RECOMMENDATIONS FOR FUTURE MANAGEMENT ACTION IN THE OFFICE OF COLLECTION AND DISSEMINATION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP61-00274A000200190011-4
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: November 17, 2016
• Document Release Date: August 29, 1998
• Sequence Number: 11
• Content Type: REPORT

Approved For Release 2000/08/22 : CIA-RDP61-00274A000200190011-4
Recommendations for Future Management Action
in the Office of Collection and Dissemination
1. Study the processing of documents from the point of receipt through
eve2:7 stage in COD, including volume, points of origin, age upon receipt,
time for processing, channels of work flow, supervision, methods used in
each stage, purposes of each function, record keeping, machine methods used.
Study availability and uses made of codes, intellofax runs, Library refer-
ences. Determine insofar as possible the duplicate routing practices of
other Offices, delays such "second reading" causes in dissemination of
material. Review routing patterns, how they are determined and kept up-to-
date, how effective they are in meeting the needs of the Offices serviced..
2. Study the security control procedures used in connection with
SEGRET and CONFIDkNrIAL material and prepare a Handbook similar to the pro-
posed TS Handbook, except that it can be a considerably modified version for
these lower classifications. 'T'his study should be conducted in collaboration
with the CIA Classification Control Officer in Oct.
3? Intelligence code indexing is apparently not satisfactory to the
analysts who state that the present coding system is ineffective in locating
source material. A study should be made to determine the validity of the
complaints. Possibly preliminary codes could be assigned by-OCD, analysts
could enter suggested coding as they read the document, and final coding
could follow dissemination.
!t. CIA Library, Industrial Register, and Biographic Register are not
receiving full accessions of CIA and analysts are hampered in their research
as a result. The main problem seems to be with FI/DDP. Possibly a joint
project could be worked out between Management's DDT and DDP analysts.
5. CIA Library, Circulation and Reference Branches, could probably be
combined for more effective operation and elimination of duplicate effort.
6. The functional statement of CIA Library, Circulation Branch, should
be revised when they start reproducing documents from microfilm for reference
purposes.
7. The machines for preparation of mats for dissemination of material
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saving several dayis in the processing of documents for cissemination.
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8, Machine methods should be developed for coordinating s ecific re-
uirements with re
orts in res
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have discussed this and he has developed a tentative system.
Approved For Release 2000/08/22 : CIA-RDP61-00274A000200190011-4
 Approved For Release 2000/08/22 : CIA-RDP61-00274A000200190011-4
9. Progress in conversion of intelligence files to microfilm thouild
be checked and reported to the DD/A again in October 1954.
10, Review of the problem of hard copy versus microfilm in the Vital
Materials Repository should be madtx about October 1954. If microfilm is
used, decision should be made whether it will be mounted on aperture cards
and photostat reproduction .achine# placed in VMR for emergency use.
Approved For Release 2000/08/22 : CIA-RDP61-00274A000200190011-4
 Approved For Re ase 2000/08/22: CIA-RDP - 01 2001900,y,1-4
ER-1-1!478
19 July 1950
oocukwaNo
NO GHA'NGE IN ~1 tip.
n ra?rW
CLAM. CHANCED T0: T S~
I ORANDUM FOR: Management Officer NEXT i witATE. ~- --....-
At3Y'!i: On 70-
SUBJECT: ; l~ 0 f i 025014
Realignment of Certain ,genes ---?
REFERENCE: P:Ianagement Officer's Circular Memo of 10 July
1. '3e have no objections to these realignments of agency
functions but think some of the following points should be given
consideration:
2. Vie are not too ha )y about ORE-OSI joint control of require-
ments, but they say it can -:fork. kie doubt the efficiency of a
requirements group going in for the assignment of collection action.