WEEKLY REPORT OF OPERATIONS FOR THE PERIOD ENDING 12 NOVEMBER 1953

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000900240026-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 10
• Document Creation Date: December 19, 2016
• Document Release Date: May 4, 2006
• Sequence Number: 26
• Publication Date: November 12, 1953
• Content Type: MEMO

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OFFICE OF GENERAL SERVICES
REPORT OF OPERATIONS
TO Chief, General Services
Records Services Diviaion
FROM Chief, ikbet"trels?Viernegetnerrb.4,--Divrbr4Iptitri-on,q3iPereck
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SUBJECT: Weekly Report of Operations for the period ending
12 November 1953
A. Personnel On Duty Vacancies In Process
Office of Chief
Rcds. Mgt. Section
Rcds. Center Section
Mail Control Section
1. No. on leave three days or more:
Records Mgt. Section- 1
Mail Control Section- 1
Records Center Sec.-
0
2. No. on special detail out of office
Records Mgt. Section- 0
Records Center Section- 0
Mail Control Section-
1
1 1 25X1
1 5
3 o
1 24
-6" 30
How long?
3 Where: One man in Transportation Division WS full time courier.
4. No. pending resignation, transfer and/or reassignment:
Records Management Section- 0
Records Center - 5
Mail Control _ 13
5. Specific cases on item 4 not in previous reports.
6. New applicants interviewed . Recruited by Personnel '
Recruited by this office '
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Report for week ending 12 November 195, frac RECORDS SYSTEMS IRA=
Security Office - In a dincIeiofl with and
25X1 lit was determined that the Security Office
has a filing eysten Which they have standardized at
headquarters and throughout their field stations. It
was agreed however, that they would give consideration
to the proposed Agency standard system. I
agreed that this office be furnished with a copy of
their instructions and subject headings and that we pro.
pose the manner in which the champ should be made.
istics Office In a discussion with the Area Records
ficer, it was agreed that this office woad train two
or three persons from their mall room in the Agency fil-
ing system. These people viii maintain the files of the
? Office of the Chief which are being transferred to the
mail roam in accordance with our original proposal. In
the discussion,it was brought out that there was same
dissatisfaction with the filing system but it also
appears obvious that this is the reset of employee tare-
over and leek of training:rather than the fault of the
system. It is believed that naintenamce of the files as
? now proposed will eliminate this problem.
Office of Director -.With the iseuance of Regulation
concerning etaff studies, it appears that one of the
principal recommendations made in our records management
survey of the Office of the Director has been adopted.
This regulation provides that the record copy, including
concurrences or non-concurrence of staff studies will be
retained in the Office of the Director or Deputy Director.
Airthermore? it indicates that this Oben Also apply to
all staff papers submitted to the Deputy Directors. Is
view of this decision, it appears that this office should
now contact the Office of the DO and offer to assist in
implementing the regulation by providing specific ins true.'
tieing for the routing, filing and preparation of copies
of such correspondence.
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Vital Material
of the Office of Researth and Reports visited the vital
Materials Repository. After viewing the CER deposits, ?
tbey were of the opinion that greAer emphasis should be
placed on the "Vital Materials Program in the Office of
Research and Reports. They felt that certain documents,
vital to reconstruction of the agency, had not been
deposited and at the =le time certain am materials
presently in the repository were not necessary and could
be withdrawn. It was decided by the (ER representatives
that an internal study of the Vliprognma in aRR be con-
ducted. Follow ups will be made by this office with the
responsible persons in ORR.
Chief, Records Systems
Branch
f '111
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ePort far week ending 12 Iosber 1953 fro. RECCSIDS DISPOSITION MANCE
? Logistics Office. 1 of
this o lor General
Services Office met during the week to discuss the prog-
ress of their records program. This reporting item
covers only the disposition phase of the discussion.
Because the Logistics' Area Records Officer le so in-
volved in administrative work other than records, no
agreement could be reached fOr reviewing their files
for the purpose of amending, correcting and completely
activating the records control schedule which vas pre-
pared by this office about one year ago. However, it
usemutuallY Weed that:
a. Many additional items, including 5 subject
files and the CO group, have been estab-
lished or greatly modified since the schedule
was originally prepared.
b. Many functional and organizational changes
have taken place.
c. The schedule has never been completely acti-
vated.
d. It is good policy to review these schedules
snommilly, but I I could not partici-
pate in this review In the foreseeable future.
e. Records Management should not independently
review at this tine.
Contacts Division, 00. The report *Cheated by this
?trice is being reinwed by Division officials.
Sscuritl Office. An analyst from this branch continues
to ass st1
Lamar records officer, in develop-
ing a records ached 0 The records inventory
is being taken by Nowever, it is anticipated
that we vill direct ass a him in writing the records
control schedule.
4. General Services Office. All necessary concurrences
on arifosition stanNards established by this schedule
have been obtained except those affecting Personnel
by the )chine Records Branch. Con-
being nada to Obtain this concurrence.
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Report for week ending 12
1953 POWS NAXAGRIONff BRUM
The phased nester plan for an Agency-vide FOrms Managemen
Program has been discussed In some detail withi I 25X1
several tines preparatory to submission to I Ifor 25X1
approval. It has also been reviewed by I land 25X1
has received his favorable endorsement. I It'- 25X1
quested that any action taken to stands ze eqm.pnent for
field activities be coordinated with him prior to final-
isation.
The proposed discontinuance of the !Functional File main-
tained by OW and its ultimate transference tO the R7,cords
Services Divlsion for inclusion in the Agency's vital
materiels file is being held in abeyance until after
20 November 1953, at which time the present Chief.
will be leaving and a new. Chief will be named. Dis-
cussions will be held with this individual.
Continued action has been taken with respect to the pre-
priatimg of security classifications as reported on for
the first time last week. Since that time, a draft of a
memorandum for all Area Records Off leers, informing them
of policy in this matter, has been prepared, coordinated
with] Ifleneral Services Office,
25X1 ? andl I, Security Office. It was submitted to
Or approval on 12 November 1953. Coordination
25X1 of I lis to be obtained. This uemorandum, If
approved in the proposed format, Should establish a prece-
dent for the method of informing Area Records Officer' of
program developments. It vas originally planned to use
such Instruetions in the Records Management Bulletin;
since the Regulations Control Staff, DO/A, has questioned
the use of this bulletin, it Is, nowlwoposed to use multi-
ple addressee memoranda 'with the Breath Chief concerned
signing on the right anal lapproving on the left.
Such action will permit an expeditious flow of information
to key individuals in the Records Management net end, at
the same time, will. enhance both personal and program
publicity-.
Draft of a proposed memorandum to all Ares Records Offi-
cers, outlining quite generally the broad aims of the
Agency's Forms Management Program and enclosing inform-
ational material from the Air Force has been prepared and
admitted to for approval. This is an initial
phase of the program publicity and is aimed at developing
cost consciousness and a desire to prevent creation of un-
necessary or inefficient forms.
cla? ph slides, Mach were developed by the Air
reviewed aid corrections end additions
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indicated to bring them in line with the contemplated
Agency's proLemm. This project was discussed with
25X1 ? 1w1.11 prepare all necessary art vofk within the
Iftaphics Branch, (ER, on 12 NoveMber 1953.
next two weeks. Material will then be samitted to the
25X1 Reproduction rivislon, GSO, for preparation of new slides.
These slides can then be used in training programs, semi-
nars, etc. throughout t77te Agency.
Compieted review (7),-7 the Records Management Handbook
I The subject classification breakdowns under
"Forms" was extensively expended, modified, discussed and
coordinated with' 1
An invitation was received from Mr. JasephlRichardson,
Government Division Manager, Ralph C. Coxhead Corporation,
to attend a private showing of a nevly modified and re-
engineered Varityper Composing Machine at the Sheraton-
Carlton Hotel, 3 P.M. an 17 November 1953. Invitation was
accepted. In addition tel land
1 lare expected to attend from the GSO staff.
olocussions betc,reen1 _j Graphics
Branch, ORR, indicated the advisability a.--land
possibly from that organization also attending
the
$ g. !appears to have a lettering re-
quirement which he had planned to solve by hiring a GS-7
or GS-9 draftsman or artist illustrator vhich could be
filled by use of a Headliner machine, also handled by
CoXhead. ORR also has a requirement for lettering or
typing on plastic sheets 'which might be solvable by a
specialized machine application. Arrangements mill be
made with Richardson to have other equipment available
for shoving at the same time tol
Approvals during the week consisted of fifteen nem forms
for 33,525 copies and eight reprints for 26,925 copies.
No forms were revised.
25X1
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Chief, Form s 3enageneut irranch
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12 NOVEMBER 1953
EPORT FOR WEEK ENDING it NOVEMBER 1953 FROM REPORTS AND CORRE-
f..-oNDENCE MANAGEMENT BRANCH
. trAtivit PROJECTS.
NONE.
II. PROJECTS IN PROGRESS.
1. TffiE WRITER'S HANDBOOK `` PRELIMINARY WORK ON THIS
GUIDE IS IN PROCESS. A TENTATIVE OUTLINE HAS BEEN De'
VELOPED; FACT FINDING IS CONTINUING. FURTHER BACKGROUND
MATERIAL IS ANTICIPATED FROM A MEETING SCHEDULED i6 No-
VENEER 1953 WITH MISS SHEPPARD Or THE GENERAL SERVICES
ADMINISTRATION.
2. OFFICE or al. COMPTROLLER REPORTS MANAGEMENT PROGRAM
REVISIONS WERE MADE TO THE MEMORANDUM PROPOSED FOR THE
COMPTROLLER'S ISSUANCE, AND TO TWO PAGES OF TEXT OF THE
OFFICE SS:, DAL. COMPTR9LLER REPORTS MANAGEMENT PROFIAM
Gutoc. THESE REVISIONS WERE BASED UPON RECOMMENDATIONS
POINTED UP DURING A REVIEW OF THE PROPOSED HANDBOOK. A
MEETING IS SCHEDULED FOR 1400 THIS DATE WITH
OF THE COMPTROLLER'S OFFICE, AT WHICH TINE THIS PROGRAM
GUIDE WILL BE DISCUSSED AND LEFT FOR HIS REVIEW.
GOO
25X1
111- PROJECTS.
I. el2sAmtMA,TER PLAWS MASTER PLANS ON THE REPORTS
AND CORRESPONDENCE MANAGEMENT PROGRAMS WERE REVISED FOR
SUBMISSION TO THE CHIEF, RECORDS SERVICES DIVISION.
2.' PROGRAM PUBLICITY? A SKETCH APPROPRIATE TO HAND"'
BILL DISSEMINATION WAS COMPLETED. THE USE OF INFORMAL
PUBLICITY MEDIA WILL BE DISCUSSED ALSO DURING THE
SCHEDULED MEETING WITH SAMPLES OF PUBLICITY 25X1
MATERIAL WILL BE SHOWN.
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CHIEF, rcPoR RRESPONDENCE
ANAGEMENT BRANCH
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o mber 1953 fro
1 sbprnent of steel she1nj was received on
}o'veirber 6, and the erect/ crew began their
work on Tueedtee, November 10. The crew consists of a
foreman( and three helpers* They assembled thirteen
sections of shelving on the first day. The foreman
estimates they will average more than fifteen sectione
per day and that the job will be coppleted he Wednesday,
November 18.
Four laborers have been retained, and they have been
shelving records as rapidly as the space is made available
be the erection crew. Center pereormel supervising this
operation prepare a location inventory of the records 46
they are shelved.
The backlog of rderncerequest
up and that service 1s now c
be made to keep it
consumed in searching
those on shelves. It is- ant
be shelved hy the end of next week.
now been cleaned
Everyeffort will
man hours are
zed records than
hat all records
A research project in OR required co
with the Nation Archives in order to
Japanese records and arrange for their a a .
personnel of this Agency. Another project in the same
office desired information that necessitated a visit to
the Archives in order to secure a listing of tertzie re-
cords of F.Bal.D. in the custody of that agency.
During this past week eleven searchers visited the Center
to use records in custody. A register of such visitors
will now be maintained, and as soon as conditions permit,
an area within the buildine will be desi -.fated as a
search room.
On Fridw
Center.
within two
Two t
reco
nter on
held by t
into its pres
and
I were
lbs.* tot
avotield
ion*
atilt
Eva
r-TP11
,?
Id in
'ter area
ut fifty-cubic feet of
34 were moved into the
These were the jobs being
e period the Center moved
ermer
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411
Report for week ending 11 November 1953, from MACHINE RECORDS BRANCH
Admini strati-re:
25X1 'entered on duty in the Machine
'Records Branch on 6 November 1953. She is continuing the
IBM training that she bean while in the Interim Assignment
Branch.
The irawit areas in Wings A, 14 and C have been coo.
pleted.
Operational:
Procurement and Accounting Section - The initial report
on critical items for the Procurement Division was completed
ard cihnitted on 9 November 1953.
Allotment and Oblations Section - Cut-off schedules are
not being adhered to by UV Accounts Section. This month doc-
urctents affecting reports were received as late as the 10th
nn had to be included in the Monthly Report.
Chief, Machine Records Branch
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APPENDIX B Wee ding le novedber 1953
Average Week
This Week Last Fiscal Year
1. Microfilming
Images filmed-Rotary Camera
Flat-bed Camera
2. Records Center-(all figures in cubic feet)
Records received for processing
and storage
References to record material
Records material destroyed
0
0
53
814
0
18,697
9,735
178
3. Supplemental Distribution Center
a. New material for stock:
Information Reports
1,005
624
b.
Intelligence Reports
Supplemental Distribution:
40
145
Information Reports
54
306
Intelligence Reports
Notices
232
6
191
Regulations
Others
12
0
1ZI1
9
Initial Distribution:
Notices
3
Regulations
0
1.7
Others
.5
4. Mail Activities
a. Post Office Mail
Incoming t:it3 5,064
Outgoing 6,537
b. Postage expended $652.58 $800.12
c. Scheduled Courier trips 192 240
d. Special Courier trips 78 55.3
Inter-agency mail by Courier
Incoming
Outgoing
f. Personnel actions:
Recruitments
Separations
g. Use of Motor Pool Vehicles
Available
Available but delayed
Not Available
844 956
1,104 1,313
0
1
2
2
3
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