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Document Number (FOIA) /ESDN (CREST): 
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Document Creation Date: 
December 12, 2016
Document Release Date: 
August 6, 2002
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Publication Date: 
July 16, 1968
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PDF icon CIA-RDP72-00450R000100290013-7.pdf355.93 KB
Approved For Release 2002 /2, CIA-RDP72-0045OR0001QP290013-7 SECOND QUARTER REPORT 16 July 1968 A C C O M P L I S H M E N T S RECORDS CREATION (Forms Control, Coruespondence Improvements, and Reports Management) A. Forms Management Actions Completed. this Quarter: New Forms Designed, and. Issued. 62 (597,800 copies) Old. Forms Revised and. Issued. 63 (1,434,400 copies) Old. Forms Obsoleted and Removed. 16 (29,000 copies) B. Other Forms Developments: 1. The new CSC "Application for Federal Employment" forms have been received. by this Agency and. issued.. These 3 new forms replace the old. forms 57 and. 57A. We are preparing a paragraph regarding their use for the September 1968 Support Bulletin. 2. Six new or revised. FEGLI (Life Insurance) forms were ordered. from GSA for our new program. 3. Four new Optical Scanning forms were designed. and printed. for OCS and. CRS. In addition one was revised. for OCS. 4. A new "Headquarters Reassignment Questionnaire" was designed and. printed. for DDP. This form will be completed. during 1968 by all Clandestine Services employees at the time of their Fitness Reports and then updated. every two years. Field. personnel will complete theirs as they return to headquarters. 5. Office of Finance also requested. a Headquarters Reassignment Questionnaire to aid, in reassignments. These will be filled. out in 1968 and. updated., when necessary, every two years. 6. Twelve new "Documentation" forms were designed by OCS/DDS&T for use in documenting programs and. program runs. Approved For Release 2002/08/26 : CIA-RDP72-0045OR000100290013-7 Approved For Release 200ETCIA-RDP72-00450R000100290013-7 C. Reports Management A paper has been prepared, on a proposed Agency Reports Management Program. RECORDS MAINTENANCE (Record.s Surveys, Systems Development, Equipment and;-Supplies) A. DDS 25X1A9A 1. A meeting was held. with Dr.O his deputy and. two secretaries to advise them on how they may mmprove the present Retirement files system. 2. Reviewed. a request for a Diebold. "Power file" unit in Medical, A&E testing, for storage of 5" x 8" card. records. Our survey 25X1A9A revealed. that a purge of these files was appropriate. Mr. 1 25X1A9A and. Mr. of the Med.ical Office agreed, to this purge that will result in the elimination of over 35% of the files and permit the use of much less costly equipment. This survey resulted in a cost avoidance of approximately 2,500. r an "Astromatic" f iti i o on s 3. Reviewed. and. approved, a requ 25X1A6A mechanized. file cabinet for Office of Logistics, Warehouse. This machine was needed. to accommodate the increase in files. They are presently using nine large "Powerfiles". We recommend.ed. the new "Astromatic" compact model because of its ability to afford. greater filing capacity in a smaller floor space area. 4. Conversion from file cabinets to shelf filing in the Office of Personnel/Insurance Branch has been completed.. This conversion was necessitated. because of floor space limitation and. need. for additional file cabinets to accommodate an anticipated increase in filing space. The procurement of shelving permits filing space for 122 cubic feet of records (28%), reduces floor space require- ments, 143 square feet (67%o), made files more readily accessible and. is consistent with the Presid.entts Moratorium on the purchase of file cabinets. B. DDI 1. 25X1A9A Meeting was held. with NPIC, to discuss a proposed. file system for the Management Information Systems files. Mr. reviewed. our recommend.ations and will keep us informed. Approved For Release 2002/0Q!Q?-RDP72-00450R000100290013-7 25X1A9A Approved For Release 20 ?, T CIA-RDP72-00450R000100290013-7 1. DDP/RID is still waiting for new rollers and. improved. tracks for their test installation of We are also waiting for a proposal from Dolin track file company. D. Miscellaneous 1. Several members of this staff plus many Records Officers attended. the Office Equipment show held. in conjunction with the GSA Symposium on Mechanizing the Information Process held. at the Shoreham Hotel. This exhibit was both interest- ing and, informative. 2. Forwarded. to the Records Center, for their review, brochure on a new product for storing, shipping and retrieving tape reels. This product is mad.e of strong, corrugated board. manufactured. with special waterproof glue and as they can be stacked. one on the other for 7 to 10 high -- no shelving 25X1A9A is required. Mr. II reviewed this and. felt that the removal of shelving, to make room for this type box, would. reduce the flexibility in use of present shelving. VITAL RECORDS (Storage of Data for Emergency or to Reconstitute Destroyed. Offices) A. Scheduling Revised Vital Records Deposit Schedules were received., reviewed. and. approved. for DDS, Office of Security and. DCI/Office of Planning, Programming and Budgeting. B. Deposits This quarter 237 cubic feet of current Vital Record.s were received. at the Relocation Site and 130 cubic feet were d.estroy- ed, or transferrred. from the Records center. Discussions have been held. with Records Officers whose offices are depositing records through a media that will require special type equipment; tapes, cartridge type microfilm, NPIC type film and. map negatives. These discussions indicate that our present emergency equipment, at relocation, is not commensurate with the emergency requirements. The Agency's Emergency Planning Officer has been made aware of this current Inadequacy. Approved For Release 20 y0 jhCIA-RDP72-00450R000100290013-7 4 T Approved For Release 206 CIA-RDP72-004508000100290013-7 RECORDS DISPOSITION (Inventories, Scheduling, Storage, and Archives) A. Records Center Activities this quarter: (cubic feet) Records Received. for Storage 3,608 Records Removed. for Destruction 1,082 Records Transferred. out of Center Net Growth 1,977) 549 Priority Deliveries 7 special runs Records Services 18,231 items delivered. Supplemental Distribution Copies 11,295 items delivered Briefings and. Visitors 162 people (Includes historians, CT's, office representatives, students, etc.) 1. The new Security alarm system in the Records Center is still not operational. 2. The first accession of Archival Maps (16 cubic feet) was received. from OBGI. Mr. Q Chief, Cartography Division furnished the Archives and. Record.s Center with an ind.ex to these maps and, a brief narrative history of Intelligence Map product- ions dating back to 1941. 25X1A6A 3. A reproduction of the Archives and. Records Center map negative location file was sent to OBGI. This will be used. by OBGI officials to review all negatives and. identify any that can be destroyed. 25X1A9A 4. At the c;ose of business 30 June 1968 we had. 18,099 cubic feet of records stored. in 25X1A6A 0? 5. The Survey of the Archives and Records Center has been completed and, the report forwarded to SSS. 6. Paper was prepared. on proposed. Cleanup Campaign in the Washington, D. C. Metropolitan Area. B. Scheduling 25X1A9A DDI 1. Miss 0 of this staff and. Mr. Records Officer for DDI inventoried. the records of Special Research Staff and. prepared a Records Control Schedule. 4 Approved For Release 2002/08/26 : CIA-RDP72-0045OR000100290013-7 SECRET 25X1A9A Approved For Release 200 g TCIA-RDP72-00450R000100290013-7 2. Received., reviewed. and. approved revised. Records Control Schedule for Office of Economic Reports. 3. Discussions were held, with the Records Officer for Central Reference Services concerned. with Records Control revisions. 25X1 1. Approved revision to 2. A draft retention plan for the permanent records of DDP was prepared. and. given to the working group appointed. by the DDP/RMO We are waiting their comment. Reviewed. and, approved. a completely revised Records Control Schedule for the Audit Staff. 1. Reviewed and. approved. a complete revision to the Office of Security Records Control Schedule. The volume of records reflected. by schedule amounted to 13,024 cubic feet. 2. Reviewed and. approved Records Control Schedule for Office of Personnel/Placement Division. 3. As a result of meeting with Dr. to d.iscu.,s the 25X1A9A Retirement File System we have asked. that they request that 25X1A9A Miss develop a Records Control Schedule for their office. PROGRAM DEVELOPMENT (Guidance and Standard.s as Required. by A. Record.s Orientations Given: II 25X1 1. A presentation on the "Records Administration Program was given on 17 June to 22 Career Trainees. Two other similar presentations were presented to 50 and. 54 Agency employees at part of the Support Services Review course at 0 on 30 April 25X1A6A and. 4 June, respectively. Approved For Release 2002/08/26 : CIA-RDP72-00450R000100290013-7 SECRET Approved For Release 2 U2 ?2 : CIA-RDP72-0045OR000100290013-7 B. Record. Training Received: 25X1A9A 1. 25X1A9A 25X1A9A attended. the annual National Microfilm Association Convention held in Chicago to see and. learn about the latest developments in microforms, systems, technology and ideas as they relate to information storage and management of records. Microfilm, aperture cards, video tape and. microfiche techniques are widely used. in our quest to reduce records storage. Work- shops consisting of case studies describing techniques employed. by industry and. business made this convention very informative. 2. attended the ADP Systems Develop- ment Process (Brandon Course). 3. attended. the Eleventh Annual Conference of the Association of Records Executives held. in Toronto, Canada. 4. Messers attended. 25X1A9A "Information for Management on 12 June 1968. MISCELLANEOUS A. Presidential Libraries Mr. Omet with Col. White and. Mr. Houston, 28 June 1968, 25X1A9A to discuss the Presidential Libraries Collection. A recent letter from Mr. Knott, Administrator, GSA, to the Director, places greater emphasis on the Agency to develop an effective mechanism through which contributions to the Libraries may be mad.e. B. DDP/RMO Meeting 25X1A9A Mr. of this staff attended a meeting of all the DDP Records Management Officers chaired. by Mr. C. Microfilming Techniques a Received. through the National Archives three articles in Danish, Hungarian and Polish pertaining to microfilming techni- ques used in copying official records. The articles are being translated, and. copies will be given to TSD and. CI Staff. D. Re-election to Forms Management Council 25X1A9A Management Council for FY 1968 - 1969. 2. Several OCS proposed. Records Management regulations have been reviewed, by this staff. 6 Approved For Release 2002/08/26 : CIA-RDP72-0045OR000100290013-7 25X1A9A SECRET Approved For Release 2002IO8 ' 'CA A-RDP72-00450R000100290013-7 25X1A9A 3. An outline for the BALPA Project was prepared. by this staff. 4. of the Archives and. Records Center has developed. an improved system for storing extra copies of Agency Regulations. This system of using open-end. boxes on shelving will afford. additional storage space and permit us to continue using and procuring additional desk tidies at $10.00 each. 25X1A6A 5. A contract was written by the Procurement Division for 12 Search Tables. 25X1A5A2 Virginia was the successful bid.der, and. of Archives and. Records Center is working with them to assure that 2 5X1A9A the table meets all the requirements. 6. One hundred. and. twenty Agency Records Officers, Historians and. interested. Administrative personnel attended the Record.s Officers Spring Conference. The subject was History, Record.s Retention Plan and Archives. The principal speaker was Dr. Rhoads the Archivist for the United. States. C U R R E N T A C T I V I T I E S 1. A file survey is underway in the Office of Training, Language School. In ad.dition to the front office, our survey will include the record.s of the three language schools, Romance, Ukranian and. South East Asia. This survey was requested. by 25X1A9A Mr. Deputy Chief, of the Language School. coordinated, with Chief, Records Center and returned. to Miss 25X1A9A for incorporation of changes recommended. by this 25X1A9A staff. Miss has made the necessary changes and. returned. sche du le. 2. A request was received. fromi DDS,SSS to train the staff on Forms Management. These workshops will last 32 days and. attendance will be held to 10 employees at a time. 3. Received, revision to Records Control Schedule for Office of Personnel/Transactions and Records Branch. Revision has been Approved For Release 2002/08/26 : CIA-RDP72-00450R000100290013-7 25X1A9A _vHET