RECORDS MANAGEMENT DIVISION, MANAGEMENT STAFF.

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Collection: 
Document Number (FOIA) /ESDN (CREST): 
CIA-RDP70-00211R000900020002-7
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RIPPUB
Original Classification: 
S
Document Page Count: 
44
Document Creation Date: 
December 19, 2016
Document Release Date: 
March 27, 2006
Sequence Number: 
2
Case Number: 
Publication Date: 
May 6, 1955
Content Type: 
MEMO
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PDF icon CIA-RDP70-00211R000900020002-7.pdf2.98 MB
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ior Approved For Release 20Nlitt3.ipl 1)? 514 -RDP70-00211P000900020002-7 . Chief, Management staff Chief, 040 1.:taff (DD/S Area heeords Nanagement Division, Management ,taff. 1. ,PROBIAN4 MAY -6 195 To determine the propriety of the present organisational structure as an effective element of the Minagement.Staff. 11C20 B_ARING Oi '1,1-iiu PROBLX: a. The division status of the element was established, originally, under the concept of the former General Services Office. At that time, the organizational structure thereof comprised the Records Management Bransh including the Agency Courier Force of Demployees and the Machine STAT Records Branch, also, havingnemployees. b. Ilen the General Services Offise was dissolved in February 1954, (1) the Machine Records Branch WAS transferred in its entirety to the Office of the Comptroller where it was given division status, (2) the Courier Force was placed under the jurisdiction of the Director of Logistics, also, in ite entirety and (3) the remainder of the element comprising records management activities WAS transferred to the Management Staff. 25X1 STAT c. The current organizational structure of the element comprises five branches in addition to the Office of the Chief, Annex I, Tab A. The staffing pattern for this framework includes a ceiling of npositions STAT uith a personnel complement of Demployees. Applicants are in process for four of the five vacancies. Annex I, Tab B. d. Pursuant to approved plans, the Records CenIolranch with ceiling allo- STAT cation of positions and funds therefo s scheduled for transfer to jurisdiction on or about 24 April 1955. Annex I, Tab C. (Com- pleted on schedule) STAT Salaries paid to Records Yanagement Division personnel for Fiscal Year 1955 (as projected) approximate a grand total of t170.359.35 in the aggregate. This amount includes (1) the sum of 09,818.43 paid to klper- sonnel who either resigned or transferred from the division durriVe current fiscal year and (2) the sum of 26,921.24 for ei- tions scheduled for transfer as provided in Paragraph 2d above. N.B. The remainder ofEpositions will be filled by the applicants who are in -process (see earwaph 2c above) Annex I, Tab B. ' - ' Approved For Release 2c/i: CIA-RDP70-00211R000900020002-7 Approved For Release 2006/04/pNRDP70-00211R000900020002-7 Iv; id, 3. DISCUSSION* a. Authority - Annex I Administrative- Staff Study, dated 22 Lecember 1953, Subjects AgencY housekeeping Services. approved by ecting Deputy Director (Administration) provided for the transfer of records management activities from the fors. mer Ceneral Services Office to the Management Staff. Legal - Administration and control of egency records is authorized by law and has the approval of the General Counsel. Tab D contains a list of legicIative and other authorities affecting the records program. b. The hecords Problem - The Agency's records' problem is obviously complicated by a number of contingencies. An efficient management system is essential for the con- trol of vital intelligence records. Security requirements tend to in- crease the records volume and add to the cost of filing equipment and supplies. The nature of intelligence activities entails long retention periods for records, usually in costly space. Sterility measures and cover dependency upon IAC and other agencies result in constant expansion of the records volume. Records having potential intelligens* value are obtained from other agencies for review, evaluation and disposal or re- tention. Records seised or obtained from foreign governments enlarge the erowing voIune. Lssential administrative paperwork for clearances, controls, authorisations, approvals and coordination augments the growth of records. The dispereal of buildings makes the effective administra- tion of records more difficult. Indifference on the part of some Ageaey officials to the requirements of Public Law 754# the Federal Records Act of 1950, provides an unnecessary frustration to the overall problem. c. The Record! Management Program - The Agency program is based on the three-fold concept of records making, records maintenance and records disposition. Records making entails con- sideration of forme, reports and correspondence. The percentage ratios thereof to total records volume are normally accepted as 20, 20 and 60 respectively. Records maintenance includes other aspects such as con- trol of mail, the selection End installation of standard file classifi- cation systems, file reference service and standardisation of filing equipment 6nd supplies. Records disposition covers the evaluation, transfer, retirement, preservation and disposal of record material. The basic plan of the program also places dependency upon the collaborse than of approximately 23 area records officers for operating efficieney. Only six of such officers are on a full time basis. Thus, with eons- NNNN\ total duties imposed on most of these officers and in the absence of NN administrative control ever them, the records management program lacks force end offeetiVelimOS.les now constituted. Approved For Release 2006/04/9CW-pDP70-00211 R000900020002-7 Approved For Release 2006/04/i3 ? CLCeRDP70-00211R000900020002-7 SECKLii d. Parallel Records Yanagement Program The DIVP Area maintains a separate records management program in RI and a separate archival center purportedly for record material of predecessor agencies. It is conceivable that ths motivation therefor is based prie merily on security reasons. It is elso conceivable that closer coopera- tion should obtain on certain records program phases for economic reasons such as vital materials, file standards, fora* management, reports con- trol and systems, i.e., with proper clearances. It is understood that there is no formal agreement of understanding in existence that would tend to establish a true delineation of responsibilities for records eOninistration on an Area concept basis. Under these circumstances, a separate study should be made to determine whether or not closer coopera- tion Might be had for economic reasons on some program phases without jeopardizing security. *. Records aragement rivision - The distribution of work in the division discloses the administration of eight separate programs within the framework of the four remaining branches (Paragraph 2o and d). The Forms lianagement Branch is responsible solely for effective administration of the formal program. Similarly, the records risposition !ranch is accountable only for the disposition program. Also, the Reports and Correspondence Management Branch admin- isters two separate prograns as implied. The System's Branch, however, has the broad responsibility of administering four individual programs such ce microfiImines vital materials, file standards and records' sys- tems. Thus, from the foregoing, it is apparent that the distribution of vork responsibility is unbalanced organizationally on a program basis. It is granted, however, that on a workload basis the responei- bilities of the forms Henagement program and. the Records Uisposition pro- gram, respectively, are greater in proportion to those of am, other sinale proeram. f. Pro ram - S steno Branch - Annex II, Tab 1: The proerees made to date through this program has been substantial and effective. eowever, the placement of the nicrofiIming program organiza- tionally in the field of recorde management may be subject to question. 25X1 heproduotion, tej;;;;I:live official recognition to such placement, the T.:hile Regulation dated 8 January 1955, Subjects Srinting and 25X1 provisions of Regulation dated 10 August 1954, Subject: Office Susineso Lechines, should also receive consideration. 25X1 Vicrofilming should be conetreed as within the intent of Regulation which in effect concerns operational eysters through the use of office business machines if proof can be shown that (1) application of its full potential is limited by placement in the organizational concept of the records management structure and (2) the potential application .3. J ye -Approved For Release 2006aWOR -RDP70-00211R000900020002-7 Approved For Release 2006/0t9,?Rtl-RDP70-00211R000900020002-7 thereof *mid be enlarged to its full scope within the moaning of opera- tional systems, the basic plan of Ali& entails the use of office busi- nese machines. Tab 6 reveals that microfilming has four potential applications only two of Which pertain in some measure to records manage- ment, i.e., decrease of storage coste through reduotion in space require- ments end a security aspect in reEard to vital materials. Construed in the light of operational systems, the potential scope would cover not only the two applications mentioned above but would be enlarged to in- clude two additional applications, i.e., to provide savings in labor re- quirements and multiple distribution as a method of reproduction. L.P. An example of an operational system based on space reduction is VeYail. The tpplication to some vital materials is similar, examples of labor savings may be found in private industry, banks and mnnieipal governments where microfilming serves as an accounting control device. An example of distribution via reproduction applies to the furnishing of vital statistics ouch as copies of birth and death certificates. The machine record aperture card used in OCE comprises an example of triple application in this igency, i.e., space savings, vital materials protec- tion and savings in time, labor and distribution. g. Other Systems' Branch Programs - Annex II, Tabs F, O and U. Anelysee reveal that the vital materials' and file standards' programs are satisfactory and lend effective support to records management ac-. tivities. The systems program, however, is apparently ineffective due primarily to lack of aeegaate administrative and operational planning and an unfilled position slot. Actually, these programs are projects. h. .heortearansemerat Branch Programs Annex III, Tab Etudy of the reports and correspondence programs discloses that (1) an honest effort has been made to launch these constructive programs with only partial success, (2) only four of nine potential projects have taken root, (3) the programs are ineffective due to lack of recognised policy and regulations to provide smooth operating force and, also, due to improper organizational planning, i.e., making a branch of two position slots with no support personnel, (Il) the branch should be abolished as a separate entity and (5) the work ahould be continued on a project basis. i. Records risporition Program - Annex III, Tab J An examination of this program tends to emphasise the importance of the disposition control schedule as the real essence of records management and the hub around which other program phases tend to rotate. It also discloses that (1) eubstantial progress has bean made, (2) some overlap- ping is in evidence on responsibilities which normally would be dis- charged under the file standards' and records' system programs, (3) -4- WEE, Approved For Release 2006/04/13 : CIA-KDP70-00211R000900020002-7 Approved For Release 2006/04/13 :LIA-RDP70-00211R000900020002-7 SECREt difficulties have been experienced because the improvised method used has been ineffective, and (4) a new approach should be used through a regula- tory issuance placing full responsibility where it belongs as required by law and, then, on ,each office head through delegated authority. The submission of disposition control schedules to the Management Staff for reeive and evaluation should then follow as normal procedure. The Poems ranagement Program e Annex III, Tab K This program? reinstituted late in 1953 has been developed on a solid foundation with effective operating practices for the control of forms, preparation of indexes, procurement of forms and compilation of monthly reports. Substantial progress has been made in (1) reducing the number of reprints and new forme, (2) increasing revisions of old forms, (3) canCelling outmoded forms, (4) reducing copy production of forms and (5) redesignating forms from an organisational concept to a straight nunortcel sequence cs feasible. To date, control has been established on 1589 .forms in all, including approxirately 1254 Agency forms. re- spite en increase of 5) percent in the number of active forms since January 1953, the average annual usage of forms has been reduced from a total of 18,698 copies per form in 1953 to 11,878 copies in 1954. Thus, this program has begun to pee returns and should receive full adminise tretive support because, based on conservative estimates, there are about 26,000 bootleg forms still being used in the Agency on an uncontrolled ane wasteful basis. r pending backlog of 199 forms and other actions, equivalent to 1791 manhours or 11.2 work weeks confirms the existence of an oeerational burden which could be relieved by the adeition of (1) support personnel to maintain typing and filing on a current basis and (2) forms analysts to expedite design routines and the preparation of final type copy of new and revised forms* Information obtained from the reproduction plant reveals that three employees spend approximately four hours per day each on routines pertaining to forms such as prelimi- nary layout, varityping, ruling, proofreading and maintenance of files containing rough drafts, final type copy, negatives, plates, etc. 4. CONCLUSIONS: The etudy reveals that, under its present organizational concept, the eecords 'eanaeement Division is not wholly an effective element of the Sanegemcnt etaff by reason of (1) misplaced dependency upon area records officers who cannot meet their responsibilities in records administra- tion, (2) the limited application of the microfilm program in its present oreanizational placement, (3) the uhhalenced assignment of programs to branch subdivisions with resultant loss of administrative and operational control over the records systemr program, (4) the establishment of the deports and Correspondence 7,13ntiumnt Branch with inadequate staffing and (5) the extended use of an improvised method to :solve the Agency record problem without the support of adequate regulatory procedure in view of the provisions of law. " Approved For Release 2006/04/1SEGRUDP70-00211R000900020002-7 Approved For Release 2006041.11A-RDP70-00211 R000900020002-7 aw ice KOMI TIZTCAT 10I45 Rased on the substance of this study the following resommendations are proposed for adoption and implementation as soon as feasible: a. The organizational concept of the records management structure be changed from divieion status and identified as the Records Management Staff. b. The Records 'anagement Staff comprise an Office of Chief, a project . staff and two branches, i.e., Records Disposition Branch and Forms Management Branch. Annex IV, Tab L. C. The staffing pattern of the heeords Management Staff be apportioned as reflected in Annex IV, Tab Y. 44 The area records officer concept of the records management program be aboliched as ineffective. 0. New regulatory issuances be prescribed as neceasary and feasible to sive force and effect to the overall records management program under the proposed organisational concept and revised plan for administration of Agency records as provided in paragraph 3i. above. This is considered to be of sufficient importance to warrant a determined effort to issue new regulatory material as soon as possible. The microfilm program together with the function, position slot, funds and incumbent be transferred to the jurisdiction of the Chief, Business Machines Service, Yanagement Staff. ? The 1,,eports and Correspondence Management Branch and the hecords Systeme Branch be abolished with the pertinent remaining programs, functions, position slots, funds and incumbents merged as provided in Annex IV, Tabs L and Y. h. A representative of the Management Staff reinstitute and continue negoe tiation with the Logisties Office for the transfer of a capable forms analyst to facilitate the analysis and design of form and expedite the preparation of final type copy. A separate study be made to determine on What basis by program phase the 1)D/1, Area should eooperete for economic reasons in the authorized Agency records management program or with proper justification be granted an exemption therefrom for security reasons. Chief, 001 Staff (PD/S Ares) t- ilved For?Fitleate 200SfakiTCIA-RDP70-00211 R000900020002-7 Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 SECRET ANN.:143 /JOU JINNI.): II A7ANL..X III - S TV NCO.t',1141,1053 sorsa Etruoture and Authority Records Systems Bransh Ctbor Branches Proposed (ligonisatioo CO t ivis On Ter,-7375-13717:7a4 ir14-737.17-1rice ION DI' AL. 114 141Th IT X3 AiliRCV Chi6t,-LIELNLTITLLIgf KET Approved For Release 20ai UR 4/ 13 : CIA-RDP70-00211R000900020002-7 r3, r. ? 03, r.? #30 - Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 SECRET ANNEX I Records 'Manag miwnt 1.ivision Current Crganizational Structure This annex contains easential information on the present or- ganization of the division ac follows: a. Tab A comprises an organisational and functional chart. h. Tab P reflects tba r:taffirr pettern and provides financial data on salarier for the ensuinc fiscal year. 0. Tab C reveals the aetails of a pf...nding change in table of organization via transfer. d. Tab D confirms that the rewords management program in re- quired by lam. SECRET Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 FORMS MANAGEMENT BRANCH Directs a program Covering: a. The design9tutilization awl?Bello-1140g of forms. b. Assignment of form numbers. c. Development, maintenance and distribu- tion of the agency forms index. d. Surveys and special studies of forms and related procedures, and the requirements of area programs. MANAGEMENT STAFF . RECORDS' MANAGEMENT DIVISION SePIeritber 1954 RECORDS MANAGEMENT DIVISION Directs an Agency-wide Records Management Program covering: a. The creation of records. b. Their maintenance, organization, and use in the conduct of current business. c. The transfer, preservation or destruction of those records not currently required or seldom used. d. The selection and maintenance of vital materials. e. Liaison with other government agencies. REPORTS AND CORRESPONDENCE MANAGEMENT BRANCH Directs a program covering: a. b. C. d. The elimination and prevention of unnecessary reporting. Improved reporting. Streamlining the preparation and processing of correspondence. Improving the quality of correspond- ence. RECORDS DISPOSITION BRANCH Directs a program covering: a. b. c. d. e. Records inventorying and appraisals. Records control schedules. Records disposition including Congres- sional authorizations. Surveys of area programs. Liaison with other Federal agencies on the destruction, preservation, loan and transfer of records. SYSTEMS BRANCH Directs a program covering: a. b. c. d. e. f. Systems for the maintenance of active records. Microfilm operations. Written communications. Filing equipment and filing supplies. Selection, deposit and maintenance of vital materials. Surveys and analyses of active records systems and filing equipment. RECORDS CENTER BRANCH Formulates the standards and procedures responsive to agency requirements for the transfer and servicing of semi-active and inactive records. Stores and protects inactive records and provides reference service. Destroys records in accordance with approved schedules. Preserves records with permanent or long ' retention value. SECRET Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 25X1 Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 Next 2 Page(s) In Document Exempt Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 SECRET, ANNEX I, TAB D Records Nanagement Livision Legislation AffectinG The Izecorcia Ila.nagement Program (within the intent of 253 and 110) 1. The Federal RecordsAct of 1950 (Title 5), P.L. 754, prescribes in part (.;ection 506b): wrhe head of each federal agency shall establish and ' maintain an activity and continuing program for the economic and effi- cient management of the records of the agency.,, ? 2. Other legislation affeCting the records program is provided as followss ? a. The :Federal Property and LCriiiistrati.ve. :erv-ice Act of 1949, ?ipLe 152,..,81st Congress. b. U. S. Code. a. Federal Reports Act, P.L. 831. d. Administrative Procedure Act, P.L. 404. e. The 4ecorde Eisposal Act, P.L. 11$ approved July 7. 1943 (57 Stat. 380, 44, MC 366), as amended July 6, 1945 (59 Stat. 430. 3. Adtinistrative directives pertaining to records management activities are also listed: a. Lurecu of the Budget, Bulletin 51,14, dated /Jay 22, 1951. b. General Services Administration Regulation. 4. Nemorandum dated 2 cctober 2950 from the Legal 13taff to Chief, CIA Library, aZZ summariTes at opinion on the disposal of Agency records as follows a. The Central Intelligence Agency must .cim_k_zfith the Records Dir.. Re.T.Ltl !et, insofar Fs it does not conflict with the provisions of Public Law 253. b. The Central Intelligence Agency should com with Public Law 152 and 754 whenever 17039ible, oven though each spec. exempts Uir?E6m-ite provis one. _However, if such compliance would result in the unanthorlied:dtaidoi4e of intelligence sources and methods, Public Law''253 'Meat be followed. SECREI Approved For Release 2006/04/13. : CIA-RDP70-00211R000900020002-7 Approved Foi. Release 2006/04/).13:.CLARA-RDP70-00211R000900020002-7 L.th e. The Central Tntelligenee Agency should oomp/y,with Executive Order 784 whenever possible, although it does not require disclosure of cos identisl iifoitaton which would endanger the national interest or lives of individuals. Consequent], no reliance upon Vublic Law 253 seems neceesary. d. Public Law 2.53 provtdes that ther&roctor of Central Tntelligence 'shall be responsible for protecting intelligence sources and methods from unauthorised dieclopure.ft It the Director deers co lirsee with any exitini_21aw124:121941 it sue as SAWS, no comp anee is necessary. -SECRET, Approved Forkelease 2006/04/13 : CIA-RDP70-00211R000900020062-7 Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 SECREI_ ArNa II Records ;';anagement Division Records Systems Branch An examination of the records Systems Pranch reveal that the work is divided into four major program phases, namely, vital mam. terials, microfilming, file standards and systems. Each program phase is treated separately in an individual tab. The substance of each tab includes a brief description Of the program, the pro- gram objective, proeram requiremente, program statue, program activity, program interest, personnel assigned and a conclusion. Each conclusion is based on consideration of the /effectiveness disclosed and the placement potential, organiat34al2y, .or proper application of the program. The-tsba are idcntiflt1 by. program as follows: ? Tab L Licrofilm Program Tab? Vital 1:ia,teria1s Preg.ram Tab 0 File Stmdards Progran ab E yeteat Program SECRET, Approved For Release 2006/04/1-3 : CIA-RDP70-00211R000900020002-7 Approved For Release 20 eV- IC? CIA-RDP70-00211R000900020002-7 ANNa II, TAB Reeorde Vanaeement Division Records bysteme Branch it 7:.....21.0211122212CM, The microfilm program has two major phases* Cue phase pertains to records management where it serves to decrease storage coste by enabling a re- duction in space requirerente* 7.he other pie relates to operational sestent here it tends to (a) effect savings in labor repAremente, (b) 200i1itate multiple distribution es a method of reprcoluction en6 (c) provide a distinct aspect of security. The objective of the program, its repuiremente end current status are stated bclowt a. Ob.ectivo - The object of the program is to obtain effective use of rIcrotl, and pertinent equipment on an Agency wide basis. b. Reouirements Staff competency entails the disoharge of broad re- sponsibilities such as (1) sensing the potential Ust$ of microfilm in its application to veoords management and to operational systems, (2) determining the validity of existing and proposed microfilming. projects as Consistent with poliel, (3) ensuring proper selection and utilization of eeuiptent and, also, assigament of prioritioe for use thereof, (4) establishing propriety of standards for photo- graphic quality and indexing of film, (5) reviewing and Approving requisitions for nicrophotographic equipment, supplies and oervices, (6) inspecting individual projects to ascertain purpose of filming, type of equipment ampleyed, extent of equipment utilisation, methods used and quality of finished product, (7) developing and issuing prograo informetion ratertal and instructions on microfilming tech- niques such an when to use microfilm and how to eelect eqoipmert, identify and index film, increase production and achieve photographie quality and (6) providing information eats end instruction on Methods and eystene to reduce etorage costs, save labor, facilitate distribution and provide security. Line responsibilities include (1) the maintenance of an ecuipment in- ventory to facilitate pooling, sharine and trareferring of cameras and readers, etc,, an feasible and prectical erd (2) the conduct of epot surveys where difficulties are experienced on existing projects to provide skill in the application of proper exposure techniques in the Varioua -hotographio processes and recommend other changes SIB app. Or necessary. 9 e; SECEir, Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 Approved For Release 2006/04/11:CVeDP70-00211 R000900020002-7 C. Status of Program -accomplishments since the institution of the pro- iFariliAegust 1954 comprise the following: (1) Ponial arrangements were completed with the Logistics Office to review all reeuimitions for microfilming equipment either to ensure proper eelection for intended project or to substitute Sharing of available eruipment where feasible. (2)'effected a total savinge of 'i7.5,692 by reviewing 32 requisitions for microfilm equipment and supplies. (3) I8sued'4otice No. I Idated 14 July 1954, subject: rlgen07 Survey of !crofilm Cperationso and completed inventory of all available ecuipment euch as cameras, readers, etc. Determined that Acencyls.investment therein approximates 1,330,000. (4) Conducted a comparative operational test of two new cameras to ? Provide assistance in the eelection of cameras for field use. (5) afected a procedural change in the Library filming project . which eliminates the need for one set of duplicate film rolls and will result in annual savings of more than ;5,000. (6) Improved the quality of film produced on three projects. The benefits resulting are for the most part intangible at this time, but should it be necessary to reproduce the film in the future for emergency use, the monetary savings would be substantial. 2. program Activity Current activity entails the conduct of an Agency-wide survey of micro- photographic equipment and projects, the purpose of which is to (a) standardize procedures, (b) obtain more effective use of eqnipment and space and (0) reduce the cost of microfilming operations. 3. Program Tnterest Eneouraging headwey in the development of interest in the Agencyricro- filming program is beginning to be shown in several areas. ,CD, Logie tics, Personnel arid Condo have demonstrated a willingness to cooperate with theNanagement Staff to improve the quality of production and ser- vices and to reduce costs. As in other aspects of records management, best results are obtained when the operating offices gain confidence in the ability of Management personnel to aid them. This ability has been demonstrated to the offices named above by opitching in! to help them overcome simple but longstanding problems such as, getting machines properly repaired, replacing obsolete and inappropriate equipment, ob- taining faster processing service, pointing out operational short cuts and Obtaining facilities for accomplishing rush jobs. (- d '`V Approved For Release 2006/0 t:3C.14-RDP70-00211 R000900020002-7 Approved For Release 2006/04/A,ccIA-RDP70-00211 R000900020002-7 Now that the Agency-wide eurvey of microfilming equipment and projects is practically complete it is possible to determine most of the steps which must be taken to improve cuality and reduce costs. One of these steps 'mill cover preventive maintenance and periodic overhaul of equip- ment, This step will be taken first because of the good will *A& it should engender, thus, smoothing the way to proceed with other potential measures to _further the program. 4.Perselonn Ole employee only is assigned to give effect to the program. ',Zile position requires the services of at least one full time employee. Conoluei ? Consideration of the various aspects of microfilming discloses that the immediate program is primarily a staff responsibility with very good. initial accomplisbnents.. Application :of its full Scope is limited at ? present to the orcanjeational concept of the records management structure. rue, however, to the overall operational aspects of microfilming, the function, position clot and incumbent should be transferred to the juris0 diction of the Rusinese ,-Tachinee Service, Panagement Staff where the po- tential application of the program will be enlarged. Approved ;OrLRelease 2006/v : A.RDP70-00211R0.00900020002-7 Approved For Release 2006/04/14: CIA-RDP70-00211R000900020002-7 SECREL ANNEX II, TAB F Records Vanagement Division Records Systems arena' 1. Vital Laterials Program rasically, the vital materials program comprises an essential phase of eeereency long range plannine. The objective, requiraionte and status thereof ere provided briefly as follows: a. Objective - The purpose of the program is to provide for the selec- tion, safe transfer, storage, maintenance and ultimate disposition of materials essential to the Agency on a continuing beds and which in tine event of destruction would constitute an irreplaceable loss. b. Reeuiremeets :etaff responsibilities include (1) the preparation of guides, for the selection (in hard or reproduced copy), transfer and maintenance of vital materials in storage, (2) reviaw of control and disposition schedules developed in collaboration with operating official? for deposit of materials on both a long and short range bevies (3) evaluation and review of requisite materials of each component to determine essentiality, scope and frequency of material flow and assure that deposits are adequate to meet possible needs for reestablishment of operations under emergency conditions and (4) develop, prepare, coordinate and issue a vital materials hand- book to facilitate evaluation, selection and classification of records and things as vital materials, determination of methods and frequencies of deposits and implementation of deposit procedures to maintain complete coverage, regulate withdrawal of obsolete or super- seded material and preclude unwarranted duplication of materials. Line responsibilities entail (1) receiving vital materials at a cen- tral assembly point (2) picking up certain materials at desiEnated points and (3) transport thereof, to the repository once eech ueek. 0. fetatus of Program e Smooth working relations have been maintained iiIth all operating activities with excellent results as follows: (1) LIV's Area e The program is fully implemented in all components with the exception of the Offices of Trainine and Oommunicatione which are believed to Le using, at least in part, separate re. location stations for deposit purposes. The Office of Communi- ? cations, however, has recently requested space for 8 safe cabinets in the Repository and present negotiations indicate that a came plete control and disposition schedule will be available within . a reasonable period. o 9 -:t SECRE Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 SEMI (2),L4I Area The program is fully implemented in GU, COI, 00 and OIL. Partial implementation has been obtained in 001) and ORR where additional progress is currently being made. DVII Area . rased on the frequency and site of deposits, it is assumed that the proEram is fully implemented. (4) NSC A firm deposit schedule is maintained. (5) MI A, statement dated 14 March 55 from the Administrative Offi- ? cer reveals a determination that all records with vital material Value are bng.deposited from other sources. The last deposit wa made in7Iarch 1954. (6) Audit Office - Letter of exception dated 5 February 1952 in file. (7) 71epo3it0 riles Ms filing system for oath record series group is planned au:, coordinated with the. intersted operating activity, respectively. i7Ame are identical with the cystems maintained in headquartors. (8), Eandbook - The vital materials handbook is still in draft stage ith completion approximating 25 percent. (9) An operating procedure for the control of the vital materials program was issued originally on 19 June 1951 and has not been superseded. 2. '.program, Activity Lctivity for the WI and DE/ Ei Areas is detailed as follows: a. Deposita Calendar ycar 1954 ? (1) iiccuments - 135 cubic feet, approz.imating 237,000 Sheets of paper. (2) Tabulating Cards - 2,497,954 (3) Film - 2,994 reels equivalent to 6,257,000 sheets of paper. ? b. "Uthdrawals - Fiscal year 1955 (1 July 54 to le Yarch 55) (1) Documents - 36.55 cubic feet epproximatinu 63,875 sheets of paper. .(2) Tabulating Cards 4334,948 (3) rilm - 298 feels compLrable to 570,000 sheets of paper. -2 ? !7; SECRF f Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 Approved For Release 2 iQ442 : CIA-RDP70-00211R000900020002-7 C. Improved Procedures e The inventory and accounting system for control of vital materials was revised and improved to provide: (1) 4 more efficient accounting control of deposits and withdrawals. (2) a reduction in the.eunber of inventory pages. (3) a preetomped security ciaosification on inventory forms. .(4) a decrease in the size of the inventory form to facilitate . filing. . d. Survey - A. study. ie currently being made in the Office Of Cemmunie catione to determine the extent and proprietary of cable referent* said disposition ande also, to estimate vital materials requirements. Teogram Interest Ietercet in the proeram is elccureeed through invitations to division heads, deputies, assistants, and administrative officers to visit the 'repository. A number of representatives have accepted an expressed satisfaction uith the proeram, some indicating disappointment with their own scope of participation. Thus, the program has presperred. These oircumetaneee give rise to the advisability of establishing direct liaison weth an appropriate ()facia to request that the subject of vital materials is placed on the agenda of meetings attended by the several assistant directors. 4. Personnel issiened Responeihility for the proeram is essired to a single erployee. At leaet one employee is required for this full time position. Conelusion It is apparent from the foregoing that the vital materials program is primarily a staff responsibility with substantial accomplishments and should remain in the crganizational concept of the records manaeement structure. C: ' -3 ? cECREE Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 SECRICkA AHRLI II, ?ADO -.. Records Yanagement Livision records System Branch File Standards Program The development and installation of standard file classification systems ? for the control of record naterial red the adoption of etanciards to control tho procureeent end use of filing equipment and supplies come prises the eusenoe of this prezram. Ad examination of the objective, requirements and status of the program reveals that the substantial promise .has been made. 4. Cb'ective e The objective of the program is to standardize (1) the fi e classification eyeten of record material as feasible act, (2) the procurement and use of tiling equipment and supplies. bo Requirements - Staff responsibilities include effective research and planning to (1) develop standard, file elassification systemc to meet Agency needs, (2) standardize and control the procurement and use of filing equipment and supplies, (3) provide essential regulatory issuances to give force to the overall program end (4) institute effective controls to accomplish end maintain the planned objective. Line responsibilities entail (1) reviewing the substance of records content to establish definite cateeoriec, (2) examining the volume and complexity of records in 'relation to the organization framework of the area served to determine the types of indexes and guides needed, (3) developing essential forms and instructions to implement the system adopted for installation, (4) applyin, the standard clas- sification plans to all appropriate records and t5) conducting sure veys, providing guides and establishing control measures .to insure that filing equipment and supplies conform to prescribed Agency standards.' c. Status of Program - 'erogress made in 1954 includes the development and completion of the following projects: ? (1) A standard system for the classification and riling of !eency correspondence was issued in handbook form as of 16 Dec. 1954. (2) Arrangemente were made vith the Office of Training to give ine struction,stce3mweAtkency personnel in the clessification and fi,4i,e44444ird4adopted. On the job training will be scheduled e , foicith* employees as appropriate. ' "ECRU: Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 Approved For Release 2006/04/1?"%p4TRDP70-00211 R000900020002-7 StRtU., ? (3) An overall study including the preparation of control and dis- positions schedules, the installation of filing olaseification standard, the etandardization of filing equipment and supplies aid an initial study of forms was made in FLID in August 1954. . (4) A safe file utilization chart which comprised a four color poster project Was completed 10 Larch 1955 after a period of forty-five days of sustained effort. The purpose thereof is to relieve records congestion in safe cabinets by suggesting, die* tribution of contents to other housing facilities, as feasible, such as the n,ecords Center, non-combination file cahinete, ? supply cabinets and bookcases. (5) nethod wLich tende to facilitate alpha filing was introduced for Agency use. The baeic plan includes 143- alphabetical sub+ . ? - 01:visions plus nine common names. Installations have been made in CCI and .the comptroller's Office. mples have been furnished to other organisational elements. (6) A standard filing system, with essential modifications to meet immediate needs, was installed in certain offices such as L115, Comptroller, General Counsel, Loaistics?Ledical, Utita FFIT: and the Unice of Training. The issuance of three procedural notices ',:tich proscribed staneorde for filing eupplies and equipment and, !ilea, the conditions under which the Logistics Office will meet proourament needs helped to give smooth operating force to the program. Program Activity 2='rojects now in the course of development include the following: a. Postale desk traye in the number of 1400 that will provide an effi- cient and economical method for the overnight storage of day to day work papers have been procured from the Lent) Viib1uheeords firm at a cost of about 5.00 v. piece. Ilelivory is expected in about ten days. The metel trays which are of mahogany color and 4 inches . 'deep, will be available from stook. The project is ninety-five per- cent complete at this writing after two years of effort. b. Stendards pertaining to the procurement and utilization of filing equipment and supplies have been developed. t. regulation prescribing the use of the standards has been prepared to replace current notiess . and is pending clearance. a. Mn prentoilirdt 1 agency filing equipment is being co .i1.d to prOide-atatietiial and control data on the several classifications thereof. cs, p Approved For Release 2006/04/,r3,._., TRDP70-00211R000900020002-7 Approved For Release 2006/04/1SEC 17, N ix P70-00211R000900020002-7 3.1212sram Interest Normally, the operating personnel in eath office have clear cut ideas Of that type of eeuipment and tapply items they require. It is there- fore necessary to review their problems, determine their requirements and eelect the items actually needed to do the jab. rectors Which re- ceive consideration include the use, the appearance, the cost and availa- bility of the items selected. Lecommendations are generally accepted after a demonstration. in FM the standard equipment and supplies were readily eccepted and, also, passed on to the. field for use. :n OCT ? standard filo folders and standard alphabetical guides were accepted ? after demonetratine their use. 7.11c!]up1;y 'ivision of 14oeistics is very ruch interested in the reteerem due to the savings in procurement, wrree ? housing end use of a less expcnc&ee product which fills the recuiree.ent adeeuetelye The 7ccurity effIcc is interested, in the sere cebinete to the extent of security. pervonnel 1,ssiened TwO emeIoesee nre assiened et present to emintstelethe proeram. ene employee' should suffice now. Th the paste employees were detailed from the tisposttion rranch to complete several projects. 5. Conclusion It laae,perent from the foreeoine that the file stendards progrer he been effective and has a definite place tn the organizational concept of the records management structure. r cECkg_,. Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 Approved For Release 13 : CIA-RDP70-00211R000900020002-7 Records Kanagement Division hecords E;ystea Branch ?smtaltim2maine Ana II, TAB it This proeram sponsors the application of recognized systems to solve ? certain operating problems arising in records management activities and thereby,to facilitate the administrative control of records. It aims to simplify and accelerate operations, reduce overhead in labor, space and operating costs, and thus obtain efficiency with savings. The operational scope of the program includes systems pertaining to filing, processing of mil, reproduction of records, posting and recordine eperationn and communications. The substance of the program including the objective, repuirenents and stetus is explained below' a. Objective - The object of the proeram is to render technical Rrflito tance in the selection and application of approved gystems to eolve records problems. Reeuirements staff responsibilities include (1) a specialized know- ledeo of standard systems and office equipment, (2) the development and issueece of a brochure end technical procedures for the instal- lation and operation of approved systems and equipment and, also, an aeministrative notice that technical assistance is available, (3) the ability to sense potential application and use of standard systems and equipment to solve records problems, (4) an active interest in the potentials of various systems metalled in the Agency or available in other government agencies and1(5) the establishment of controls for the administration ane support of the program. Line responsibilities comprise (1) the maintenance of a library of useful reference material, (2) the study of record systems problems to determine and recommend solutions therefor and (3) the rendition of assistance in preparing justifications, obtaining concurrences and in making installations of approved systems and eenipment. 0. SAatus of Yrogram - A careful review of the poet activity of the Records systems Branch indicates that major emphasis to date has been placed on the other program phases i.e. file standards, vital materials and microfilming. To date action has been limited to ob- served needs and reeuests for assistance. There is, however, one accpmpliehment which comprised the installation of a mail control system in the Logistics Office. Observations indicate that no action has been initiated to issue the brochure, technical instruction or the adminiskiret notice. Further, the existence of controls is I . tt' Ore telocr. Approved For Releaselii13 : CIA-RDP70-00211R000900020002-7 Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 SECRE 2. EllgTmAetivity The following projects reflect the current activity of the programs a. The development of a revised courier receipt and logging system to simplify procedure, increase effectiveness and reduce.eosts The propoeed basic plan of this worthwhile project is completed and has vecoived clearance from the Security Office. b. A review of cable receipting procedures and reouirements to determine application .of manual or enchine methods which will reduce the scales of operations in the present system. This project is five percent complete. is. ?,7he preparation of a handbook on mail operations. This project is seventye.five percent complete. d. .Tho development and maintenance of .a comprehensive index to refer- ence material available in the eanagement `Aar. ? .e. The installation of a mail control system in: the Cffice of tie Tr/S. . 34 EnTITELInterest ?ending the issuance of a brochure to spread essential information rnd thereby attract interest in records' systems, the program is dependent for the present upon observations and reports made by inexperienced area records officers and records analysts for opportunities to develop projects end show progress. 14. Personnel Assigned - An available position slot is unfilled. The assignment of responsibility for this program is now being delayed pending completion of this survey. 5. Conclusion A definite need exists as a staff responsibility in the records manage- ment structure for the basic objective of the program i.e. to render technical assistance in the selection and application of approved rye .- toms to solve records problems. eurther, it is apparent that the immediate program has suffered from inertness in the past. Adminis- trative responsibility for this lack of force is lightened materially by virtue of the unfilled slot and by the substantial prorese made in other program phases. The difficulties experienced in launching the Systems program apparently resulted from an improper distribution of work assignments that netted an operational burden to the responsible , ! ? Approved For Release 2006/ A-RDP70-00211R000900020002-7 SECRET : 04CI Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 SECRET, officer. Under these circumstances, a readjustment is in order to alle- viate the present burden and provide a new stimulus to the program. To this end, the interest of the 4ecords Yanagcmcnt Livision Should be ? limited to furnishing the stafX competency required such as policy, pro- cedures ena standards. The line responsilTilitieS should be discharged by the C and r staff. ;10.1410 , ss; ? ?; SECRE Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 Approved For Release 2006/.04/13 ?XIA-RDP70-00211R000900020002-7 gCREL_ Amax UI Records rianacement Division Other Branches The work of three additional branches is explained in this annex on a program basis. The branches are the Reports and Cor- respondence 14inagement Branch, the Records "kisposition Branch and the For YaneEement Pranch. The substance of each program is treated in a manner similar to the analyses provided in Annex II as follows: Tab I Reports and Correspondence Yanagement Program Tab 3 Records Disposition Pro am Tab Forms Kanagement Program SECRET, ApproVed For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 ortxcE DD/8 Area Approved For Release 2006/04/13 : CIA-RDP70-00211R0009 SECRET 0020002-7 RECORDS CONTROL SCHEDULES COMPLETED OR IN PROCESS FOR COMPLETION LINEAR TEMPORARY PERMANENT RETURN TO r_EHA FEET MATERIAL MATEIVAL LIBRARY * Management Staff 43 74 Audit 16 64 General Counsel 31- 568 Logistics 18 2,000 Medical 49 470 ** Seeurity 169 3,615 *we. General Services 127 563 DD/I Area ORR ONE OSI' 00/Chief FBID ? FDD Sovmat Contacts Headquarters Field **** DD/P Area TOTALS 41-Wtetir 45- 29 29 35 5, 38 1,500 150 260 210 836 2,779 507 56 627 21,479 18,318 32 322 219 285 2,037 1,573 12 31 6 64664 74 . 1;24 555 14 27 20 % 16 1,075 723 35 9 ? 1,500 1,500 113 21,450 12,870 8,58) i 1 1,699 58,812 39,578 13,61 718 46 477 350 2,443 57 302 8 311 83 20) 1,720 3 5,443 12 April 1955 ANNEXT DOLLAR VALUE OF: DATE TAB J FILING EQUIPME COMPLETED Enclosuri $ 2,328.37 4,196.50 10,886.02 82,357.83 392,159.00 13,497.28 76,476.61 1,281.49 17,705.00 40,335.64 1,378.81 764,802.00 $1,407,404.55 April 1954 December 1454 October 1952 May 1954 November 1953 February 1955 ebruary 1955 March 1955 August 1954 Slily 1954 August 1954 May 1954 April 1954 November 1954 In process for completion.---.- ' In process for complatien. The amount of permanent materialincludes Over 2,500 ft. of material not considerjd'permanent but will be retained indefinitely. f' Schedules furnished gaining offices when General Services was abolishetli. Inventories and schedules .prepared by Area Records Officers. Only the disposals requested were reviewed by Records Dia position Branch. The atiount of temporary and permanent material is an estivate furnished by the Area Records Officfer. .,i- : Approved For Release 2006/04/13 : ScEIACR_RETDp7 CI-00211R0009 0020002-7 ? \ Approved For Release 2fftblet3 : CIA-RDP70-00211R000900020002-7 A11 Ill, TA) Records Management Division Reports and Correspondence Management -Stanch 1. Reyorts and Correspondence Programs This twofold program aims to establish effective controls on paper work management with respect to correspondence and reports. A statement ex- plaining the objecting reouirements and present status reflects the sub- stance of the program as follows: a. Objective - The objective of the program is to apply effective stan- dards to the quality and production of oorrespondence and reports. b. Rectuirenents - Staff requirements include (1) an administrative and iechnical knowledge of reporting systems and correspondence practices, (2) the development of policy, procedures guides and standards for reporting and correspondence wenegenent and (3) the ability to oval..., uate Agency and area needs, sense the potential application of cor- respondence and reports 0 management techniques and establish effective controls therefor. Line responsibilities entail (1) the conduct of studies to plan and facilitate the application of reports and correspondence management programs and (2) research for the development of handbooks, guides and essential by-products such as glossaries, correspondent etc. c. Status of Program - An examination of the program status indicates that an honest effort has been made to launch the program without proper support. In the absence of policy and procedure, the program has remained in a promotional Stage as dormant as a newly proposed project at least in part. only four of nine projects appear to have taken root. The projects are listed as follows: (1) Developed and issued the following general guides to stimulate interest in reports management: An Introduction to Report Management - Pamphlet. :Sample Office notice inaugurating a reports management pro- gram. Sample Office regulation for operating a reports management program. Guide for determining report requiremen Pamphlet. Approved For Release SECBREIT13 : CIA-RDP70-00211R000900020002-7 Approved For Release 2006/0,MREt-RDP70-00211R000900020002-7 (2) Provided specific guides and promoted a reports management pro? gran in the Cffice of the CSOptroller. This office level pro- gram was initiated 1March 1955. (3) Held two meetings witkthe WI for the purpose Of stimulating interest in reports *agement on either an area or office level basis. ( 4) Developed and issued the following general guides to stimulate interest in Correspondence Management: Correspondence Management - Brochure Bedern Writing Styles alet is 4eadability - Atract Signature Tab Writer uides 24 Sections in draft stage held in pending status. (5) Developed Handbook dated 25 March 1955, Subject *Corres- pondence &tyle and Procedures*. This is scheduled for early release after two years of effort. (6) Conducted a correspondence survey in Logistics Office. Implemen- tation is being held in abeyance due to assignment of an employee on detail. (7) Developed a proposed Corresponds% to facilitate preparation and processing of routine administrative actions. (8) Revisions recommended in content of pattern letters used in Personnel Office were adopted. (9) Lstablished Letterem as a stock item and promoted its use through- out headquarters. Over 2 million sheets were used in nine months of 1954 at an estimated savings of $9,000.00. Program Activity Projects new in the course of development or nearing completion include is reports management program for the Logistics Office, the headquarters correspondex, a glossary of administrative terms, the preparation of .writing improvement guides, a reports management guide and planning of program promotion. -2. SECRET. Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 Approved For Release 2006/0480CRURDP70-00211R000900020002-7 3. Program Interest The branch chief reports as follows: Tim rp/s has recently expreesed concern over the net worth of 'weekly activity reports and the Volume of reportimg necessary to support ad- ministrative activities. The $pecial Asst. to the PDP has now under consideration the advisability of establishing an area wide reports management program. The interest of the DA/P is unknown. The Pirester of Training has recognised the need of a writing improvement program. The reaction" to the Correspondence Handbook was generally favorable. Enthusiasm for the proposed correspondex has been manifested by all offices of primary concern. h. Personnel Assigned Two employees were assigned on a full time basis until recently when one WAS detailed to the Regulations Control Staff. The branch thief advises that three employees in all comprise minimum personnel requirements. The branch chiefts time has been subject to the performance of collateral' duties on the division level. S. Conelusion The program is apparently ineffeetive dee to (1) lack of recognised polisy and a regulation to provide smooth operating force and (2) improper or.. gsnisational planning which tends to ,spread the structural framework of the 1-41cords Vanagement Division beyond the limit, of its true foundation. Thus* a branch with two politione slots obviously could not be altogether effective for the administration of an Agenty-wide program on any eon.. templated basis. The purpose of the program is constructive and sooner or later the need therefor will be recognised. Perhaps only the timing thereof has been inopportune. A retrenchment is therefore in order and the branch should be abolished as a separate entity. The position of the present branch chief should be construed as a records management officer and the work continued on a project basis. SECRET, Approved N944116/04/13 : CIA-RDP70-00211R000900020002-7 eT, Approved For Release 20 NAT; CIA-RDP70-00211R000900020002-7 A= III, TAB J Rsoorda Management Division Records Disposition Branek 1. Records ,Disposition Records disposition entails an examination and appraisal of record tonal to determine its claesifieation for control purposes. Record mam. tonal is normally controlled according to four general classifications such an record or nonre cord material and current or noncurrent record material. a. Record Material - Record material mey be permanent or nonpermanent in Value. Pursuant to established procedure, the destruction and disposal of nonpermanent record material mnet be based on the ex- piration dates established within an Agency in previously adopted disposition control schedules. Some nonpermanent record material may be destroyed pursuant to General risposal Schedules approved by the Congress for the purpose of granting blanket disposal authority. Standard Form No. 1151 "Request for Authority to Dispose of Records" nust be prepared and submitted through the National Archives to the Congress to obtain authorisation for the disposal of record material not included in general schedules. b. errrant Record Material - The retention of surrent record material ere-sWiiira--ZWV---tesendset of official business, bush material therefore is not sUbjeet to destruction until after it has served its purpose and the status thereof is determined pursuant to an estab- lished disposition control schedule. Noncurrent Record Material ? This material comprioes those records which are no longer referred to frequently hy the activities which accumulated them in the sonduot of official business but which must texotigined permanently or for a specific period before disposition thereof may be authorised. d. Nonrecord Material ? Blanket administrative authority exists under present proce44re (National Archives manual - Disposition of Federal Records) to facilitate the immediate disposal of nonrecord material which obviously has only temporary value. Thus, it is apparent that this classification of notarial comprises the bulk of classified waste accruing in the Agency on a daily basis. 3 0j SECRET Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 Agency Dispoeitioniregrom The substance of the Agency program is provided by an explanation of its objective, requirements and status. a Ob ,tire - The objective of the program is to facilitate an ecenemie * eye atie disposition of reeord material, including the appraisal, classification, transfer, retirement, preservation ana destruction thereof, according to Federal statutes and regulations ands also, limitations imposed for Agency security reasons. t4 Requirements - Staff responsibilitiea include (1) the planning and developMent of program essentials such as policy, prosedures, training guides, standards, frequensiee of schedule application and review, effect of legal aspects, and controls to measure the effectiveness of the program and (2) review and evaluation of disposition schedules submitted. Operating requirements entail (1) research to determine organisational aspects such as framework, fUnctions and work flow, (2) rendering assistance in the conduct of records survey for the compilation of control schedules and in obtaining administrative approvals on snob. schedules, (3) processing disposition schedules to the National Archives to obtain Congressional approvals for disposal purposes and (h) making periodic checks to determine adheronee to scheduled dis- position and compliance with program requisitle. Ftatus of Program - The following progress has been mades (1) Drih Area Records surveys have been made and disposition schedules have been completed and installed with follow up action being taken in Medical, General Counsel, Logistics Offices and the Machine Records Division of the Comptroller's Office. P disposition plan has been developed and is now being coordinated in the Security Office. A records survey is being made for the development of a revised disposition plan in the Records Management Division of the Management Staff. Permission to inelude the remainder of the Management Staff.,will be requested. (2) PP// Area Disposition plans have developed and activated in ONE and 05T. A disposition plan has been developed and approved in the Office of Operations. Sokedules pertaining to Contacts Division in the field are included. SECRET ? Approved For. Rellale '2006/04/13 : CIA-RDP70-00211R000900020002-7 v ; Approved For Release 2006/Otttet-RDP70-00211R000900020002-7 A disposition plan is in proses. f being developed in O. Estimated eempletion is seventy percent. (3) DDif Area - Disposition control schedules have been reviewed and approved with appropriate adjustments. Teta records volume and equipment were Atraishvi. Statistics ars available in Enclosure 1. (4) Disposition Handbook - This hamdboek, comprising an operating procedure, is in process of beimg coordinated throughout the Agency. Some differences of opinion have been experienced. (5) Brochure ? An illustrated brochure on the records disposition program is in course of preparation. The sketches have been approved for final copy. The target date is 1Mar 1,55. (6) Training - Much time and effort have been spent in training area records officers and records analysts in the past. The training programs were excellent and well attended. Difficulties Experienced Several difficulties which have had an adverse effect on the program are stated as follows: a. Lack of a regulatory issuance clearly defining the authority and re. sponsibilities of the records management program in the Agency. A revised regulation has been prepared but not issued. b. The long coordinating process which tends to retard publication of the proposed handbook. The handbook ties in with and supplements the revised regulation. o. Lack of well trained, full time, area records officers necessary to carry out the program in operating activities. The area records officers are required to perform collateral duties and have little or no time to work on records. d. The refusal of some offices in the past to conform to the present standards for (1) the preparation of records control schedules and (2) reporting statistical information and other data essential for an effective records management program. The reasons given are *operational security", ',need to know basis", etc. 44 Program Interest The branch chief reports that the interest of most administrative officials in the DP/B and DD/I areas is favorable. A hands off policy is maintained by officials of the DD/P area. ? c_CRET, Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 Approved For Release 2006/04/1SEGREEDP70-00211R000900020002-7 Personnel Assigned position slots are allotted t the breast at present. All *r* filled save that one employee is detailed to **Ferns Managmeent Breaths The branch chief advises that the preSent somplement of persennel would be required to (1) review disposition control schedules submitted by operating activities, (2) prepare disposal schedules for submiesion through the National Archives to the Congress, (3) complete the emordi.. nation process and (4) follow up to determine adherence to the disposition schedules approved. He advises further that to continue operations as at present i.e. (1) conducting record's survey, (2) preparing control schedules and obtaining approvals thereon, (3) preparing and submitting disposal schedules through the National Archives, (4) completing the coordination process and (5) maintaining follow up procedure would quire a minimum of 12 employees to complete the initial Agcy records survey within the period of one year. Conclusion The disposition phase of records management constitutes the real ammo* of an overall records management program. Uthout approved disposition control schedules there would be no basis on which to evaluate and con- trol records by classification i.e. for ultimate disposition such as . retention, retirement, disposal, etc. Also, the operations of a records center are dependent upon properly prepared disposition schedules for systematic retirement and disposal of records. Further, competent analysis of disposition schedules enables the discovery of unnecessary records creation and maintenance. The need for a records disposition program is therefore apparent. What has been accomplished thus far has been effective. What has been ineffective is the method used. A new approach is therefore in order i.e. to issue a regulation requiring operating activities to prepare and submit their disposition control schedules respectively to the Management Staff for review and evaluation. SECREI Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 r-----11/? - , Approved For Release 2009/641MCIA-RDP70-00211R000900020002-7 AXIOM III, ?AB I Records Management Division Forms Flanagatent Branch Forms Program Forms management comprises a number of varying phases such as consoli- dating forms that perform the same function, voiding non essential forms, integrating forms, procedures and directives, simplifying and standar- dising the size and design of forms, using forms prescribed by an author- ised government agency or higher headquarters, informing users of avail- able forms, discontinuing wasteful methods of printing and duplicating forme, centralising, when most practicable, the procurement, storage and distribution of forms, reviewing all forms to determine their adaptability to satisfy functional, organizational and operational needs and advising on unsatisfactory conditions, potential improvements and wider application of forms. Further insight to forms management is revealed in the objec- tive, requirements and status of the Agentyls program. a. Objective - The objective of the program is to obtain more efficient operations at less cost in the use of forms. b. uirements Staff responsibilities include (1) the planning and deve opment of program essentials such as policy, procedures, train- ing guides, standards, control system to be used and methods and procedures for procurement, storage and distribution of forms and (2) the pursuit of a continuing study to conserve all possible resources such as manpower, money, tine, supplies, space, and equipment as applied to the operational phases of an effective forms' management program. Line essentials entail (1) the maintenance of reference and control media such as a numerical file, a functional file and a control file of forms (2) the review, analysis and design and identification of forms, (3) simplification, standardisation, consolidation and can- cellation of forms, (4) integration of forms with procedure, (5) proper application and use of authorized forms available from other sources such as standard forms and the preparation of requisitions and technical specifications for reproduction of forms. o. Status of Program -An examination of the procedures and operations of the branch reveals the program status to be as follows: (31.Maratt 1955) (1) Reference (a) The functional, file contains fifty categories of forms. Approved For Release 2Sra3 : CIA-RDP70-00211R000900020002-7 Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 SECRET. (b) The numerical file reveals 582 redesignations and from 1 July 19514. orms (c) The control file accounts for apprcorimately 1586 fonts of all categories used by the Agency. (d) Activity for the first quarter of 1955 includes 1014 new forms and 98 redeaignations. (2) Control Procedmre - Form No. 2, "Form Record and Index Control" is used as a iasic record. This form has two parts, one a visible index card reflecting essential control data and the other a perforated supplement oontaining data necessary for a published index. The supplemental part is referred to Machine 'Records Division as basic card punch media. Published Index of Forms y? The index is arranged to provide numerical, alphabetical and functional lists of forms. Infer,. nation reflected for each form includes the form nxuaber, date, title, type, stocked or not stocked, related procedure reterenee, functional code and office of primary interest. Machine records cards facilitate compilation of the index which is then repro- duced at the reproduction plant and issued in the form of an Agency notice. (3) (4) (5) Procurement Procedure - Form No. 30, "Request for Approve.' lf Form" is submitted along with a requisition for reproduction, Form No. 36.2 (36-125 for external purposes). A sample copy of the form, i.e. new, revised or reprint is also included. Monthly Report of Forms - A monthly progress report on the ac- tivity of forms fa submitted. This report serves a duel purpose in that it also provides a control of actions processed for procurement. Seven copies of each form reproduced at the plant are returned to the Forms Management Branch for reference and control purposes. One copy of each new and revised form is de- posited in the Vital Materials Repository. (6) Statistical Data 0. The following table is informative with re- spect to the progress of the programs Forms 1953 2:g4 1955 Reprints 884 481 92 New 369 301 104 Revised 163 447 115 Voided . 87 129 17 Copy pioduction 18,642,845 18,066,673 4,108,585 A ctilte CIA 715 997 1,254 -2- ib t-t Approved For Release 2006/04/13 gggjP70-00211R000900020002-7 Approved For Release 2006/04/1ttelitErP70-00211R000900020002-7 (8) (9) Other Accomplishments 0 Control established on 335 Standard smd other government agency forms for Agency supply purposes. Control established on 1589 forms in all including Agency forms. Reduced average annual forme usage from 18,698 copies per form in 1953 to 11,878 copies in 1954 despite increase of 53 permit in number of active forms since January 1953. Program Need* - There are two apparent needs which should be met to facilitate operating requirements and enable effective admin.. istration. They are as follows: (a) Lack of support personnel to maintain typing and filing on :a current basis (See Enclosure 1). (b) Lack of personnel for final oepy preparation. In some cases it has been necessary for the branch chief and his subordi- nates to do paste up jobs manually to comply with request* from operating activities for new and revised forms. overtime - Observations made by the examiner in the past prompted a question on the extent of overtime put in by the branch Chief. He revealed with reluctance that he has contributed approximately 32 hours free time sins. 1 January 1955 to further the program and approximately 225 hours in the past eighteen months. 2. Program Activity Two things are significant in the present activity of the program. One is the forced distribution of work and the other is the pending backlog of what should be current work. a. ristribution of Work 40 Lue primarily to lack of adequate staffing the work distribution is forced as follows: (1) Pranch Chief - Planning, administration, research, liaison, analysis, review and design of new and revised complex forms and forms systems and review of reFnlations, handbooks and manuals. Assistant - Analysis, review and design of new and revised com- plex forms and review and coordination of regulations, handbooks and manuals which prescribe the use of forms and forms systems. Analyst - Yeintains identification and control of forms, prepares index of forms, compiles statistical data and administrative re- ports, processes reprints and revisions of forms and assists in the pursuit of research needs. (P) (3) -3- o SECRET sT) SauJ 4'. Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 Approved For Release 2006/04/SIMFDP70-00211 R000900020002-7 (4) Analyst Processes reprints and revisions of forms, assists in the review, analysis And daaign of new and revised forms, assists in the maintenance of functional, numerical and control files. Note: New and revised forms require complete analysis and coor- dination. ? Reprints entail a check of the control card and folder, calling the office of primary interest and other offices as necessary, deteraining proper prosurement and quan- tities for stock control sant), redesignating and re- vising as essential and coordinating. h4 Pending Backlog - The backlog as of 13 April 1955 is disclosed as follows: (1) Forms Volume New 44 Revision!, 23 Reprints:1/ 76 Overprint 1 (2) Actions Other Agency Forme/ 3 Employee Suggestions 7 Regulations Review 5 Miscellaneous (Research and Administrative) 40 TOTAL 199 This backlog is equivalent to the work production of 1791 manhours or 11.2 work weeks. 3. Program Interest Pleasant and favorable relations have been maintained with all operating activities, Agency-wide. In this respect, it is significant that the 1141/P Area is obtaining increasing value from the forms program while, un- fortunately, it still maintains a hands off policy on records maintenance, systems and disposition. An examination of the index reveals approxi- mately 220 Agency forms pertinent to the ED/P Area. _V For stook control as of 30 June 1955, For adaptability. -4- gib Approved For Release 2006/04/13S.KMP70-00211 R000900020002-7 4. STAT Approved For Release 2006/04/13 ? CLA,TRDP70-00211R000900020002-7 SECRt 1., Personnel Assigned Iposition slots are allotted to the branch at present. UI are filled. An additional employee it assigned on detail. The position slot for this employe* should bs transferred from the Records Disposition Branch to the Forma Management Branch. The Branch (thief advises thet . the services of at least one additional employee would be very helpful at this time. Conclusion The program is definitely effective with substantial accomplishments, notwithstanding the existence of an apparent operational burden due to insufficient personnel. Thus, no organisational change 'should be made and the program should remain as pert of the records management structure. .5. Approved For Release 2006/051f1 l-RDP70-00211R000900020002-7 Approved For Release 2006/04/151KRERDP70-00211R000Wailnial TASK Knolosurs 1 Milord* Management Division Forms Management Brandt Basklog Sammy of Work goquiring Clerical Support as of 11 April 1955 Action Type Mid File Type and File File Volume Deocri tion of Work Man Mauro Pull from Func- tional File and D estroy Mark or 5tap Compare and Verify Availa- bility Of Forme 25 - 30 300 - 375 75-100 Cards (pencil copy) on permanent Kardam records Cards (old 3x5 Kardem records many with pencil notes on back) on Permanent Kardax records Forms (now loose in front of functional file folders) in proper numerical aglow.* in folders. Break down folders which are too bulky to handle. Forms, numbered in old series, now redesignated. 150 Obsolete forms filed in functional file which have not been replaced Check availability of primary and cross reference functional file copies, also official and reference, numerical file copies with forms listed in the forms indexes and indicate on list by check ( ) all missing forms Procure and File Copies of forms missing from numerical and functional files 11/4, , a. If available, pull extra eopies from numerical file to file in functional file b. Submit list of stocked forms to BSO Approved For Release 20SEZRE.T: CIA-RDP70-00211R000900020002-7 14 63 kO 8 50 Approved For Release 200616CUJCIA-RDP70-00211R000900020002-7 Action Velma, Dais4ption at Work M Ban ours Transfer and 150 Consolidate Check and 300 Arrange Post 607 Cheek and 90 Post to Kanter Records Estiblish 2 - 3 Reference File drawers TO'fAL c. :here **Wald forms are un- cibtainahle from BSO requisi- tion from warehouse d. Cell offices of primary interest for copies of Non Stocked Forms Background material in old folders to new redesignated folders. New forms' folders (contents) in proper data order, filing all loose material Stook numbers on all stocked forms to Kardex eards References to FRI., Flits and Flints which prescribe forms for field use Non-CIA reference material, catalogue, manuals, pamphlets, regulations, handbooks, eircalars, bulletins, sample files, articles, etc. pertaining to forms manage- ment, printing and duplicating machines, methods, processes, systems, manufacturing methods and related data. May include extra copies of har4outs, posters, pamphlets, etc, of CIA unclassi- fied and non-CIA materials. Pre- pare folders, guides, index, etn? and integrate when pertinent with Managmeat Staff Reform's Library. 25 20 ..0.1.11111 3922/ y 60 hours would be required if an experienced records analyst were assigned to projest Squtralent to 56 man days of 7 hours. 4841 ( " SECRET Approved Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 Approved For Release 20c JITCIA-RDP70-00211R000900020002-7 ANNLX ccords Proposed Crganization This contains charts reflocting the organi- zational frn work and staffing pattern of the proposed Fmcords woment Staff so follows: ,anizatianal and Functional Chart affin Chart FCRET. Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 Project Staff : Report* and Correspondence Vital Materials File Standards Record Systems Approved For Release 2006/0111- A-RDP70-00211 R000900020002-7 Reoords Management Staff ncy-vide Records Mai*g.ent Propme including essential program phases much as vital material'', forms management., reports control, correspondence, menagement, file standards, records systems, and records disposition. ANNEX IV TAB L Organisational and Functional Chart ? Forms Management Branch ( Administers functions pertain- I ing to forms management including Ithe analysis, design, use and iden ;Urination of forms for control purposes. Prepares Agency forms' I index; conducts surreys and special studies or forms, forms' owstems and related procedures land determine forms requirementa :of area programs. Records Disposition Branch 1 Administers functions pertain- ing to records disposition in- cluding review and evaluation of idisposition control schedules and ithe processing thereof for Con. gressional approvals. Conducts 'staff surveys to determine effec- tiveness of program. Maintains lliaison with other Federal agencies lon matters pertaining to records !administration. 25X1 Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7 Approved For Release 2006/04/13 : CIA-RDP70-00211R000900020002-7