Survey Report of the Personnel Section/EE/Admin

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP60-00538A000100120006-6
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 6
• Document Creation Date: November 11, 2016
• Document Release Date: August 31, 1998
• Sequence Number: 6
• Publication Date: November 1, 1953
• Content Type: MF

Sanitized - Approved For Release : CIA-R&8 01b'3=040&10006-625X1 A9a
ting Deputy Director, Administration
Chief of Administraation, DD/P
Report of the Personnel Section/M/Admin
. PRA. To r-evaluate Perso
T/'4 Positions within EX Division
with a view toward, determining:
The appropriate location, orgeniaatianslly, for the most economic
efficient performance of essential Personnel functions and,
nunber of personnel estimated to be required for the per-
allotted for this survey was five days, which limited the
scope to a brief study of the functions., records and procedures of
the Personnel Section, 3E, together with such work load data as was
25X1 A9a readily available. Air. Plans Research and. Development Staff,
25X1A9a we , Personnel Office Placement Officer assigned to the
Division, provided technical advice and assistance in the conduct of
25X1A6a
some respects in view of the
.ucreasod personnel activity resulting from, current reduction of the
-4iseion s
C. The Personnel Section, BE, has a T/0 o
(Deputy Chief is now in training). (See
and Wining Chart in Tab A). Personnel are grouped
functionally into an Office of the Chief, Career Service, Processing
Sanitized - Approved For Release : CIA-RDP60-00538A000100120006-6
25X9A2
 Sanitized - Approved For Release : CIA-RDP60-00538A000100120006-6
and Records,
DISMSSic18.
ctions
Personnel Units.
l Section, ZEE
acc nulation of duties rather t
"ourteen types of records maintained in the personnel Section
delegations of authority, Examples of duties accumulated include the coor-
dination of Personnel Evaluation Reports and the support required of the
Division by Career Service Boards.
ive formally prescribed
performed in the Career Service and Military Personnel Units are
in Tabs B and C. The Processing and Records functions are
indicated by a study of the fourteen tyke of records maintained.
A description of each of these records is given in Tab D.
b. Work loads for the months of June, July and Ault, 1953 shown in
.n Tabs E and F,, indicate a tot
254 di
the period or an average dt 112 per month. An analysis of correspondence
for the same period sham a total of 119 cable
eandums or a monthly average of 39 cables,
memoreAftma.
actions for
and 218
s and 72
c. of the total correspondence actions for the three month period analyze d,
591), 1i5 or 2I.5% pertained to military personnel.
of the total personnel actions for the period, (388), 102 or 30.11%
were promotion actions, 98, or 28.9% were re-assignment actions and 69
were resignatiorr~,,Bctions.
described in Tab D. it is indicated that the
Form 1b),. when posted with all
inventory
rnt personnel dateand
logged may possibly replace five of the existing separate
records. (Seniority cards, Wheel rotation record and personnel
Sanitized - Approved For Release : CIA-RDP60-00538A000100120006-6
2
 Sanitized - Approved For Release : CIA-RDP60-00538A000100120006-6
evaluation suspense records and the individual personnel file.)
It is indicated that usage does not fully justify the retention of the
major portion of the material in the individual personnel file folders,
particularly those documents which pertain to finance matters. In-
asmuch as the copies of such records are maintained in finance
such material should be withdrawn
ea. If work sheets, routing
and record sheets, information copies of old caables, dispatches, etc.,
were withdrawn at the same time the eleven file cabinets of files, minus
the It cabinets to be transferred to Personnel Office, DD/A could be
reduced to possibly three cabinets containing DD/P Data Sheets (Forms
59-1), Selected Cables and dispatches of a current value and similar
s pertaining to personnel matters only. l6staabliebmaent of orderly
on schedules for all such documents would keep the contents
the other hand, it is suggested by the Chief of
Personnel, EE that the entire file could be dispersed with and the day-to-
day reference requirements of the BE Division could possibly be met with
the Position Inventory Record (OF Form l+b) and a Personnel Data Sheet
(Form 59-44), (once the or Form kb is completely posted and logged)
providing ready availability of the official personnel file folders
maintained by Personnel Office, DD/A was assured.
Lie firm reco ndations on division personnel file requirements should
be deferred until the survey of all
is completed.,
this should not prevent the screening of the files of financial docu
meats and other worthless or little used material. After all area
divisions have been surveyed,, it may be possible to prescribe the
individual file folder, including a determination as to its contents
and use.
Sanitized - Approved For Release : CIA-RDP60-00538A000100120006-6
 Sanitized - Approved For Release : CIA-RDP60-00538A000100120006-6
h. The EE Division has questioned for sane ti",* the Justification of
a military personnel officer in its Personnel Section. It is Ind'-
sated that in actuality the function is mainly acting as a cut out
between MPD and the field. While, admittedly some files must be kept
in the division on military personnel, ZE Staff pipers on the subject
indicate that the clerical routine of suspense, files, etc. could be
handled by civilian personnel if the military Personnel Division,
DD/A were given action responsibility on such cables and dispatches.
Adequate control over Division policy and internal interests of the
division could possibly be protected by retaining the releasing authority
within the division, and by maintaining working files and suspense records
of information copies of incoming cables and dispatches.
As the work load figures in paragraph 3 above indicates, 24.5; of all ES
correspondence pertains to Military Personnel matters.
Since the function at present consists in the main of obtaining
official information from MPD and relaying it to the field, the prepare-
ti= of action papers in final form by MPD, and release through the
division would eliminate the need for a Military Personnel Officer.
The clerical support now rendered to this function could be diverted to
perfection of the of Form Ib, Position Inventory Record and to screening
of the individual personnel file folders.
if. C L`JSIC .
a. The functions and activities of the EE Personnel have resulted from
accumulation of duties rather than from formally prescribed authorities.
Functions of Area Division Personnel Sections should be developed and
prescribed by the collaborative efforts of DD/P, Admin and the DD/A.
At the completion of this survey it may be possible to propose standardized
Sanitized - A proves For Release : CIA-RDP60-00538A000100120006-6
functi: in s regard.
 Sanitized - Approved For Release : CIA-RDP60-00538A000100120006-6
In the absence of clear out delegations of authority and formally
prescribed functions of decentralized personnel offices in the DD/P area
divisions, the following activities appear to be properly placed
organizationally. More firm conclusions can be rear-bad only after the
completion of the DD/P Survey:
(1) Coordination of the Personnel E
ports
(2) maintenance of current information and statue of T/o's and Position
Inventory Records (Forms ! '' 4b)
(3) Servicing and support of Career Service Board Activities by:
(a) Providing advance information on returning Pe
(b) Providing spry information on numbers, grades, dates
of grades, location, etc. of personnel by career category.
(c) Maintaining control and follow-up On the application of
(4)
training prescribed by der Service Board Actions-
(d) Preparation and processing of SP-52 and such other supporting
papers as may be required to accomplish personnel actions
and maintain current information on status of such actions.
Briefing of employees prior to overseas movement.
(5) Corresponding with elements of E Division, headquarters and
field, on matters of inquiry, policy interpretation and procedural
instruction.
(6) maintaining locator file of all IS Contract Agents.
(7) Providing personnel advice and assistance to EE Personnel.
While the above basic functions may be troper for the offices which now
perform then, the records and procedural processes and routines required
for implementation could, no doubt: be improved upon and to a certain
extent standardized, more comprehensive recommendations in this regard
Sanitized - Approved For Release : CIA-RDP60-00538A000100120006-6
 ,Sanitized - Approved For Release : CIA-RDP60-00538A000100120006-6
b. The various types of personnel records maintained and the effort involved
would be premature at this stage of the survey
e can. be reduced by perfection of the OF Form 4b and
screening or total elimination of the indivilve.1 personnel records.
c. The "Gig ent to military Personnel Division DD/A of action responsibility
on cables and dispatches pertaining to military personnel:
(l) can be made without infringement of BE Division authorities.
(2) Will relieve the EE Personnel Section of approximately 240.5% of
its correspondence activities.
(3) Will permit the elimination of the Military Personnel officer and the
T/o slot occupied.
at abnormal situation resulting from the current reduction
25X1A6a
in the
aion has leveled off, and necessary personnel records
are brought up to date, a re-evaluation should be made Of the
clerical positions required for the Personnel Section.
5. BECO D,ATIQNS
functions outlined in paragraph 1 of the conclusions above be
ly recognized as properly placed organizationally in an Area
Division.
b. That effort be accelerated toward the objective of perfection Of
Personnel Inventory Records to replace separate records presently kept
individual personnel files be scrWO of all financial and
obeeletee material, and consideration given to the ultimate total elimina-
tion of such files.
d. That Military Personnel Division, 1)1)/A be assigned action reesponsgt 4J Y
on BE Military Personnel cables and dispatches with releasing authority
retained in Division.
Sanitized - Ap roved Fo RReleg e lq[ k3 10 q0?/6 slot)
a. That the yrasent pos tion
be ell ed. 6