WEEKLY REPORT - WEEK ENDING 23 DECEMBER 1954

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300240002-9
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 8
• Document Creation Date: December 19, 2016
• Document Release Date: September 19, 2005
• Sequence Number: 2
• Publication Date: December 23, 1954
• Content Type: MEMO

NRDENTiAL
Approved For Release 2005/11/21: CIA-RDP70-0A211
- JRM T
~
,
RECORDS MANAGEMENT DIVISION
Chief, Management Staff
23 Decei
Chief,. Records Management Division
Weekly Re:
k Ending 23 December 1954
. A report on the extent to rich a Records Management
has been established in the IWA Division was completed
d to the Chief,, I & R Staff, DD/P.
2. The Handbook for Sub3ect Classification and Filing
Correspondence Records was approved by Colonel White and bas
been forwarded to the Printing and Reproduction Division.
The equivalent of 7 cabinets of inactive records were
4. Steel shelving for the new Records Center lags begun
5. A group of Agency officials, including members of the
Clark Committee, on 17 December and inspected the
Vital Materials Repository.
6. reported for duty and will replace
v no Is transferring to the Office of Train-
ing effective uary 1955
I
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COINED N 1 iAL
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 '61 AKV1191
Approved For Release 2005/11/21 -00`21 jR000300240002 9
%nor
Report for Week Ending 22 December 1954 from
RECORDS SYSTEMS BRANCH
Project 1..80 - Agency-Wide Microphotography Survey
No change from previous report. Project is approximately 42% complete.
Project 4-81 - Security Desk Trays
Project is continuing and is approximately 93% complete.
Project 4-82 - Filing System - Handbook for the Sub'ect Classification
and Filin of Correspondence Records
Project is continuing and is approximately 99% complete.
The Handbook has been approved by Colonel White and has been forwarded
to the Printing and Reproduction Division for printing. It is estimated
that the printing will not be completed until the end of February.
Project 4-83 - Vital Materials Deposit Schedules for All Offices
Project is continuing and is approximately 65% complete.
Project 1-81 - Vital Materials Microfilm Project
Microfilming of the OCD/BR Dossiers continues. The project is approximately
70% complete.
Project 11+.96 . Vital Materials Handbook
No change from previous report. Project is approximately 12,E complete.
Project 5-56 - Survey of Cable Reference, Disposition and Vital Materials
Requirements
Project is continuing and is approximately 99% complete.
A memorandum was prepared this week requesting approval of the DDCI for
forwarding the daily accumulation of cables to the Repository.
Project 5-59 - Revised Courier Receipt and Logging System
No change from previous report. Project is approximately 5% complete.
Project 5-60 - Cable Receipting System
No change from previous report. Project is approximately 5% complete.
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Approved For Release 2005/11/21 C-fA==RDP70-0021 1 R000300240002-9
 Approved FoRelease 200
-RDl70-00211 R000300240002-9
General Information
At a meeting with representatives of OCD' including the Top Secret
Control Officer$ and representatives of the Records Management Division
and the Management Staff a tentative procedure was worked out for
handling the transfer of inactive records containing Top Secret material.
This decision will permit us to go forward with plans for retiring
records in the Office of the DDA as of 1 January.
At a meeting with representatives of the Logistics Office., Security
Office and Records Management,, the critical situation with respect to
the warehouse supply of correspondence safe cabinets was discussed. At
this time,, there are only sufficient safes in stock to provide for
approximately three months normal issuance. The Security Office has
requested a continued suspbnsion on procurement until further tests on
sample safes are completed at the end of this month. If this test does
not meet the security requirements., it then appears likely that the
specifications will be relaxed. In the meantime procurement action is
being delayed and, even if approved as of 1 January., it is not anticipated
that delivery can be made for at least 90 days. It was concluded at the
meeting that the Records Management Division should expedite the issuance
of the notice currently in process,, which provides for the establishment
of utilization provisions for safe cabinets and requires a certification
that these utilization provisions have been adhered to before issuance
of additional cabinets is authorized. In addition., the Logistics Office
proposes to issue a memorandum to the heads of the major Agency
components pointing out this critical shortage, and requesting prompt
action in assuring adherence to the safe cabinet utilization provisions
established in the Records Management notice,
A special group., including other office of Communications 25X1
personnel end a member of the ark Committee, ast Friday, 25X1
17 December, This visit included an on ol e 1epository vault.
WONVAU
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 Approved For ReleasC'g51'1 f IAA--RIIDP70-002-X000300240002-9
.a
Report for Week Ending 22 December 1954 from
REPORTS AND CORRESPONDENCE MANAGEMENT BRANCH
Project 4-91 - Review of Records Management Program, Logistics
office epor s and Correspondence nagemen
Work continues on the correspondex as reported under "General
Information." The correspondence survey for Logistics Office
is 90% complete; the reports management phase is 20%0 complete.
Project 4-94 - Office of the Comptroller Reports Management
Program
No change in program status. Project is 23% complete.
Project 4-98 -_Correspondence Handbook
Final check was made with Top Secret Control and Security Control
personnel to assure that the Handbook agrees with regulations
which were being written or coordinated at the time the Handbook
was drafted. A call to the Central Mail Room revealed a dis-
crepancy overlooked in the coordination process. It's correction
will necessitate revising an exhibit. Draft for the DD/A's
authentication should be ready within one or two working days.
Project is 97% complete.
General Information
a. Headquarters Correspondex - Review of new regulations dis-
closed two more subjects to e indexed. A cross index was de-
veloped on the 135 subjects now covered.
b. Glossary of Administrative Terminology - Typing of first draft
was completed. Approval to issue he glossary as a handbook will
be requested of the DD/A shortly after 1 January 1955.
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Report For Week Ending 22 December 1954
RECORDS CENTER BRANCH
Acce L3-29 gi
During this week the following accessions were made:
Comptroller
10 Cubic Feet
0 R R
9
n
n
MS
2
n
n
0 S I
1
n
n
Sub-total 22 Cubic Feet
Finished Intelligence 35 " it
Total 57 Cubic Feet
Total accessions to date - 368.
General
The first shipment of steel shelving arrived at 12
December 1954. The Receiving Section has requested that we send them
a memo stating the approximate storage time required and attach a
shipping request for approximate date of movement. LO/TD,
thinks 20 January 1955 is a good estimate for date of shipment.
for
The ORR Area Records Officer, visited the Center with his
assistant,I They were principally interested in the
accessioning and reference procedures of the operation.
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Ire ported for duty on 21 December 1954 as a replacement
Approved For Releag9
ff"
1iIA-RDP70-00211 R000300240002-9
 CONF1DENTl!?
Approved For Release 2005/11/21 : CI RDP70-0021,1 R000300240002-9
Report for Week Ending 22 December 1954 from
FORMS MANAGEMENT BRANCH
Project 4-85 - FI Information Reports
Still awaiting proof copies on the new Form 1. The first batch of
the completed dual master report test forms were received from the
testing station and are being processed by the Area Division. Proj-
ect is 74.32% complete.
Project 4-86 - Forms Index
The narrative portion of the index is being rewritten to reflect
changes being made in the format, i.e., dropping of the alphabetical
and functional portions at this time and addition of the list of ob-
solete forms.
Project 4-95 - Forms Management Handbook
No change from previous report. Project is 10% complete.
Project 4-103 - Pre aration of Final-Type Forms Copy by Forms Manage-
men ranc-
No change from previous report. Project is 11% complete.
Study of 00 Information Reports
Proof copies of the revised Forms ld and le were received from the
printer and are being coordinated with OO/C.
Multi-Copy Carbonless Form (NCR) Paper
I
paper in the development of a proposed new reference form.
Field Fitness Report
An improved design is being developed to eliminate certain deficiencies
similar to those noted in completing the Headquarters Fitness Report.
Summary of Individual Actions
New
Revisions
Reprints
Other Gov't forms
Overprints
4 Redesignated
3,700
16,300
85,00
z00
10,900
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of the Records Center is considering the possible use of NCR
 CONst)E TIAL
Approved For Release 2005/11/21 : CIA-RDP70-0(,1R000300240002-9
Report for Week Ending 22 December 1954 from
Records Disposition Branch
Project 4-77 - Office of Scientific Intelligence
No change from previous report. Project is 99% complete.
Project 4-78 - Office of the General Counsel
The disposition and file plan has been approved. The approval plans
were discussed with the Area Records Officer and we have been assured
that all actions will be effected as specified. Except for an
occasional follow-up, this project is complete.
Project 4-97 - Records Disposition Handbook
Comments have been received from 9 out of 15 organizational elements
where the handbook has been distributed for coordination. It is antici-
pated that all comments will be in by the early part of next week.
Project is 85% complete.
Project 4-116 - Security Office
No change from previous report. Project is 87% complete.
Project 5-2 - Office of National Estimates
No change from previous report. Project is 99% complete.
Project 5-32 - Office of Research and Reports
As of this date, 290 describable items involving 411 filing systems and
covering an estimated 3,792 linear feet of records have been listed.
Project is continuing and is approximately 35% complete. Attachment A
is a copy of the detailed progress report submitted to the Administrative
Officer, ORR, for his information.
Project 5-40 - Office, Chief of Operations
No change from previous report. Project is 75% complete.
General Activity
By return memo, FI has refused our request for a tabulation of. the amount
of filing equipment used and the footage of material covered on their
Records Control Schedule. The reason given for their refusal is that
operational security precludes them from issuing compilations of their
records holdings.
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Attachment
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CONFIDEN i IAL
 ~bDEM
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20 December 1954
ORR Offices Inventoried:
AD EIC/S
Sp. Asst. D/E
ST /A D/B
ST/I CH/G
ST/PC D/PI
CH/C
File Equipment Occupied by Records Inventoried:
231+
4-dr. legal safe
21 7-dr. card cabinets
60
5-dr. card safe
2 10-dr. card cabinets
10
2-dr. legal safe
245 2-dr. card cabinets
abinet (Bar Lock)
l
139
Bookshelves
y c
1 Supp
k)
L
181
Map Cases 5 dr.)
oc
6 3-dr. cabinet (Bar
7
Map Cases (Vertical)
4 5-dr. legal cabinets
8
Kardex Safes
1 13-tray Rotary File
49
4-dr. legal cabinets
1 12-tray cabinet
290 separate series of records totaling 3,792 linear feet have been in-
ventoried and entered on Records Control schedules.
16% or 588 linear feet of records have been appraised as having per-
manent value and tentative plans made for their retirement to the
Records Center or return to the Library.
77%o or 2,922 linear feet of records have been appraised as having
temporary value and tentative plans made for their destruction while
maintained in current files space or after retirement to the Records
Center.
7% or 282 linear feet of records have been listed on schedules for an
indefinite retention as disposition criteria for the proper evalu-
ation of these files will depend on their future development and use.
Project is approximatel 40% complete by volume (based on an estimated
total of 1,000 cabinets .
Approved For Release 20 b%WWW_0021 1R000300240002-9