RECORDS MANAGEMENT PROGRAM SURVEY REPORT OF THE TSD (Sanitized)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00038R000100100005-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 13
• Document Creation Date: December 19, 2016
• Document Release Date: March 27, 2006
• Sequence Number: 5
• Publication Date: June 1, 1966
• Content Type: REPORT

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RECORDS MANAG MENT PROGRAM
SURVEY REPORT
OF THE
TSD
1,0 Nil NO. 727
I JUL 55
PREPARED BY
Analyst
Records Administration Staff
June 1966
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'TSD
Chief, Records Administration Staff
Report of Survey of Mall Processing Olerations in
24 June 1966
1. Attached is a reiA)rt krepared byl bf this Staff on the
mail irocessing oi_erations in1 1 The reiort
contains seven recommendations for your consideration which I think
will elkedite the processing of mail in the Branch.
2. An overall survey of the Records Management lrogram in the Branch
win be continued. However, at your request, this .1:ortion of the
survey was limited to the mail _,rocessing oierations and is submitted
for your consideration prior to the comi.letion of the overall survey.
Attachment
Distribution:
Original & 1 - Addressee
1 - RAS
1 -
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(2)+ June 1966)
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INTRODUCTION
At the request ofj I a
study was made of the operations in the Branch for the oariose of
25X1i114 roving procedures, eliminating unnecessary aerations, and ex editing
service. The resulting recommendations and charts are submitted for your
c(Jnsideration.
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The rocess charts (TABS A and B) are reiresentative of the general
routing of documents inl land the eprocedure for the
follow u. of over due communications (Tab C). These wore s:reiared on the
basis of information obtained through c:ersonal observations and from com-
ments elicited from the secretaries Who perform the logging and control
functions in the Branch. In addition, TSD lersonnel were conLacted
in order to trace the mail processin from a central loint of receiLt in the
Division.
My iarsonal observations indicate that the mail in the Branch is over-
controlled, over reviewed, and that over abundance of coiAes are flowing in
and out of the Branch.
The survey will Continue into other areas of records management and a
raort ail' be submitted ujon its coral:lotion.
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RECOMMENDATIONS
1. ADOkT FORM 238 DOCUMENT CONTROL SUE AMD DISCONTINUE THE COLOR SYSTEM
FOR CONTROL AND LOGGING PURPOSES IN THE
In addition to the legging records, the TSD Registry re. ares Form
2...8, a six-art Dc,cument Control Slip, when cbrres:ondence requires
action or rely. One copy is attached-to the corres:ondence when it goes
to the Branch; the otrier fire copies are tiled in a susense or tickler
file maintained by the Registry. These. *vies are Used when follow-
action is required on overdue correspondence.
In
and the
Because
comolex
the Secretary to the Chief of the Branch
secretaries in each Section set uo individual controls and logs.
of the lack of a standardized system these controls haVe become
and overlap or duolicatt.
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When mail is received. in Ithe secretary reviews 25X1
and decides which log to use; if it le .to be controlled, she determines
the type of case or section to take action, selects the oroper color cards,
and..1?reiiares the card control in duplicate; when due date ix adjusted
(aoroximately 90%) TSD must be notified; both cards and correspondence
are referoed to Deputy Chief of the Branch for review of inquiry, due
date, H.roper color card used, and if case assigned to correct section for
action, (sometimes requires re:typing new cards); Secretary retains one
card for her control and attache" duolicate and Form 238 to the dorres-
iondence; then routes to the Section.
Section secretaries remove the control card and Form 238 and file in
a tickler file; then log in books, log sheets or set uo card controls.
When action con; leted by the section the control card and Form 238 are
reattached to the case and forwarded to the Office of tbe Chief. Statis-
tical data is copied from the duplicate control card to the original one
retained by the secretary to the Chief. The duolieate card is returned
to the Section.
Each ling and control otint utilizes common information, such as,
document numbers, dates in, dates due, dates out, brief of subject or
tooic of inquiry, component to which assigned, Other information is
added to further identify or controlthe case at each level.
Adoption of Form 238 will eliminate unnecessary and duolicate loggino
actions, standardize controls, and, yet, orovide necessary documentation.
mel should request the TSDRegistry to for-
25X1 ward four copies of the Document Control Slip with each controlled docu-
ment. The r Isecretary will insert -any additional
25X1 information needed for Branch control purposes, such as, case number and
section to Which assigned; make adjustments in due dates on all four
cooies; return one copy to the Registry (eliminates the need for noti-
fyino Registry by ohone or for preoaring a tyoed list); retain one zcpy
in her control or suspense file (eliminates the need for selection and
oreoaration or orooer color cards); forward two 'copies of Form 238 to the
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section with the document, one to ser/e as the section log and susiense
(eliminates need for secretaries to establish log books, lists, or card
files); the remaining copy or the Form 2i8 will remain with the document
to be returned to the Registry with the final reply. This copy could
serve as the outgoing le in the Registry (elitinates need for sel..arate
in the Reistry).
Ad vant aces
utili,ation of all eoyies of Form 238
now lre)ared by the Registry
elimination of cubertome logging and contrcl
procedures within the Branch
elimination of ,:rinting and stocking of 3x5
color control cards
standardization of control systems in the Branch
eliminates 14 stes in procedure to notify Rej.stry
of changes in due dates (see steys 9-14, 17,
28-33, and la on ixocedures chart tab 1-)
eliminates forwardini: and return of section c,...,ntrol
,card for tabulation of statistical data
(stel.:62-4.0n? chart A ) and Steps 52 and 53 on Chart B)
streamlines control operations
exkedites routin
reduces number control files in the Branch
release; secretaries time for other duties
2. ASSIGN TOTAL RESPONSIBILITY FOR LOGGING, CONTROL,-ASSIGNING SOMME
DATES ADD FOLLOW VP TO THE SECRETARY IN THE CHIEF'S OFFICE.
The. secretary reviews all due dates on controlled communications
said decides whether the due date assigned by the Registry is adequate for
to co lets its action. These are ehanped at:prox-
imately 9t.*oi tne time. The secretary assigns a new ,due date, iyetares
control cards, and refers to Deiuty Chief and, in some instances, to the.
Chief for review of newly established suisense dates before notifyin the
Registry. The due dates are acceted in most instances.
With the aid of a ire-established schedule or procedure for settimz
due dates, the secretary could peke the changes as necessary. Assumini:,
that Recommendation One will beedoLted, notification to the Registry cr.
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incoming communications will be made by returnin one copy of Form 238 -
to the Registry. Use Of this form will oreclude the need for tele-
phoning or typing a list of the changes made by the Branch.
On the follow up of overdue communications the Registry forwards a
Form 238 as notice of overdue mail. The secretary matches her control
eard from her suspense file and refers these to De,uty Chief who will .
check with the Sections to determine the delay and set uf new suspenee
dates if necessary. Cards are then returned to the Secretary to notify
the Re8istry.
The follow uo should be assigned to the secretary who will check
with the Section secretaries Who maintain the controls. New due dates
will be established and teleohened to the Registry. If a Section antici-
oates difficulty in mestino its due date the secretary may refer the
follow up to the Deputy Chief or further discussion with the Section
Chief. These cases should be in the minority.
Advantages
exiedite control orocedure
give secretary greater latitude in control procedure
free Defuty Chief_ for other activities
eliminate tyoirn- duplicate listing Of changes for
- Chief's review and Signature
more realistic due dates established by
Branch should reduce numberoef follow uos in the
Branch
TSD REGISTRY SHOULD SEED THREE COPIES_OY CABLES TO
The Registry receives six cooies of cables for TSD.
are used by the Registry and two copies sent to
The final copy is- held for extra distribution or destroyed.
Three cooies
When the secretary inl ireceives the cables they
are both routed to the Chief, then seoarated and one referred to the, Deputy
Chief and one forwarded to the Section. Later the second copy is for-
warded to the Section. In many instances, the Sections have needfor tw.
co4es before any action is taken. In these cases the secretaries make
xerox
If three coil.* of the cables were forwarded by the Registry to
the secretary ml loould re-
fer two 000ies direct to the Seo tion for action the third copy would
oerie as her log and be reerred to the Chief 71nd the Deouty Chief for
inforration
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Advantages
eliminate "black book" clible log
exaedite action on cables
eliminate delay in routing over Chief and Day
Chief desks then to Action Desk
eliminate xerox cc. lea of cables
TSD REGISTRY SHOULD FORWARD BOTH COPIES OS INCOKING DISPATCHES WHEN
RECEIVED.
When two coaies of a dispatch are received the Reaistry pulls one .
aor its readina board. When only one copy of a disaatch is received the
Registry requests the Branch to return it to the Registry when it has
served its ialraose in the Branch.- At that time it will be circularized
on TBD boards. The Sections in have need for two 25X1
or more co lea of the dispatches and find themselves xeroxina additional
ccales for their use,
The Registry should forward both coaies directly to
Branch. When reply by disaatch ia made the Registry reroves its copy to
be circularized on the board. Circulariaation of the outdoing disiatches
should satiety the routing requirements for the TSD Staff.
Advantages
eliminates xerox col les of dispatches in the Sections
exaedites arocessina replies to dispatches
eliminates double routing among TBD Staff members for
information auri.oses
5. RESPONSIBILITY FOR REVIEW OR APPROVAL OF SPECIFIC TYPES OF CCUMUNICATIONS
SHOULD BE SPLIT BETWEEN THE CHIEF AND THE DEPUTY CHIEF.
All incoming and outaoing cammanications are routed over the desks
af the Chief and the Del.uty Chief for review, initialing, faaroval,
signature, or for information only. The review and process in .E?ocedure
could be streamlined and imaroved by having one official resionsible for
saecific tries of communications, such as cables, disaatches, or others.
In the handling of cables three reviews -may be made by bath individuals;
first as incoming, second as outgcing, and third when the runoff coy is
returned to the Branch. Three reviews by both individuals does not seem
to be necessary.
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Advantaies
definite area of resonsibility tor each official
rellies would be meclited
reviews and routing woU34 be reduced
trocessing would be less cumbersome
6. TSD REGISTRI' SHOULD DISCONTINUE
CCWUNICATIONS TO
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ING ITS EXTRA INFORMATION COPIES OF
Cotes of incoming and outgoing communications are circulated on
"boards" among Staff meMbers for informati(.n imrc:orses. The Registry re-
moves them from the "boards" and holds For two to threeweeks. They are
25X1 then forwarded tol for retention or destruction.
The secretary inl rlaces them in a hold file and in
due time destroys the cokies. Forwarding these inforiatior c,-4ies is
25X1 unnecessary routing of dulicate isTers and compounds the ?Larations of
the Registry, Courier service end Branch iarsonnel. Colles used by the
Registry for information purLoses should be destroyed in the Registry
when the routing cycle is completed.
Advantages
eltmtnate doub
e handling by the Registry, courier and
eliminate unnecessary -aqat flow to the Branch
release filing space in the Registry
release filing1-iace in
reduce work load in
Registry 'ersonnel would be J:erforming a function for
which they ate resl:onsible
7. CHALLENGE THE NECESSITY FOR PROLIFERATION OF COPIES OF OUTGOING REPLIES.
Requests for service received by the Branch may generate from seven
to twenty copies of a reply. These are reviewed, routed, and disseminated
within the Section, to the Branch level, at the livision level, and
outside TS). Copies in I=1 are filed in chrono files, case files, station
or area files, and in analysts' files. The need for these multiple copies
should be challenged.
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1077
PROCEDURE ANALYSIS SHEET
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DATE
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