WEEKLY REPORT - WEEK ENDING 17 NOVEMBER 1954

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300240007-4
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 10
• Document Creation Date: December 19, 2016
• Document Release Date: September 19, 2005
• Sequence Number: 7
• Publication Date: November 18, 1954
• Content Type: MEMO

Approved For Rel se 2005ifi91FCIA P70+_0211 R0003
X 4MRETURN TO
REC0Pr)9 MANAGEMENT DlVI810%
Chief, Management Staff
Chief Records Management Division
Weekly Report - Week Ending 37 November 1954
1. Arrangements were made with f the
I /Ata office to review the filing system w c we installed
for them approximately a year ago. This review viii consist
of adding additional subjects where necessary and training
the new persons concerned with the operation of these files.
2. A request has been received from the Office of the
Special Assistant to the Director for Planning and Coordin-
ation to install the Agency filing system in. that office
when their move to the South Building has been completed.
3. The Office of Research and Reports boa requested us
to release records analyst, to them
to fill the position of Area Records Officer. This will be
done effective 6 December 1954.
4. A descriptive flier explaining the use of the corres-
pondence assembly reference tab vas ,,issued to Area Records
Officers and Building Supply Officers. This tab has been
adopted as the result of an employee iugeertion and it is be-
lieved it will be of assistance to persons in assembling
correspondence.
18 November 1954
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5. Inactive records were received from three Agency
Offices amounting to the equivalent Of approximately 7 file
cabinets.
6. The progress made in the inventorying and appraising
of records in ORR to date indicates that % of the material
now in office space in ORR can be transferred to the Records
Center. Used on the records inventoried to date this would
amount to the equivalent of 259 file cabinets. We have com-
pleted about one-third of this project. Consequently, po-
tential savings appear to be very significant and substantial.
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CONFIDENTIAL
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Report for Week Ending 17 November 195 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 General Counsel
A new Records Clerk has been obtained for this Office. The analyst
is now in the process of training the clerk in the use of the file
plan. Project is 99% complete.
Project 4-97 - Records Disposition Handbook
The Handbook is now being coordinated for concurrence and any comments
are to be submitted to Regulations Control Staff by 3 December 1954.
Project is 80% complete.
Project 4-116 - Security Office
No change from previous report. Project is continuing and is 85%
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, 202 describable items covering an estimated 2353
linear feet of records have been listed. Project is continuing and
is approximately 27% complete.
Schedules have been completed in final form for one area in the office
and will be submitted to the Area Chief for formal approval within the
week.
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 Qperations
No change from previous report. Project is 75% complete.
CONFIDENTIAL
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General Information
A letter was received from the Assistant Chief of Staff, G-2 via
OCD requesting the return of captured Japanese Ordnance documents
to the Far East Command. These documents have been transferred to
the National Archives and this office will negotiate for the return
of the material to the Army.
Several comments were made on the proposed Q Destruction of
Classified or Controlled Material, transmitted to this Office for
concurrence and comments. The regulation as written, conflicted
with functions of the Records Disposition Branch. Discussion were
held with the authors and the discrepancies as noted in the Con-
currence Sheet will be given their full consideration.
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Records Disposition Survey Report
ORR Offices Inventoried:
AD
Sp. Asst.
EXO
ST/A
ST/I
ST/PC
CH/C
EIC/S
D/E
D/ T
D/B
File Equipment Occupied by Records Inventoried:
179
I. dr. legal safe
59
5 dr. card safe
9
2 dr, legal safe
90
Bookshelves
38
Map Cases (5 dr.)
6
Map Cases (Verticle)
8
Kardex Safes
20
J. dr, legal cabinets
20
7 dr. card cabinets
2
10 dr. card cabinets
245
2 dr. card cabinets
1 Supply cabinet (Bar Lock)
6 3 dr. cabinet (Bar Lock)
202 separate series of records totaling 2353 linear feet have been
inventoried and entered on Records Control Schedules.
21% or 495 linear feet of records have been appraised as having
permanent value and tentative plans made for their retirement
to the Records Center.
67% or 1576 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.
12% 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 approximately 33% complete by volume (based on an estimated
total of 1000 cabinets).
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Attachment A CONF DFNTIA
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Acc " ionIM
Report For Week Ending 17 November 1954
RECORDS CENTER BRANCH
During this week the following accessions were made:
Reference
0 C D 29 Cubic Feet
0 R R 5 rr n
Personnel ___ _ It
Sub-total 38 Cubic Feet
Finished Intelligence 15 n ~r
Total 53-Cubic Feet
11 )
An analysis of reference service furnished on information reports
during the last 3 months reveals that 229 individuals from various
offices have placed requests.
Disposal
Initiated Notification of Disposal Action for six jobs.
Disposed of 6 cubic feet of. record material of the General Services
Office.
General
Control numbers have now been placed on more than 1/3 of the records
storage boxes.
LO/TD, is now preparing a staff study on the move of the
The detailed planning stage has now been reached, and
meetings w- be held during the next -ion days with
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Total Accessions to date - 342.
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Report for Week Ending 17 November 1954 from
FORMS MANAGEMENT BRANCH
Project 4-85 - FI Information Reports
IDD/P, has agreed to eliminate the printed instructions from
c of the yellow-stripe run-off sheets. This will save $1,584
annually. This will, when adopted, bring the total annual savings on
this project to date to $5,528. We are attempting to sell the dis-
continuance of the yellow-stripe run-off sheet entirely. If this pro-
posal can be adopted, a further annual saving of $2,592 can be realized.
Project 4-86 - Forms Index
Verification of data and record posting continues. Project is now 78.8%
complete.
Project 4-95 - Forms Management Handbook
No change. Project is 10% complete.
Project 4-103 - Preparation of Final-Type Forms Copy by Forms Management
Branch
Recent discussions with hief, Printing and Reproduction
Plant, LO, have resulted in our decision to prepare a staff study on
Forms Management Branch's proposal, it now being apparent that nothing
further can be accomplished by an informal approach.
Forms Management Poster
The quality of r on this poster was below standard; after dis-
cussions wit and other Printing and Reproduction Division
representati , decided to reject the poster as unsuitable and
reprint. The new printing will use 3 colors instead of 2.
General Information:
An Ozalid machine, Bambino model, is being tested to determine applica-
bility to our specialized requirements for facsimile copies of form
drafts, etc. Other branches of the Division are encouraged to use this
machine whenever possible rather than typing extra copies, etc. and to
advise the Forms Management Branch as to how well the machine meets their
needs.
Summary of Individual Actions:
No. of Req. No. of Copies
New 0,UVU
Rerun 6 70,100
Revision 2,800
Other 51
2 Redesignated
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Report for Week Ending 17 November 1954 from
REPORTS AND CORRESPONDENCE MANAGEMENT BRANCH
Project 4-91 - Review of Records Management Program, Logistics
f ce ------
a. Reports Management - Discussed the proposed program with
Acting C ief, LO Administrative Staff. As an in-
centive to promoting the program almost full-time assistance
from our staff was offered. stated that the Chief,
Administrative Staff, will be on leave until 29 November.
Although our offer of assistance makes possible launching the
program, such action will have to await his return.
Further discussion reaffirmed our belief that, to be success-
ful, reports management must be sold from the top downward.
Logistics Office is a case in point. The Chief of Logistics
recognizes the value of reports management and desires a pro-
gram. However, he is reluctant to launch one until the DD/A
has issued a policy statement as to whether reports management
will be applied throughout the DD/A area, and if so, whether it
will be administered at the DD/A level or at Office levels. In
short, the Chief of Logistics does not wish to expend a lot of
manpower on a program which later may not fit into the DD/A's
plans.
b. Correspondence Management - Rough drafts of the approxi-
mately IOU correspondex ca rds are complete. We originally pro-
posed to have the review of these drafts coordinated informally
by the Area Records Officers of the offices of primary concern.
However, experiences in the Offices of Training and Security in-
dicate that formal coordination through Chiefs of Administrative
Staffs will be more profitable. This may delay the process a
few weeks, but we will be assured that the correspondex has the
formal approval of all cognizant components.
Project 4-94 - Office of the Comptroller Reports Management
Program
No change in program status. Project is 23% complete.
Project-4-98 - Correspondence Handbook
No change in project status pending review of the Handbook by
the Chief, Management Staff. Project is 95% complete.
General Information
a. Glossar of Administrative Terminology - 298 terms have been
extras ed from regulatory material an card indexed. This com-
pletes the fact finding phase of the project. Project is 50%
complete.
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 CONFIDENTJAl,
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b. Employee Suggestion 979, Correspondence Assembly Refer-
ence Tab - The flier describing thistab warms furnished Area
Re-co-r- Us Officers and Building Supply Officers for distri-
bution to clerical personnel.
c. Guides to Effective Writing - The pamphlets, "What is
Readability," and "Modern writing Styles," were discussed
with Chief of OTR Plans and Research Staff.
He propose submitting the pamphlets to the Director of
Training for review, with the recommendation that they be
distributed to "middle management" supervisors as attach-
ments to Training Bulletins.
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2-
CONE ENTIAI.
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Report for Week Ending 17 November 195i from
RECORDS SYSTEMS BRANCH
Project 4-80 - Agency-Wide Microphotography Survey
Project is continuing and is approximately 27% complete.
Project 4-81 - Security Desk Trays
No change from previous report. Project is approximately 88%
complete,
Project 1-82 - Film System - Handbook for the Subject Classifica-
tion and Filing of Correspondence Records, HB 0-1 0
No change from previous report. Project is approximately 99% complete.
Project 4-83 Vital Materials Deposit Schedules for All Offices
Project is continuing and is approximately 65% complete,
Project 14-8L - Vital Materials Microfilm Project
Microfilming of the OCD/BR Dossiers continues. This project is
approximately 65% complete.
The semi annual microfilming of accretions in the Security Office
is continuing. Project is approximately 20% complete.
Project 4-96 - Vital Materials Handbook
No change from previous report. Project is approximately 12% complete.
Project 5-56 - Survey of Cable Reference, Disposition and Vital
Materials Requirements
Study was returned by ho concurred except on two
minor points.
General Information
I Cable Secretary, prepared and forwarded to this
a of dummy cables with receipts for use in studying and
developing possible improvements in the present system of receipting
for cables,
The files in the office of the DD/A were reviewed, and a list of the
subject headings with necessary changes has been prepared. This list
of headings is now being reviewed by the DD/A Staff, following which
the folders for the new year will be prepared and. installed.
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A request has been received from the Office of the Special
Assistant to the Director for Planning and Coordination to install
the Agency filing system in that office, Action will not begin on
this project until after they move to South building, at which time
additional personnel will be included in the office with a correspond-
ing increase in the size of the files,
I Records Analyst assigned to this Branch has been
selected by ORR to serve as their Area Records Officer. It is
anticipated that this transfer will be effected within the next 30
days,
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