and prevent,unnecessary reporting.
b. Insure that instructions, forms, and procedures for
necessary reporting are clear and complete, yn.d provide
simple, direct, re por t_i.ng .methq,ds.
c. Improve the quality of reports,
d. Provide central reference points for information on
reports.
In brief, our objective is fewer reports, better reports, at
less cost.
2. SCOPE
With the exception of these reports grid documents listed in
Enclosure 1, the Program includes. all recurring administrative
or management reports which ABC Office components either re-
quire from, or prepare fore
a, Other Headquarters components, including those in the ABC
Office,
b. Any continental or overseas field activity,
o. Any organization (Federal or private) outside the Agency,
Emphasis is thus placed on managing recurring administrative
or management reports. However, this does not exclude applying
ay1 RI CD
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reports management principles to one-time reports, or those
which provide for the collection, production, or dissemination
of intelligence.
POT-TOTES
a, Ile port Directives, Requirements for reports shall be
ssn clear and complete written directives rather
than orally.
b. Essentiality. Reports shall be required only to collect
es sential information, as distinct from that which is
merely interesting or informative.
c. Duration and Frequeni. Reporting requirements shall be
cent nuecT, only as long and submitted only as frequently
as circumstances dictate.
d. Consolidation. Related reports in the same subject matter
area shalbe consolidated wherever possible.
e. Summarization. Reports shall be summary in nature insofar
as p-""rac icable, and devoid of unnecessary detail.
f, Economical Procedures. Reporting procedures shall be as
simple and direct as possible. Existing basic records shall
be employed as sources to the fullest extent. Methods of
preparing 'and transmitting reports shall be the most econom-
ical consistent with the end use of the required information.
Reports that are self-identifying shall be forwarded without
transmittal correspondence.
g. Creation Control. The following controls over the creation
of reporting -requirements shall be maintained:
(1) Proposed reporting requirements shall be reviewed and
approved by a Reports Control Authority.
(2) Each new or revised requirement for a recurring report
shall be reappraised within three months after submis-
sion of the first report.
(3) Each reporting requirement initiated by an ABC Office
component and not exempted from the Program shall be
assigned a reports control symbol. Such a symbol will
identify a requirement and indicate to activities or
offices which are to prepare the report that the re-
quirement has been approved by appropriate authority.
A reporting requirement exempted from the Program shall
be so identified in the report directive. Reports
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control srnbols shall be cited in report directives
and in reports submitted accordingly. Personnel re-
ceiving a report directive which does not cite a
reports control symbol or an exemption clause shall
refer the matter to their Reports Control Authority.
Ii. Periodic Review. Each requirement for a recurring report
which an ABC 70 `fice component has established, and each
similar requirement placed upon an ABC Office component,
shall be reappraised at least annually. The need for
required reports shall be fully justified. Prepared re-
ports shall be analyzed with a view to improving prepa-
ration procedures, and recommending to requiring offices
ways to reduce or simplify reporting.
DEFINITIONS
a. Re 'port,, An account or statement of information in written
narrative, tabular, punch card, or graphic form, and trans-
mitted from one organizational element to another on a one
time or 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 periodic report which convoys
ess ia' lly the same type of reformation at prescribed
intervals (daily, weekly, monthly, etc.) or a situation
report which is prepared on each occurrence of - e an- v'end'
o certain prescribed characteristics.
d. Required Report (Incoming Report). A report which a com-
ponen requires from one or more other elements. The
report is an incoming report to the office which requires
it.
ON, Prepared Report (Outgoing Report). A report which a com-
ponen prepares a the request of another element. The
report is an outgoing report from the office which prepares
it.
f. Re arts Control Authority. An official responsible for
reviewing and approving C Office reporting requirements
and assigning reports control symbols thereto. Reports
control authority is assigned to:
(1) The ABC Office Area Records Officer who has jurisdiction
over:
(a)
Reports required from, or submitted to, Agency
components outside the ABC Office.
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(b) Reports submitted from one ABC staff or division
to another.
(2) Division and Staff Chiefs or their designees who have
jurisdiction over reports submitted solely within their
respective components.
Reports Control Symbol. A symbol of identification and
approval ass fined to a reporting requirement by a Reports
Control Authority. A reports control symbol is composed
of the organizational symbol of the component which requires
the report, the abbreviation "rep" for "report," and the
numerical designation of the reporting requirement.
Numerical designations are assigned in consecutive order as
reporting requirements are reviewed and approved by a
Reports Control Authority. Numerical designations for intra
r staff reportin; requirements are enclosed in
i
i
on o
s
div
parentheses--e.g., J3C/PD-Rep-(1). Designations for inter
division or staff reporting requirements, and those p ace
upon Agency components outside the A13C Office, are not so
enclosed--e.g., ABC/P'~D-Rep-l.
RESP0NSI UIITIES
a. The Chief, Administrative Staff, in collaboration with the
ABC Office Area Records Officer, shall:
(1) Direct and coordinate the overall Program by providing
staff guidance and all basic plans, policies, and
procedures.
(2) Review and approve reporting requirements under juris-
diction of the Area Records Officer, and recommend ways
to eliminate, simplify, or otherwise improve reports.
Recommendations which cannot be resolved between the
Chief, Administrative Staff and chiefs of other com-
ponents shall be referred to the Chief of ABC.
(3) Conduct studies and reappraisals, maintain records,
publish lists of reporting requirements, and submit
reports in accordance with this Regulation and the
-1113C Office Reports Management Program Guide."
(1t) Maintain liaison with the 1-1anagement Staff, Reports
and Correspondence Management Branch, for staff
guidance and participation in the Agency Reports
Management Program.
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b. Division and Staff Chiefs or their designees shall review
and approve reporting requirements under their jurisdiction,
conduct studies and reappraisals, and perform such other
Reports Control Authority functions as necessary to meet the
requirements of this Regulation and the "ABC Office Reports
Management Program Guide."
6. PROCEDURES
a. Request for Approval of a New or Revised Reporting Requirement.
All new or revise reporting requiremen s originated within
the ABC Office shall be submitted to the appropriate Reports
Control Authority for approval prior to being established.
Originators shall submit the following material through chan-
nels:
(1) An original and one copy of Form No. 142 (Enclosure 2).
(2) An original and one copy (in draft form) of the proposed
report directive, including all forms, instructions, and
procedures proposed to be issued.
(3) Any additional supporting material that will assist
approving officials with their review.
b, Transmitting Co ies of Roport Directives to Reports Control
u .ori 'es. Immediately upon issuing a 'rec ive which
ini7ates, revises or rescinds a reporting requirement, the
originator shall forward a copy of the directive and all
supporting material to his Reports Control Authority.
c. Discontinuing Reporting Requirements. The appropriate Reports
Con ro u zori-y shall be notified immediately upon the dis-
continuance of a reporting requirement.
d. Requests for Reports Received from Components Outside the ABC
Office. All reques s received directly from components out-
side the ABC Office shall be brought to the attention of the
Chief, Administrative Staff.
U, R. 4,1RI GH T
Chief of ABC
Enclosures:
1. Types of Reports and Documents
tempted from the ABC Office
Reports Management Program
2. Form No. 1L2, Request for Approval
of a Now or Revised Reporting
Requirement
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TYPES OF REPORTS AND DOCUMENTS EXEMPTED FIN THE
ABC OFFICE REPORTS MANAGEMENT PROGRAM
1. Reports providing for the collection, production, and dis-
semination of intelligence.
2. Reports of inspection prepared by inspectors general.
3. Official reports of audit, survey, or investigation by
administrative bodies appointed for that purpose.
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 pre-
pared by special coriwittees or boards appointed to inquire
into and report on a particular matter. However, recurring
reports initiated by such committees or boards to obtain
data required for their work are not exempt under this pro-
vision.
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 procedures, and official employee or
beneficial suggestions.
8. Replies to requests for suggested agenda for meetings.
9. Agency budget requirements:
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 or fund requests.
b. Reports upon apportionment and allocation of appropriated
funds.
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TYPES OF REPORTS AND DOCUMENTS EXEMPTED FROM THE
ABC OFFICE REPORTS MANAGEMENT PROGIAI (CONTINUED)
10. The following operating documents:
Affidavits
Agreements
Announcements
Applications or requests
Authorizations
Bids
Bills
Dills 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 preparing, numbers proc-
essed, etc., are not exempt.
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 R UEST FOR APPROVAL OF A NEW OR REVISED REPORTING R
E UIREMENT
DATE REQUEST
'0:
SUBMITTED
HROUGH:
1. TITLE OF REPORT
2. CHECK WHICH
3. IF REVISED, INDICATE NATURE OF REVISION
^ NEW
^ REVISED
L. LIST ANY REPORTS TO BE SUPERSEDED BY THIS NEW OR 5. PROPOSED DURATION OF REPORT
REVISED REPORTING REQUIREMENT ^ INDEFINITE
^ TEMPORARY (Designate period.)
6. DIRECTIVES OR AUTHORITY (ORIGINATED BY YOUR ORGANIZATIONAL ELEMENT) REQUIRING THE
SUBMISSION OF THIS REPORT
7. OTHER CURRENT DIRECTIVES, AUTHORITIES, OR INSTRUCTIONS AFFECTING THE REPO1 '
8. REPORT FORMAT (Form no.,,
9. REPORTING
.10. DATE REPORT IS DUE IN YOUR.
machine tabulation, memo,
FREQUENCY
OFFICE
etc?)
11. SUPPORTING MATERIAL REQUIRED TO BE SUBMITTED WITH THE REPORT
12, ACTIVITIES OR COMPONENTS REQUIRED TO
13. DISTRIBUTION OF REPORT
SUBMIT THIS REPORT
ORIGINAL:
COPIES:
FORM 142 (Tes p e For Release 2006111/01: CIA-RDP70-00211 R00030015000 - ? '2
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FORM W (Back)Approved For Release 2006/11/01 : CIA-R?P70-00211R000300150004-7