WEEKLY REPORT - WEEK ENDING 25 AUGUST 1954

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300250010-9
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 9
• Document Creation Date: December 19, 2016
• Document Release Date: September 26, 2005
• Sequence Number: 10
• Publication Date: August 26, 1954
• Content Type: MEMO

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Chief, Recol
aff
,emt Division
lag 25 August 3,954
26 August 1914
A request from the Personnel Office for the development
of a 25 page Fitness Report form was received with a deadline for
its c leton,e printing and distribution by 10 September. This
project has been completed and is being forwarded for the repro
ductio of the necess form today. As the result of suggestions
25X1 the proposed form was reduc
frox ab to 12 pages. can, substantial revision was made
the editorial portion of the, form. The work performed by the
lit relations reaction because of the simplified
eduction in the ariount of paper and printing costs;
at Branch resulted in substantial econosv trough
Z eales of the Records center,1
25X1 have advised us. that they will not be able to move
to the new location.
25X1
3. The Real F,state and Construction Division advises us that
theme have granted an extension of ten days to the contractor for
the new fiords Center building because it was ze c essarg to re..
rate certain water live on the property which were not known
prior to the letting of the contract. This now brings the new com-
ple .on date to 7 January 1955.
25X1
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Report for Week Ending 25 August 1954 from
RECORDS DISPOSITION BRANCH
Project 4-77 _ Office of Scientific Intelligence
No change from previous report.
Project 4-78 - Office of General Counsel
No change from previous report.
Project 4-79 - Foreign Broadcast Information Division
No change from previous report.
Project 4-97 - Records Disposition Handbook
Sections of the Handbook are being revised in conformance with
suggestions made by the Regulations Control Staff,
Project 4-116 - Security Office
No change from previous report. Discussions will take place with
the Area Records Officer this week regarding the Records Control
Schedule. Project is 85% complete.
Project 4-122 - Office of Chief of Operations and Sovmat Staff
Disposition plans prepared in connection with this project for the
Sovmat Staff have been reviewed by the National Archives and have
attained legal status through approval by the Joint Cormnittee on
the Disposition of Executive Papers as published in House Report
No. 2605. These approved plans were discussed with the Area Records
Officer and we have been assured that all actions will be affected
as specified. Except for an occasional follow up, this project is
complete. The disposition plans for the Office of the Chief of
Operations will be submitted on a new project sheet.
Project 5-2 - Office of National Estimates
No change from previous report.
General Information
1. The proposed new Records Management Regulation has been rewritten
in accordance with the suggestions of the Regulations Control Staff
and submitted for forwarding.
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CONFIDENTIA.
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do U.
2. The development of disposition plans for the records of the
Office of Research and Reports were initiated this week. The
scope of the activity has been greatly expanded over plans
developed during preliminary discussions held with representatives
of the Office. Original plans provided for limiting the study to
one branch of an economic Division on an experimental basis. This
approach appeared impractical and further discussion established
the need for expanding the scope of the project to include the
records of the entire office.
25X1
'AAL
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 Report for Week Ending 25 August 1954 from
FORMS MANAGEMENT BRANCH
25X1
Project 14-$ - Forms Index
Corrected copies of the Index have been received back from FDD/00,
Auditor in Chief, and OCI. FDD/OO and OCI have each reported two
forms obsolete; several other changes and additions were made by all
offices. Project is approximately 74complete.
Project L-95 - Forms Management Handbook
New Forms No. 30, which will be prescribed in the handbook* have been
received and placed in use. Stocks of Form No. 30-11 which is being
replaced by Form No. 30 will be salvaged by being made into 3 x 5
scratch pads. Project is approximately 4% complete.
Project 14-103 - Preparation of Final-Type Forms Copy by Forms
Management Branch
No change from previous report. Project is approximately 10% complete.
00 Information Reports
Proofs of the new forms have been received and approved with changes.
Deadline for commenament of tests is 15 October 19514.
Employee Suggestion #799 - NCR Paper
25X reports that tests of 6 part
continuous NCR tabulating paper on the 407 Tabulator has not been
entirely satisfactory inasmuch as the impression on the fifth and sixth
copies have been too weak. Further study is being made and additional
sample copies will be obtained at a later date.
Forms Management Seminar
It appears now that it may be impracticable to hold the seminar in
September inasmuch as posters and a booklet depicting information now
on'slides will be delayed in Graphics/ORR by priority work being
developed for the Clark Committee.
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Individual and Group Information Reports Evaluation
25X1 Conferences were held wit leading to development of
certain changes in the forms an correction of the final-type copy.
Recent telephone conversations with 1 -1 reveal that additional 25X1
changes will be forthcoming.
FBID Forms Survey - Project 4-79
25X1
commenced the forms survey on 23rd August.
Hoover Commission's Task Force on Paper Work Management in the Executive
Departments
A formal request from the Hoover Commission that be made 25X1
available as a consultant to participate in a recor s creation survey
under the auspices of the Commission has been received and approved.
The Commission has sent letters to 14 government agencies advising them
that survey action will start in the near future.
Fitness Report Questionnaire
A 25 page form which has been a matter of personal concern to the
Assistant Director for Personnel was received as a riorit project on
the 18th of August requiring overtime work byl 25X1
on the 21st and 22nd of August to meet the deadline. This project,
involved the development of a complex questionnaire on the fitness
report which will be filled out by approximately 1,500 supervisors at
Headquarters and in the field to record their opinion and recommendations
as to possible changes in the fitness report. As of the date this
report was written preliminary design had been completed and coordinated
25X1 with inal-type copy must now be
prepared, recooraina .V d and made available for
distribution by the 10th of September.
Summary of Individual Forms Activities
No. of Requisitions Copies
New
Revisions
Reprints
Overprints
Other Government Forms
Re-designated 33
25X1
0
33
6
3
1
43
0
213,900
19).t, 600
330
200
09, 030
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Report for Week Ending 25 August 1954 from
REPORTS AND CORRESPONDEN E MANAGENT BRANCH
Project 4-91 - Review of Records Management Program, Lo
---- --- .,~ gistics Office
25X1 a, Reports `Mana ement. f the Logistics Office Adminis-
trative Staff reported a is attempting to complete present
assignments in time to laindi the reports survey within a month.
Interest in reports management has not waned in Logistics Office,
Additional material is being furnished for distribution 25X1
to keep this interest alive. Project is complete.
b. Correspondence Management, 25X1
repor e is wor oad or Me next, ee weeks will prevent
him from contributing to the development of the Headquarters corres
pondex of administrative correspondence to be tested in the Logistics`
Office, In the interirri we shall work through the ARC). of the Personnel
Office to develop pattern menbrandums on requests and reports of pri-
mary concern to that component.
Project 4-94 - Office of the Comptroller Reports Management Program
No change in program status. Coning of the reports management
7 F X 1 n amr~h l o l r., --
25X1
Project 4-98 - Correspondence Handbook
Discussed with lerical Training Branch, OTR, the
changes suggested y e s secretary regarding enclosures and
the listing of copies. Alternate proposals were developed. The
DDCI1 s secretary agreed to an early meeting to resolve these points,
However, we have not heard from her yet. A call to her office dis-
closed that she will be on annual leave for about two weeks. We do
not intend to wait that long to resolve only two points on corres-
pondence style. The Director's secretary will be consulted instead.
General Information
a. The pamphlet "An Introduction to Correspondence Management" is
75% complete.
b. We are developing as selling points tabulations on the volume of
reporting in major components. The Office of Personnel prepares
approx.128 types of recurring reports, the Logistics Office 71.
25X1
e por s forrespon nce
Management Branch 25X1
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,"Or %Wr
CON)
Report for Week Ending 25 August 1954 From
RECORDS CENTER BRANCH
Accessioning
OCD/GR has now determined that they will have 150 cubic feet of
safety film to retire instead of the previous estimate of 125 cubic
feet. 60 cubic feet of this film has been transferred to the Center
in order to make room in the office for new film they are receiving.
The remainder of the job will be transferred within the next two
weeks.
During this week, the following accessions were made:
OCD 3 cu. ft.
ORR 4 it
'Ial 7 it it
Total accessions to date - 241
Reference
25X1 requested 2 cubic feet of the WPB material
or screening. As soon as he has checked these two boxes, he will
let us know what amount of the remaining 532 cubic feet we can send
him each week.
General
The purchase order for our 1 ton panel truck has been prepared and
forwarded through channels to Logistics.
25X1
25X1
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Report for Week Ending 25 August 1954 from
RECORDS SYSTEMS BRANCH
Project 4-79 - Records Management Survey, FBID
Project is continuing and is approximately 95% complete.. Forms
Management phase of the survey has been started and the results of
this phase will be incorporated into the survey report now being
prepared.
Project 4-80 - Agency-Wide Microphotography Survey
No change from previous report. Project is approximately 10% com-
plete. Completed survey questionnaire from DD/P was received this
week.
Project 4-81 - Security Desk Trays
Project is continuing and is approximately 87% complete.
Samples of the model box have been distributed to the Area Records
Officers. Question has been raised as to who will pay for these
boxes. Most Area Records Officers have indicated that their origi-
nal order for these boxes will stand providing this action will not
require an expenditure of funds on their part.
Project 4-82 - Filing System - Handbook for the Subject Classification
and Filing o Correspondence ecor s, 25X1
No change from previous report. Project approximately 97% complete.
Project 4-83 - Vital Materials Deposit Schedule for All Offices
No change from previous report. Project approximately 60% complete.
Project 4-84 - Vital Materials Microfilm Project
Microfilming of the OCD/BR dossiers continues. This project is approxi-
mately 54% complete.
Microfilming of special material in OSI began today in accordance with
established schedule.
Project 4-96 - Vital Materials Handbook
No change from previous report. Project approximately 11% complete.
General Information
25X1 1. Proposedl regarding the proposed heavy duty
folder is now be being coor -ffrn-a a Requests have been received from
DD/P, Commo. and Logistics for samples. These samples have been pro-
vided. Commo. has indicated they concur in this Notice.
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2. A proposedi and covering memorandum regarding stand-
ardization of Ming supp es has been prepared and submitted for
approval.
3. Mr. Leonard, GSA, advised this branch that GSA Contract 03S-12434
used Specification AAC-23A dated 10 August 1951. These specifications
did not prescribe inside measurements. Since our contract did not
specify measurements, it is Mr. Leonard's personal opinion that there
is nothing we can do.
25X1 Logistics has been advised that Records Management
desires to prescribe certain specifications in any future purchases of
safe file cabinets. A memorandum to this effect is being prepared and
will be submitted promptly.
25X1 14. arranged for a demonstration of the
new Remington Rand portable microfilm machine, Representatives of this
office, OCD/Machine Division, Reproduction and a few other offices were
present. This machine weighs only 54 pounds, It has been in private
operation (not on the market) for over a year and all the apparent
flaws discovered have been rectified. It is our opinion that this
machine has great possibilities for application in this Agency, and that
it is far superior to the portable microfilm machine of a competitor
previously demonstrated.
During this exhibition, discussed to 25X1
some extent the possibility or using microfilm an automatic means for
finding, sorting, indexing and filing of current records,. He emphasized
that this was the approach that commercial concerns were taking toward
Current Records Management.
We appreciated this discussion for our own information and also
because it indicated to the other people present that the phrase "Records
Management" was not just Agency or governmental terminology but an
actual management concept that was also being used in private industry.
25X1
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