Document Type: 
Document Number (FOIA) /ESDN (CREST): 
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Document Page Count: 
Document Creation Date: 
November 11, 2016
Document Release Date: 
September 1, 1998
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Publication Date: 
July 1, 1968
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PDF icon CIA-RDP72-00450R000100290015-5.pdf322.32 KB
6 lzt7 &a Approved For Release 1999 IA-RDP72-0045 RQ0 10,029 SECOND QUARTER REPORT ? 114, Y4""- ACCOMPLISHMENTS RECORDS CREATION `Lava 1 July 1968 A. Forms ement Actions Co leted this Quarter: New Forms Designed and Issued 62 Old Forms Revised and Issued 63 Old Forms Obsoleted and Removed 16 (597,800 copies) (1,434,400 copies) (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 prepared a paragraph on it for the Support Bulletin. 2. Six new or revised FEGLI (Life Insurance) forms were ordered from GSA for our new program. 3. Four new and one revised Optical Scanning forms were designed and printed for Office of Computer Services and Central Reference Service. 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 computer programs and program runs. Approved For Release 1999/09/07 : CIA-RDP72-00450R000100290015-5 Approved For Release 1999/091 IA-RDP72-00450R000100290015-5 RECORDS MAINTENANCE A. DDS 1. Reviewed a request from Medical Services/A&E Branch for a Diebold "Power file". Our survey indicated a purge would eliminate over 350 of the files and permit use of less costly equipment. The OMB Records Officer agreed. This survey resulted in a cost avoidance of approximately $2,500. 2. Reviewed and approved a requisition for an "Astromatic" 25X1A6a mechanized file cabinet for Office of Logistics, Warehouse. This compact model affords greater fi Wing capacity in a smaller floor space. 3. Conversion from file cabinets to shelf filing in the Office of Personnel/Insurance Branch has been completed. This was ne- cessitated by a floor space limitation and an anticipated file increase. The shelving increased capacity 28% in 67% less floor space. B. DDI 1. Meetings continue with the NPIC Records Officer on a file system for the NPIC, Management Services Division, PPB Staff. He also provided photos on their file installations for our briefing use. VITAL RECORDS A. Scheduling Revised Vital Records Deposit Schedules were received, reviewed and approved for Office of Security and Office of Planning, Programming and Budgeting. B. Deposits 1. This quarter 237 cubic feet of current Vital Records were received at the Relocation Site and 130 cubic feet were destroy- ed or transferred from the Records Center. 2. Discussions have been held with Records Officers whose offices are deposting records in a media that will require special equipment: (i.e., tapes, cartridge type microfilm, NPIC films, and map negatives.) Present emergency equipment, at re:?.ocation, is not useable with this material. The Agency's Emergency Planning Officer has been made aware of this current inadequacy. Approved For Release 1999/09/07 : CIA-RDP72-0045OR000100290015-5 rAn Approved For Release 1999/ a s,lA-RDP72-00450R000100290015-5 RECORDS DISPOSITION 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 549 Net Growth 1,977 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 first accession of Archival Maps (16 cubic feet) was received from OBGI. Mr. , Chief, Cartography Division 25X1A9a furnished the Archives and Recor Center with an index to these maps and a brief narrative history of Intelligence Map _nroduct- ions dating back to 1941. 2. A reproduction of our Archives map negative location file was sent to OBGI. This will be used to review all negatives and identify any that can be destroyed. 3. At the end of FY 1968 we had 18,099 cubic feet of records at 25X1A6a Scheduling 25X1A9a DDI Records 1. Miss - of this staff and Mr, the ~ Officer inventoried t.'ne Special Research Staff and prepared a Records Control Schedule. 2. Received, reviewed, and approved revised Records Control Schedules for Office of Economic Reports and Central Reference Service. 1. Approved revision to TSD/GARB Records Control Schedule. 2. A Records Retention Plan for the permanent records of DDP has been drafted and delivered to the DDP/RMO for review. Approved For Release 1999/09/07 : CIA-RDP72-0045OR000100290015-5 Approved For Release 1999 IA-RDP72-00450R000100290015-5 Reviewed and approved a completely revised Records Control Schedule for the Audit Staff. DDS 1. Reviewed and approved a complete revision to the office of Security Records Control Schedule. The volume of records reflected by this schedule amounted to 13,02+ cubic feet. 2. Reviewed and approved Records Control Schedule for Office of Personnel/Placement Division. PROGRAM DEVELOPMENT A. Records Orientations Given: 1, Three presentations on the "Records AAdministration PProg ees. were given to a total of loo employees B. Records Training Received: 25X1A9a 1. attended the annual National Microfilm Association Convention in Chicago to note developments in Microfilm, aperture cards, video tape, and microfiche techniques, 25X1A9a 2. attended the ADP Systems develop- ment Process (Brandon Course). 25X1A9a 3, attended the Annu onference of the Association of Records Executives. Messers session 25X1A9a and - attended an "Information for Management" at the Department of State. MISCELLANEOUS A. Presidential Libraries 25X1A9a Mr. ~ met with Col. White and Mr. Houston on the Presidential will Libraries Collection. A Committee chaired by Mr. select material for the Libraries and route it through this staff to National Archives. B. DDP/RMO Meeting ZDA 25X1A9a Messers attended a meeting of the DDP Records Management Officers chaired by Mr. This 25X1 A9a is the first such invitation received by this Central Staff. Approved For Release 1999/09/07 : CIA-RDP72-0045OR000100290015-5 Approved For Release 1999 .CIA-RDP72-00450R0001002900-15-5 C. Mircofilming Techniques Received through the National Archives three articles in Danish, Hungarian and Polish -pertaining to microfilming techniques used in copying official records. The articles are being translated and copies will be given to TSD and CI Staff. D. Records Conference 1. One hundred and twenty Agency Records Officers, and Historians attended the Records Officers Spring Conference. The subject was History, Records Retention Plan, and Archives. The prin- cipal speakers were Dr. Rhoads the Archivist for the United States, and Mr. Bannerman, DDS. E. Re-Election to Forms Management Council 25X1A9a has beer reelected as Vice Chairman to the Forms Management Council for FY 1968 - 1969. This council was government established to foster the professional improvement of all persons engaged in the development, management, manufacture, procurement, supply or utilization of forms to insure the highest level of individual understanding, capability, and proficiency in all phases of the Forms Management profession. F. Review of Proposed OCS Regulations 1. Several OCS proposed Records Management regulations have been reviewed by this staff. G. Improved Systems for Agency Regulations 25X1A9a 1. of the Archives and Records Center has de- veloped an an improved system for storing extra copies of Agency Regulations . 25X1A9a DDS/SSS/RAB/~pr (9 August 1968) 5 Approved For Release 1999/09/07 : CIA-RDP72-00450R000100290015-5