AN INTRODUCTION TO REPORTS MANAGEMENT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300150025-4
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 7
• Document Creation Date: December 19, 2016
• Document Release Date: October 26, 2006
• Sequence Number: 25
• Publication Date: July 1, 1954
• Content Type: REPORT

Approved For Release 2006/11/01 : CIA-RDP70-00211 R000300150025-4
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REPORTS MANAGEMENT
WHAT ~,.I 5 REPORTS MANAGEMENT?
WHY IS IT NEEDED?
HOW IS IT ADMINISTERED AGENCY
WIDE?
HOW I S AN AREA PROGRAM
INSTALLED AND CONTINUED?
MANAGEMENT STAFF
RECORDS MANAGEMENT DIVISION
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WHAT IS REPORTS MANAGEMENT?
IT IS A CONTINUING. PROGRAM OF PLANNED REPORTS ANALYSIS DESIGNED TO...
? IMPROVE THE QUALITY OF REPORTS and
? ELIMINATE THOSE NOT NEEDED.
? ASSURE THAT REPORTS ARE PREPARED BY THE SIMPLEST
AND LEAST EXPENSIVE MEANS.
? FEWER REPORTS, BETTER REPORTS, AT LE`:
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WHY IS A REPORTS MANAGEMENT PROGRAM NEEDED?
LET'S FACE IT! AN AGENCY-WIDE NETWORK OF REPORTING SYSTEMS IS NEC-
ESSARY. OUR ORGANIZATION IS COMPLEX. OUR OPERATIONS ARE WORLD WIDE.
WE MUST DEPEND ON REPORTS FOR CONTROL OVER
THESE OPERATIONS.
BUT WITHIN SUCH A FRAMEWORK, SOME UNNECES.
SARY AND INADEQUATE REPORTING IS BOUND TO
EXIST. SEEKING OUT AND CORRECTING THIS CON-
DITION, AND PREVENTING ITS RECURRENCE, CALLS
FOR A COORDINATED AGENCY-WIDE PROGRAM OF
REPORTS ANALYSIS.
IT IS PROPOSED THAT THE AGENCY PROGRAM BE A DECENTRALIZED ONE. THAT
IS, IT WILL BE COMPOSED OF MANY AREA PROGRAMS ESTABLISHED AT LEVELS
WHERE MAXIMUM BENEFITS CAN BE EXPECTED FROM REPORTS MANAGEMENT. THUS
COMPONENT (AREA) PROGRAMS CAN BE DESIGNED TO MEET SPECIFIC NEEDS.
EACH AREA PROGRAM SHOULD COVER AS A MINIMUM: ALL RECURRING ADMINIS-
TRATIVE OR MANAGEMENT REPORTS REQUIRED FROM, OR PREPARED FOR...
(1) OTHER HEADQUARTERS COMPONENTS.
(2) ANY CONTINENTAL OR OVERSEAS FIELD ACTIVITY.
'(3) ANY ORGANIZATION. FEDERAL OR PRIVATE. OUTSIDE THE AGENCY.
EMPHASIS IS THUS PLACED ON MANAGINGRECURRING ADMINISTRATIVE OR MAN-
AGEMENT REPORTS.
HOWEVER, THIS SHOULD NOT EXCLUDE APPLYING REPORTS MANAGEMENT PRINCIPLES
TO ONE-TIME REPORTS, OR THOSE WHICH PROVIDE FOR THE COLLECTION, PRODUC-
TION,OR DISSEMINATION OF INTELLIGENCE.
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REGARDLESS OF THE SIZE OF YOUR ORGANIZATION OR THE COMPLEXITIES OF ITS
REPORTS, CERTAIN STEPS ARE ESSENTIAL. LET'S BRIEFLY EXAMINE THESE.
STEP I - THE REPORTS INVENTORY
INVENTORY DATA S
.~... H EST
H I S STE
HE
RAM S
OUND
I ON
" IT \ ~~
BU I LDS
1 1\VI
1
~
, 1 1
r ~Iau PROV I DES DATA FOR AN IMMED I ATE ANALYSIS OF YOUR
11. REPORTS, AND FURNISHES RECORD MATERIAL FOR CON-
., 7~l TINUING THE PROGRAM. EACH REPORTING REQUIRE.
MENT SHOULD BE DESCRIBED ON A DATA SHEET. IN
ADDITION. ITWILL BE DESIRABLE TO ATTACH 941 L~~~J I II MENCOPIES OF THE REPORT, COPIES OF
W PERTINENT
DIRECTIVES OR INSTRUCTIONS, AND OTHER DESCRIP-
?.1 TIVE MATERIAL.
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9
STEP 2 - THE REPORTS ANALYSIS
THE MOST OPPORTUNE TIME FOR THIS
ANALYSIS IS DURING THE INVENTORY.
IT IS THEN THAT PROBLEM AREAS ARE
REVEALED. FURTHERMORE, THE INVEN-
TORY DATA SHEET CAN BE USED TO RE-
CORD RECOMMENDATIONS.
ANALYSIS PROJECTS SHOULD BE PLANNED
AND COORDINATED. HERE'S WHY..._.
2. THE PROBLEMS OF THOSE WHO REQUIRE REPORTS AS WELL AS THOSE WHO MUST
PREPARE AND SUBMIT THEM SHOULD BE CONSIDERED.
3. AN ANALYSIS OF REPORTING DOCUMENTS ALONE IS NOT ENOUGH. EQUALLY IM-
PORTANT IS AN EXAMINATION OF THE RELATED PROCEDURES AND RECORDS.
4. OUR REPORTING SYSTEMS CONTAIN A WIDE VARIETY OF NARRATIVE, TABULAR,
GRAPHIC, AND PUNCH CARD REPORTS. ANALYZING THESE REQUIRES A KNOWLEDGE
OF MANY TECHNIQUES. THE SERVICES OF AGENCY SPECIALISTS MAY THEREFORE
BE NEEDED.
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GUIDES (AND PERSONAL ASSISTANCE. IF DESIRED) WILL BE FURNISHED BY THE
REPORTS AND CORRESPONDENCE MANAGEMENT BRANCH. ALSO, THE INVENTORY DATA
SHEETS CONTAIN BASIC QUESTIONS TO AID THE ANALYST. FOR EXAMPLE:
9. COMPLETE THE FOLLOWING USING SPACE 10 IF NECESSARY:
YES
NO
A.
DOES INFORMATION IN THIS REPORT DUPLICATE IN ANY MANNER DATA IN OTHER REPORTS
YOU PREPARE? IF SO. SPECIFY THE REPORTS.
B.
IS THE INFORMATION REPORTED IN MORE DETAIL, SUBMITTED MORE FREQUENTLY. OR GIVEN
WIDER DISTRIBUTION THAN IS CONSIDERED NECESSARY? IF SO, EXPLAIN AND RECOMMEND
CHANGES.
C.
IS YOUR OFFICE ABLE TO MEET THE REQUIRED SUBMISSION DATE FOR THIS REPORT WITHOUT
DETRIMENT TO OPERATIONS? IF NOT, EXPLAIN. SPECIFY IF ANY OVERTIME HAS BEEN
REQUIRED TO MEET DUE DATES. RECOMMEND CHANGES. I
D.
IS THE FORM OR FORMAT PRESCRIBED FOR THIS REPORT ADEQUATE WITH REGARD TO:
(1) SPACING - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
(2) WEIGHT OF PAPER? (Can sufficient copies be made at one typing?) - - - - - - -
(3) POSSIBLE ELIMINATION OF TRANSMITTAL LETTERS? - - - - - - - - - - -
E.
IF THE REPORT IS REPRODUCED BY MIMEOGRAPH, DITTO, MULTILITH, ETC., DO THE MASTERS
CONTAIN THE MAXIMUM AMOUNT-OF PREPRINTED DATA (headings, lines, etc.)?
F.
ARE INSTRUCTIONS FOR THE PREPARATION OF THIS REPORT CLEAR AND COMPLETE?
G.
WOULD YOUR OFFICE CONTINUE TO:
(1) MAINTAIN - - - - - - - - - - - - - - - - - - -
(2) COMPILE - - - - - - - - - - - - - - - - - - -
THE DATA BEING SUBMITTED IN THIS REPORT, IF THE DIRECTIVES FOR ITS SUBMISSION
WERE RESCINDED? IF SO, EXPLAIN.
10. WHAT IS YOUR APPRAISAL OF THIS REPORT? RECOMMEND ANY IMPROVEMENTS INCLUDING REVISED
PREPARATION PROCEDURES.
r---~ .11 ........... ...................................................................
.............
D. IS THE INFORMATION REQUIRED BY YOUR OFFICE APPROPRIATE TO ITS ASSIGNED FUNCTIONS,
RESPONSIBILITIES. AND AUTHORITY?
E. IS THE INFORMATION REQUIRED ACTUALLY AND ACTIVELY USED AS A BASIS FOR ACTIONS.
PLANS. OR DECISIONS. AND DOES SUCH USE FULLY JUSTIFY THE COST OF PREPARING.THE
REPORT?
F. DOES THE NEED FOR THIS REPORT RESULT FROM ADMINISTRATIVE OR PROCEDURAL PROBLEMS
WHICH SHOULD BE CORRECTED RATHER THAN REPORTED? IF;SO, RECOMMEND CHANGES.
G. IS THE REPORT DESIGNED TO SERVE A PURPOSE WHICHCOULD BE ACCOMPLISHED MORE
EFFECTIVELY SOME OTHER WAY SUCH AS THROUGH DIRECT SUPERVISION OR INSPECTION?
IF SO, RECOMMEND REVISIONS.
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STEP 3 - THE REPORTS REVIEW
FINDINGS AND RECOMMENDATIONS WHICH RESULT
FROM THE WORKING-LEVEL REPORTS ANALYSIS
GENERALLY REQUIRE STUDY OR RESOLVING BY
HIGHER AUTHORITY. THIS IS THE PURPOSE OF
THE REPORTS REVIEW.
THE AREA RECORDS OFFICER AND REPRESENTA-
TIVES OF THOSE UNITS CONCERNED WITH THE
REPORTS UNDER REVIEW SHOULD PARTICIPATE.
IN ADDITION, A MEMBER OF THE REPORTS AND
CORRESPONDENCE MANAGEMENT BRANCH WILL BE
MADE AVAILABLE TO SERVE IN AN ADVISORY CAPACITY, IF DESIRED, A PANEL
MIGHT BE ESTABLISHED FROM WHICH COMMITTEES COULD BE APPOINTED TO REVIEW
REPORTS.
SOME REPORTS WILL BE FOUND
ESSENTIAL IN EVERY RESPECT.
OTHERS WILL BE CORRECTED
IMMEDIATELY...
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STEP 4 - ESTABLISHMENT OF PROGRAM RECORDS
CASE FOLDERS AND REFERENCE FILES SHOULD BE ESTABLISHED CENTRALLY ON EACH
REPORTING REQUIREMENT AS A BASIS FOR CONTINUING THE PROGRAM. RECORD MA-
TERIAL WILL RESULT FROM THE INVENTORY. ANALYSIS. AND REVIEW.
TO BE SUCCESSFUL. THE PROGRAM MUST PRO-
VIDE FORA CONTINUING REVIEW OF REPORTS.
EACH NEW OR REVISED REPORTING REQUIRE.
MENT SHOULD BE SCREENED FOR NECESSITY
BY APPROPR I ATE AUTHOR I TY PR I OR TO BEING
ESTABLISHED.
EACH CURRENT REPORTING REQUIREMENT SHOULD BE
RE-EXAMINED AT LEAST ANNUALLY TO ENSURE THAT
ITS CONTINUANCE IS FULLY JUSTIFIED. THESE RE-
REVIEWS SHOULD BE STAGGERED THROUGHOUT THE
YEAR TO DISTRIBUTE THE WORKLOAD. THE RE-EVAL-
UATION PROCESS CAN BE SIMILAR TO THAT USED TO
ANALYZE THE REPORTS DURING THE INSTALLATION
PHASE. THAT IS, OPERATINGPEOPLE EXAMINE THEIR
REPORTING REQUIREMENTS AND SUBMIT RECOMMENDA-
TIONS TO A REVIEW BODY FOR ACTION.
IT SHOULD BE REMEMBERED THAT AN ANNUAL REVIEW IS ADEQUATE ONLY IF CONDI-
TIONS REMAIN STABLE. PROGRAMS ON WHICH INFORMATION IS REPORTED MAY AC-
CELERATE OR DECELERATE RAPIDLY. CHANGES IN ORGANIZATION AND FUNCTIONS
TAKE PLACE. NEW FORCES OR TRENDS COME INTO BEARING. UNDER THESE CONDI-
TIONS REPORTS SHOULD BE CONTINUALLY APPRAISED TO ASSURE THAT THEY ARE
ECONOMICALLY SERVING THE PURPOSES FOR WHICH THEY WERE ESTABLISHED.
FEWER REPORTS, BETTER REPORTS, AT LESS COST!
A STAFF REPRESENTATIVE WILL BE PLEASED TO DISCUSS REPORTS MANAGEMENT FUR-
THER WITH YOU. CALL EXTENSION 3742.
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