REPORT FOR WEEK ENDING 13 MAY 1959 FROM FORMS MANAGEMENT BRANCH

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000900220021-4
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 8
• Document Creation Date: December 19, 2016
• Document Release Date: April 3, 2006
• Sequence Number: 21
• Publication Date: May 13, 1959
• Content Type: REPORT

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Report for Week Ending 13 May 1959
from
Forms Management Branch
1. Contributions
a. Tangible
(1) Completed 27 actions requiring the printing of 912,300
copies or sets of blank forme.
(2) Four new and 3 revised forms were approved.
(3) Seven forms were obsoleted.
b. Intangible
Review of Stocked Standard Forms
We recently asked Supply Divisioa~OL to furnished A~with
information on issue experience on Standard Forma. Review
of the data furnished indicates that we are grossly over-
stocked on many forms,m~st of which were ordered sometime
in the past without clearcut authority from this office.
Many others have not moved for years. Basically these forms
are the responsibility of the Comptroller, Personnel,
Logistics and the Medical Office. We are going to furnish
the Area Records Officers of these offices with copies of
the lists of study; then hold a meeting next week. At
that time we will inform thlm that unless they can come up
with a strong justification for continuance, we will P~'~.
them from the .system. and dispose, of ~stoeks,,_preferably by
returning them to GSA.` It is anticipated that per s as
many as 72 forms can thus be purged from the stock system.
If this method proves fruitful we plan a similar approach ~'~
to all other forms used by the Agency.
2. Assignments Active
a. Revision oY Dispatch Forms.
We are still awaiting DD~P action by Q and RID. In the
meantime, it has been necessary to reprint the present forms.
Minor improveme~ were made in the carbon interleaved forms
(53 and 53a) to reduce paper weights and improve carbon paper
quality. The ditto master sets (53b and 53c) are up for reprint
now and we are changing the specifications to provide for a top
stubbed form in lieu of the present bottom stubbed form. The
bottom stub made ii~poasible for the typist to get into the set
easily to erase, but caused problems of buckling when fed over
the platen. Elimination of the buckling is of greater importance
than consideration o~ ease~in getting into the set tc> make correctione~
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b. Management of Stocked Forms
25X1 Chief/Identification and Cataloging Section/
SD OL tentatively agreed to use data already available on cards
in MRD as a means of providing background data needed to produce
the Forms sections of the Overseas and Headquarters Supply Catalogs.
He had previously requested us to furnish him detailed information
on all changes which would have required considerable extra work
on our part.
The debate continues over the necessity and advisabilit of usin
stock numbers in connection with forms. SD/OL
25X1
25X1
had previously agreed to discontinue use of stock numbers.
25X1
stocks have been rearra
d in Form number sequence.
25X1
Now we understand from
that he was not consulted by
his own people and that he disagrees strongly. We feel that this
is an internal squabble and have asked him merely to resolve the
matter and come back with a single SD/OL position.
25X1 c. Agency Chain Envelope
After planning to order the one-time envelope we have been held up
in writing the specifications because of higher priority given to
the New Building Project. We expect to reopen this project sometime
next week.
d. New Building Project
New badges, inserts, guide cards, etc. have been developed and
printed. The revised system was initially put into effect 11 May.
We will continue to work on the site and assist in bringing the
system to a full peak of operational efficiency.
e. Teletype Dissemination Information Reports and Systems.
0
Last week, briefed the IIS Intelligence Boards Committee
on Documentation on the effectiveness of the trial system of mech-
anization being tested between one station and Headquarters. The
system embraces the use of overseas, the production
of a tape as a by-product of the Field Report, scrambling of
the tape, transmission by unaccompanied air mail pouch, unscrambling
here, use of the unscrambled tape on the TD Form, and final pro-
duction by Cable Secretary. The system is working quite well and
about three days delay has been eliminated from the reports pro-
duction process. If this continues to work well in the test station,
extension to other large stations will undoubtedly follow.
f. Evaluation of Information Reports
D
and also reported that the special form
which we helped develop to obtain initial consumers
reaction to these and other CS Reports is proving quite effective.
Data obtained Prom these initial reactions is being punched into
IBM cards and then used as a means for improving the reports and
t~l~i~~}~i~lse/85C~~#D+~1 ~~Oi~Olg~~gs4ible
to uce o~'e7,tminate some re its distributions. This project can
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now be considered closed insofar as FMB is coneerned~/
g. Uniform Information Report
Bids on the common form are still being solicited by Army. Navy
is continuing to study the feasibility of adopting the common
format or modifying it to fit their needs. Unfortunately, the
Navy member, Lt. Johnson has been preoccupied with Reports Training
and deadline projects and has been unable to devote full time and
attention to this project. At my suggestion he is going to dis-
cuss the pro3ect's status with Mrs. Young, Navy member of CODIB.
This should result in some relief to him or the assignment of
someone who can denote more time to the study.
h. Six new and 12 revised forms . ,~
i. Elimination of transmittal Dispatches for Personnel-type data
We discussed the results which can be expected from the Comptroller
Transmittal Dispatch Study with ARO%P and Mr. 25X1
25X1 ~ Pro9ects Officer~OP and proposed that a similar study
be made in the Office of Personnel. We volunteered the services
25X1 of subsequently discussed
25X1 ~~~'/f w o concurred on our proposal. We expect to
start this study sometime early next week.
3. News
a. Security handling of forms in
Some problems have arisen concerning how forms developed for 25X1
should be handled, controlled and numbered to afford necessa
and yet avoid excessive measures. 25X1
and I will discuss this pro em ne We s y wit
Security Officer and others.
b. Machine lists s of all stocked forms used in"Headquarters ~nl.y`~
25X1 were furnished Distribution has been made of
26 machine listings of all forma used Overseas as of April 30, 1959?
c. Training
1. working with received acceptance for 25X1
the implement ion of form Information Report Clearance Request"
from FI~RQM~RC.
2. DD~P returned new F~arm.No. 1+56, titled, "Authority for Des-
truction.of RID Filc'With related proposed CSN establishing
procedure for destr i worthless CS record documents. N~essrs.
25X1 will review matter further.
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~. Assisted in revising Badge filing system at new Site.
~~~?~ ~ ~~
3. Mscussed Visitor's Lo Forms Numbers 15~+, 1306, 1371 with
SO/ARO, Chief Head onists,
25X1 OTR~AfiO and
re pos combination an or rev sign of forms. Presently
revising Form Number 15~.
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Weekly Report for Week Endix~ 13 N~,y 1959
from
RECORDS DISPOSITION DR1~1t~ICR
Oar proposal for shelf film, in this area leas been generally
accepted by TR. Plowever, IR feels that the dust problem in dais
area (caused by a heating vent) mast be rectified. A request to
Security for inspection of the area is being prepared.
Office of Security/~ailding 13 Shelf Filing
OP/Records and Services Division Test Installtion
No ctnange froffi previous report.
00/Contact Division
OP/Contract Personnel Division/Card Index
This project is 'being dropped pending the decision of Chief,
Contract Personnel Division tm recoyasider our proposal.
Office of Training/?~ntel].igence School Shelf Fi.la.ng
A plan is 'being developed to perr~.t the school to obtain
better utilization of a secured area in R8~ Building. Our
proposal to of the Inte]~.igence School tY~at training
aids and other gook type trainir~ ~,terie~.s be stored on shelves
was well received. Re requested us to proceed with the plans.
b. Records Systeffis
1. Contributions
Prevented the expenditure of ~21Q0 for card filing equipment by
suggesting that the requester use IPM card trays in 5x8 card safes
available froffi the Agency Supply System. This request was received
from the Cataloging French of Supply Division/OL.
o~R/~/~/N~/A shelf Filing
2. Assignments
a. Filing Equipment
0
Several meetings were held with ers of the OSI/Flint
Staff. A fi1.e index has been prepared and ca3.11 be reviewed by
Flint Personnel T,nursday.
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c. Records Schedules
Oa/FDD ~d tee)
Schedule stil]. witty FDD for review.
~aestions on revised schedule submitted by Chief Records
Center have been reviewed end referred to ARO/OCR for review.
25X1 F~ecutive Registry
Met with to review her records disposition
activities. t-~o has accepted en overseas
assignment, wished to have the schedule revised and the records
brou~Iat up to a current basis prior to her departure. She has
retix~d 20 cu. ft. of insscicive records to the Records Center with
more to follow. Asa inventory of ttae records ~,s amide and s
to the schedule d$scassed with her. 2'he Records Control Schedule
gri1.1. be revised.
0
d. Specie]. Projects
25X1 OSS Records/RI
Inventory continues.
Suppart Staff Records/DDP
Survey continues in ~~ Division.
25X1 File Cleanup Cettgpai
Com4Pletion of printia~ estianated for 2g May.
Igo froffi previous report.
EffierSency Filing Equipment
No change f~?om previous report.
Reissuance ?f handbook for Sub3ect Filix~ as unclassified publication.
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Review of Clerical Training in Film
Arranged visit to ItTational Archives to review material
assembled by Programs Develogt~ent Staff for GSA workshop on Filing
to be available nezct winter.
visits to filing insta]lationsa Chief of
Induction 'fraining~CT`OTR, was so i~pressed by her visit of
6 ley to ORR Sub3ect-I~uineric Files that she has agreed to schedule
Ytizture visits by other instiizctors. RMS t~i.ll coordinate these
visits t~.th ARO~ORR and files custodians.
Revised teaching materials: Sets of 6 practice and 10 test
letters to be classified by students have 'been printed by OI,~PSD
and sorted into kits by OP~?.~S Pool. Updated artwork for color
slides of ex'cibits f'roffi ~ for Subject-Filing is 'being prepared
by OTR~~7isual Aids .
25X1 3. vital Material
NIi.crofilming of ~lital Materials in OCR~GR and OSI continues.
of this French and OCR~IR
spoke to the Records ~"~,nageffient Staff on shelf filir~ and off~Lce
equipment for the TiTet-r Ruildia~. Slides oY current oYfice installations
were also shown.
IilLeeting teas held with 0~3I, to 25X1
discuss a oposed change in the ~aethod of recording the receipt of
NIS r~.p ne~stives. Presen~cly, the repository is preparing a tab
card for each section received. The proposed change, hand recording
on ItTIS Control Record Fora 229, would save considerable time. ter.
seemed favorable to the(~oposal, 'but requested 25X1
$hat final. decision be deferred until flee girl who handles MINI deposits in
OPI returns neact `f~aesday.
~. I~e~rs
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Weekly Report for Meek Ending 13 May 1959
from
1. Contributions (Tangible)
a. Revietaed Graphics Register's experience in using mectaanized
card files and recoat~nended against the purchase of tiro Diebold
500 card capacity elevator files. These would have cost
$1,150. Proposed instead the.:purchase of a Tab Products open
reference file for $13~. Proposal was accepted and equipment /
is being requisitioned. t~
2. Contributions (Intangible
a. Briefed on organization and
functions o e Bement Staff and development of the
Records Management Program.
b. Evaluated and disapproved adoption of Employee Suggestion 59-~+~
on preprinting the nomenclature of frequently requested items
on Form 1~+~0, Requisition or Turn-In for Administrative Supplies
and Equipment .
c~ Recomffiended to Supply Division that heavy duty pressboard folders
be stocked in the R&S Building, BSO Branch, rather than solely
at the This change wi]1 eliminate the
present delay in getting these folders out of stock.
3. Assigr~nts -Active
a. Courier Receipt and Chain Envelope.
b. Graphics Register Film Index. (See la. above)
c. Overnight Storage Box - In the absence of infor~,tion from TSS
on plastics a~ar~zafacturers who could s~a,ke the 'boxes within
reasonable costs, I plan to contact manufacturers in the Baltimore
area. There are about six. Also, have written a short article
for the Support Bulletin, explaining the delay in fillix~ requests
for the storage boxes.
d. DD/P Records Management Training Program.
e. Records Disposition Workshop. Completed about 95?~ of a draft of
the introductory script.
f. Revision of RN~S Positions -Project com4Pleted.
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