REPORT FOR MONTH ENDING 30 NOVEMBER 1953 FROM FORMS MANAGEMENT BRANCH

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000900240017-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 10
• Document Creation Date: December 19, 2016
• Document Release Date: May 4, 2006
• Sequence Number: 17
• Publication Date: November 30, 1953
• Content Type: REPORT

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Report for month ending 30 Novether 1953 from
FORM NANAGEZENT BRANCH
ECT
Projecto initiated prior to NoveMber
Projects commenced in Reatember
40ta1 Projects on wbich action was taken
Projects coMpleted during November
Carried over to December
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ONPLITED PROJEUS
I. Certain We faces werestandardised for Veri.tver
nposition of forms. A list of these faces and a chart showing
their application to the various elemmitezrforms composition
(titles, instructions, bozeord(ng, etc.) mere furnished the
Reproduction Plant to use as guides in all future forme cemposi
tion.
? 2. A sta.tement of functions for the Branch was prepared
for inclusion in the Division Mart,
3. Draft copy of the proposed Records Management Hsedbook
was reviewed and the subjective classification breakdowns
under 'Terme were expanded and modified, A* a result of this
action and sUbsequent diecussionsreithl j further
modifications of *Reports' and *Omeemaicatione have been mom-
mended and a rewrite of the mibject 00Reoordal has been suggested.
4. A scheduled equipment demonstration of the new Cozhead
Co r. somatic DEW machine at the Sheratal.Csrlton Hotel 17 November
was attended by five representatives of GS). Literature on
machine and the new Coxhead Liner was obtained and circulated
terested 030 personnel,
S. EmPloYee alEgesilom #378, relative to redaction of the
width of information reports from Be to 8m, was studied and
positive action taken to assure its adoptions
IlL CURRENT LID CuTELNUING PROJECTS
2. The Reproduction Plant has been requested to survey for
nth the time requirements for forms copy preparation.
Ivy proposed to centralise forms copy preparation in
gement Branch as an incidental part of analysis and
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2. A phased master plan for forms was prepared
mad. stibmitted for min:wove of I I 1110
of Nevember 1953 the pian*litteneral substance had be airoproved
as submitted. Further details commixing manpower reqdremente,
target dates, etc., will be developed during the comingiontha?
3. Ultimate elimination of duplicaLe funational files
maintened by O&M and MVP has been rroposed and concurred in
25X1 by Action has been suspended since 10 govember 1953
pending certain pernonnel changes in O&M. Action should be
completed in December.
4. A proposed menorandza for all Area Records Officers
concerning limiting c/assificaticr of form in blank by use of
the phrase "(When Filled In)" after tae classification which
had been developed and was react fer ifmance has been held up
because of the new executive order erminating the '"Restricted"
claesification and the additional "6ecnrity InformatLons require.*
sent. Tae eemaramtna will be Imswritten to conform to nee eecuritlY
directives and issued in :!.eceeber as FM0.2.
5, A proposed memorandum (FM.1) to ail Area Records Officers
containing preliminary program 7Aiblicity am' transmitting selected
Air -Force forme menagement promotional data has been developed and
25X1 submitted to for approval. Release in December is
anticipated,
6. Material for a met of Vue-Graph slides to be used in
promoting the Farms NamagenenkProgram and training Area Records
Officers has beemicompiled and sabeitted tin Graphic* Branch . ORR
for DrerAration of artwork for the slides. Slides should be
completed nett month.
7, The following Area ocorda Officers were contacted
ing the month to establish initial liaison and explain some
of the program aims* Iccmptroller,1
25X1 Persc-ne101 I CA/FI/RI and I JDDP/F1/
Ibis is a
25X1 contLnuing project.
8, A stey, of the InformetLon Report forms and procedures
has been undertaken in conjunction with the printing study. of
25X1 1Preliminary, contacts have been Made and initial deta
obtained, It is hoped that the forms and procedures can be revised,
field and headquarters reports consolidated, printing costs reduced
etc. Project continues.
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ve agreements conserning start
sent to and from, or used by E
concluded with. re:Oripsentatives 0
Office, They are now in process of coordinatien said
;ation in written fem.
LATIVITS ACTIVV133
roduct:on facilites located in *L0 Bldg. were
inspected..
2.!Zeproduction Flnt personnelesponsible for copy
wenaration of forms wereinuted in certain technical phases
of aperat n.
3, nitialconti
than Area ocords 0
ffices %ave beet. made.
and 3ialsr.)-! with
of 0 r r Personnel Logistics
tates other
V. SIMARY OF B IVITYJAL AGrON5
copies
I No, of Requisitions
Nes 29
Ravi stone 28
74,925
896,000
Reprints
103
725
lbtal
*69)
2. Forms Obleted
3. Request disapproved and
available forms substitited 4
L. Average requisition for month 13,016
5. Net increase in Agency forms 26
6 Total number of controlled f:,.rras In use
230
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Report for month of Bo
1953 from the RECORDS DISPOSITION BUMS
eta us of Current PToecte
1. General Services Office:
(Systems) - Completion of this project in the Office
of the Chief is dependent upon the approval of sug-
gestions submitted for the improvement of procedures
and methods for handling mail and records. Systems
have been developed and installed in all other seg-
ments of the Office.
(Disposition) - The records control schedule has
been prepared and submitted to the Chief of the
Office for approval. When approved, specific plans
will be instituted for completely activating this
chedule. Considerable volume of record material
has been moved to the Records Center, but overall
detailed action is still vending.
2. Logistics Office:
(Systeme) - A review of the mail control and filing
system is now being conducted and a report will be
prepared upon completion. Some vork mews to be
needed in this area in order to make the systems
satisfactory.
(Disposition) - As previously reported, the records
control schedule prepared for this Office has never
been completely activated. Of ellpally serious con-
cern is the fact that records have been transferred
generally to the Records Center without being identi-
fied by schedule and item number. Without such
identification there will be involved, at some
future date, needless research and study by Center
personnel. It costs money to prepare records con-
trol schedules; their preparation is justified pri.
marily through their application V!,Ich, in this
case, has been inadequate. The scheduling program
in Logisties Office is suffering, therefore because
of a lack of concentrated effort on the pari of the
Area Records Officer. An effort vas made during the
month to assistl lin reviewing, amending,
and correcting their schedule. This activity is
particularly important because of the many functional
and organizational changes- in the Office. It vas
not possible to plan this review because of duties
other than records management that are currently
taking the time of
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3. Office of Intelligence Coordination:
(Systems) -Ito recent Systems study prepared
for this Office has been discussed beiefly vith
25X1I It does not appear too
optimistic to anticipate that ve will be ye-
quested to install the proposed Agency file
system in this Office. The installation and sub
sequent training of personnel should not be too
involved.
Medical Office:
(Systems and Dis ition) . The tvo analysts
assigned to the task of establishing these
phases of the records prograrc, started the Nib
on 30 November. This ;base of the records
eanagement program should be entirely com-
pleted by the middle of January. Subsequent
follow-up should involve only minor inspections.
There is. however, au influencing factor that
may effect the prompt completion of this proj.
eet; 1.. e. currently, additional functional
aetielties are being installed that viii require
the establishment of new files.
roreign Broadcast Information Division:
The current inventorying activity reveals that
this Division has been an extremely prolific
collector lied creator of paper records. They
have not been maimtained, however, in a maneer
In "keeping with the efficiency with Which they
were collected. Consequently, Division reports
end related record material may be found in
closet/I, bodkcases, store rooms and other un-
desirable areas. They are maintained without
regard to record series or any recognizable
method. It appears at this time that accomplish
ments will be more difficult of attainment than
would normally be expected and improvised work
procedures for attaining desired results will be
tl-ie rule rather Than the exception.
Office of Operations ( Contnete )
The disposition standards developed and recoe-
mended formally in report to this office hove
not yet been approved, but should be officially
accepted at least in modified form in the near
future. Upon such approval, steps vill be
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taken to obtain the sugsested disposal authoriz-
ations for all items of temporary value. When
these authorizations have been fieftlly developed,
it vill be necessary to activate the records con-
trol schedule initially and on a continuing basis.
There was tentative agreement to adapt the Agency
filing system but the reeommendations provided
for vaiting until the materiel of all Divisions
could be revieved in order that the manual could
be adapted for the entire Office rather than this
One Division. In view of later commitments 'with
respect to individual surveys in other Divisions,
ve should now probably include the Contact
Division in our schedule for the installation
of the system.
Chief, Records Disposition
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Report for month ending 30 November 1953 from
RECORDS 5Y5TrY3 BRAY:11
Because of joint narticipation and inter-related factors,
a report on Systems for the following offices is included in
the report made by the Records Disposition Branch: ran,
Logistics, General Services, OIC, Medical Office and Office of
Operations.
Iffice of the Director
Following the issuance of Regulation I Iwhicb contains 25X1
rather specific instructions concerning the filing of record
copies of staff papers, a draft of a proposed notice was prepared
to implement these instructions. The issuance of the notice was
25X1 first proposed to during a discussion of the recommen-
dations made in the survey report of the Office of the Director.
direct concern was the possibility of any further
25X1 application of the recommendations within the Office of the DD/A.
An inquiry was made ofl lof the Office of 25X1
the Director as to the status of the survey report insofar as the
L
: ;ec-
: l
.entire Office was concerned. She indicated that who is 25X1
now overseas, stated that he was of the opinion
ommendations were not applicable but that she should give them
some consideration when she had time.
Vital Materials
Arrangements have been made with the National Security
Council to make biaweekly deposits of their vital materials.
Previous; deposits have been made on a quarterly basis but more
frequent deposits were considered to be desirable. The filming
of the Biographic Register continues to be held up because of the
lack of space for setting up the camera,following the move of,the
Division into North Building. Bothl are
continuing their efforts to obtain suitable space. As a result
of favorable comments received after the last training session
for Area Records Officers at the Repository, it was decided that
another session should be held for the benefit of personnel who
had missed the previous sessions? A tentative date has been
established as 9 December. There are five or six Area Records
Officers who were previously unable to attend and in addition
in the Executive Registry has indicated a desire
too,
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Mail control Section
The Mail Control Section took over full responsibility
for the distribution of NiS material. Previously, this had
been done under the direction of the couriers, with laborers
furnished by the Logistics Office.
The Mail Control Section assumed responsibility for the
handling of bulk unclassified material fOlLpickup and delivery
between the Department of State and TempoLl This previously. 25X1
had been performed by the Logistics Office laborers. Tem-
porarily, a Logistics laborer has been assigned to work with
the couriers on this job pending the recruitment of a laborer
for CISO and the changing of an existing courier slot to a
laborers slot.
Special courier service has been established on a
continuing basis between the Machine Records Branch and the
Payroll Branch of the Comptroller's Office. In undertaking
this service, it was also necessary for the Motor Pool to
assign a special vehicle. The prompt transfer of material
between these offices in order to get the payrolls completed
on time was considered justification for the special handling.
Chief, Recorils *stems Branch
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? Report for month ending 30 November 1953 from
REPORTS AND CORETSPONPFNCE 1:ANAOrM71T BRANCH
I. PLANErM PROJECTS
1. The recent promotion of Records Management Program phases
in various areas has pointed up a need for the following:
a. A check list by which any analyst spearheading the Program
can measure an office's needs for the services of a particular Branch
of the Records Services Division.
b. An illustrated brochure or flier on each phase of the
Records Management Program, describing briefly but specifically whet
we propose to accomplish and by what methods. Eye appeal should be the
prime consideration. Impetus to a particular Program phase could be
given through this medium. Furthermore, analysts spearheading the Pro-
gram will be provided with material on those phases with which they are
less familiar.
The development of this material for the Reports and Correspondence
Management Programs is scheduled as our next major project.
U. PROJECTS IN PROGRESS
1. CIA Correspondence Handbook . Revised two exhibits and one
page of text, and inserted these revisions into the Handbook copies
previously assembled by Reproduction. Provided Regulations Control
Staff with 65 copies for headquarters-wide review. To our knowledge
these copies have not been distributed.
2. Office of the Comptroller Reports Mena ement Program_- Completed
the proposed guide for installing and operating the Program throughout
the Office of the Comptroller. Met withl lot the Comptroller's 25X1
Office, briefly discussed the guide, and left a master copy for his and
the Deputy Comptroller's review. Recent contact withl ldis- 25X1
closed that their review may be delayed by the urgency of current work.
3. Guide to Effective Writing and Corres ond ement T h-
ues Collection of material is continuing, he over- p n or
ing and presenting the guide is complete; attention is now being
given to specific phases. The sections on English usage and evaluating
your writing are well underway.
L. Program Publicity A pencil sketch appropriate to flier dis-
semination was completed. Ideas for other publicity issuances are being
assembled as the progra-s rogress. Ile propose to discuss our ideas with
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a representative of Graphics Reeistry (ORR) as soon as possible.
III. COMPUTPD PROJECTS
1. Program Master Plans - Master plans on the phasing of both
programs were revised and submitted to the Chief, Records Services
Division.
2. Agency File Manual - Completed a review of the proposed Hand..
book for the Subject Classification and Fills of Correspondence Records.
FFarTEIs review and discussions wit NWT:- 25X1
oped recommendations on three primary subject-classifications which
affect the filing of material an Reports and, Correspondence Management
Programs.
3. Reporting Program Progress - Developed and submitted to the
Chief, Records Services Division, a listing of Reports Management Pro.
gram phases on which progress information is desirable. A general
recommendation on progress reports from Area Records Officers was also
included.
4? justification for the Writer's Guide e. To justify the need
for this guide, a head4uarters-wide poll was taken. Personnel of
fourteen different offices, representing a cross-section of Agency levels
and functions, were interviewed. The results pointed up the following
facts:
a. There is a positive need and desire for a desk tool on
writing effectively.
b. Form letters, pattern correspondence and other short cuts
have definite application in nem areas of the Agency.
C. Training plans of the Office of Training, Regulations
Control Staff, and the Office of Scientific Intelligence call for a
coordination of efforts.
The results of this poll, together with a comprehensive analysis of
our program, were submitted as a staff paper to the Chief, General
Services Office.
EE1, and
4anagement Branch
ov)
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