WEEKLY REPORT FOR WEEK ENDING 3 JUNE 1959 FROM: FORMS MANAGEMENT BRANCH

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000900220010-6
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 6
• Document Creation Date: December 19, 2016
• Document Release Date: April 3, 2006
• Sequence Number: 10
• Publication Date: June 3, 1959
• Content Type: REPORT

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Weekly Report for Week Ending 3 June 1959
from
FORMS MANAGEMENT BRANCH
1. Contributions
a. Tangible
(1) Completed 28 actions requiring the printing of 283,1+00
copies or sets of blank forms.
(2) Eight new and eight revised forms were approved.
b. Intangible
(1) Investigated a complaint that the ditto master within the
set of Form 39, was unsatisfactory. While a part of the
complaint was valid, the primary difficulty was the way the
form was being used. To correct the latter situation, an
article titled "Improving the Performance of Your Hecto Master"
was written and sent to users of the form
(2) A request was received to change Form 261 from a cut sheet
to an 11 part, carbon-interleaved, snap-out set. This change
is a definite improvement, however, the need for U copies
has been questioned. A meeting will be held with
on Friday with the primary
aiX of reducing the number of copies.
(3) At the. request of the Office of Security, have prepared
pencil draft with guide to specifications covering the new
Form No. 1637, titled, "Filing Request". This form, which
is a 3 part short carbon interleaved set and serially numbered in
5 digits, is 5??x 8f''with a slot perforated top stub. The Office
of Security, which has approved this form as presently
developed, has asked us to coordinate it among the various users
within the 3 major components of the Agency. This is presently
being done. These users within these components are:
(a) DD/S:
OTR
Office of Comptroller
O/P
Audit Staff
Medical Staff
O/L
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 b. New Building Project.
(b) DD/I:
OSI
ORR
OCI
OCR
O/C
(c) DD P:
I&R Staff
TSS
(d) Coordination is also being conducted with the
25X1 Covmrical Staff.
2. Assignments - Active
25X1 a. Agency Chain Envelope.
One form had to be revised due to its contents and color con-
flicting with the employees Union Contract. Project 95fo complete.
c. Revision of Dispatch Forms.
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d. Improved Management of Stocked Forms. I
e.,,xpediting Printing of Information Reports.
Met with a representative of the Simplex Co., to discuss adoption
of a stamping process on the information repcr t.
f. Uniform Information Report. V0
g. Thirteen new and 18 revised forms.C/
h. Teletype Dissemination Information Reports and Systems.
25X1
25X1
i. Elimination of Transmittal Dispatches for Personnel type Data.
3. News
a. I Is on Annual leave.
b. Messrs are attending the Sixth Institute on
Records Management.
c. is attending the Basic Management Course.
d.
-Aattended the last omic ca .
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 a. Filing Equipment
Weekly Report for Week Ending 3 June 1959
from
RECORDS DISPOSITION BRANCH
1. Contributions
Installation of the filing system in 0SI/Eli.nt Staff has been
completed. A memorandum of Transmittal accompanied by copies of a
specially designed file index, 3 x 5 card index, copies'of the
agency approved charge-out cards and two copies of the Agency
25X1 Handbook for Fili was given to Executive Officer
for OSI.
2. Assignments
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OCR/IR/FE/NE/A, Shelf Filing
Area has been inspected by the Office of Security, but
we are unable to proceed further until we receive approval of the
area.
QTR/Intelligence School, Shelf Filing
~/ Waiting for a reply from Security. No change.
OTR/Operations School/Headquarters Training, Shelf Filing
Waiting for a reply from Security. No change.
VIOTR/Assessment and Evaluation Staff, Shelf Filing
Plans are being prepared for improved space utilization in a
secure area. Present holdings of epproximately 220 cu. ft. of material
within this area will be affected by this change, and the possible
inclusion of the contents of 12-4 drawer safes outside the area.
Approval of recommendations will result in the return to stock of
26-5drawer legal cabinets and 12-4 drawer legal safes.
Office of Security/Building 1 Shelf Filing
25X1 00/Contact Divisio Shelf Filing
OP/Records and Services Division/Test Installation
No change from previous report.
b. Records Systems
Received memo from ARO/OCR explaining changes on revised schedule.
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Executive Registry
0
No change from previous report.
25X1 O0/FDD I,nd team)
Transmittal letter for forwarding schedule to FDD is being
prepared.
d. Special Projects
DD/P Support Staffs Records
A records control schedule is being prepared for presentation
to the CS Support Staff Committee.
25X1 OSS/RI Archives
Survey of records continues.
Preparation of Subject Index to Handbook for Subject Filing
II
Obtained filing plans and indices used in OSI/ELINT and several
ORR offices from RMS analysts who developed them. Changes and
additions are being incorporated in master card index.
Review of Clerical Training in Filing
0
New demonstrator file was used for first time in last week's
classes in filing. OTR/CT instructors report favorably on
following improvements:
Steel file cabinet replacing previous cut down cardboard
carton.
New practice and test materials replacing those used
several years.
New file folders and guides prepared in accordance with
Reviewed artwork for 14 color slides prepared by OTR/Visual
Aids. After minor changes to 3 of these, slides will be prepared
by OL/PSD.
25X1 Special Assignments
II
25X1 Suspended until returns from training at National
Archives on 15 June 1-959.
Review of "Functional Filing System" proposed -for OC
Completed draft of study comparing proposed system with Agency's
standard Subject-Numeric Filing System. Continued collection of
material to prove superiority of standard system.
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CORDENTIAL
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25X1 3. Vital Materials
Gorman at the New AEC Headquarters in Germantown. Mr. Gorman
described the new proposed concept of VM in AEC which includes a more
stringent selection of materials and a decentralized storing of VM.
More detailed reportiig of this meeting may be found in a memorandum
for the record.
Pol people in DD/P and one from OBI accompanied the trip
--]last week.
Microfilming --
OCR/GR continues. Approximately 55% complete.
Security started during the week.
4. News
visited Mr. Pugliese and Mr.
heard Roger Jones, Chairman,
of Civil Service Commission, talk on "The Role of Staff People
in the Federal Government" at-1 June luncheon of Management
Analysis Conference.
b. The members of the Staff attended Management Staff Lecture on the
A ency's Financial Management Improvement Program by Deputy
Comptroller and Special Assistant to Comptroller on 29 May.
c. The Staff attended Suggestion Awards Staff program including premiere
showing of movie, "The Power of Suggestion," on 28 May.
25X1 d. are attending the Records
nagement Institute at National Archives for a two week period.
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