(RECOMMENDATION NO. 5 - DEVELOP A COMPREHENSIVE REPORTS MANAGEMENT PROGRAM)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP75-00399R000100010029-5
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 1
• Document Creation Date: December 20, 2016
• Document Release Date: May 4, 2006
• Sequence Number: 29
• Content Type: REQ

Approved For Release 2006/11/13 : CIA-RDP75-00399R000100010029-5
Recommendation No. 5 - Develop a Comprehensive Reports Management
Program to Control The Quantity of Paper Created and Improve the
Quality of Documentation.
Reports management is a continuing program designed to improve the
quality of reports, eliminate those not needed and assure that reports
are prepared by the simplett and most economical means.
We installed reports management programs on a limited basis in
several offices in 1955. These projects were confined to the
conventional, periodic progress reports prepared within these
areas. Even on this limited basis approximately 7,000 man hours
were saved annually.
Since 1955, the extensive use of Computers and other automatic
data processing equipment has made it easy to produce more reports
and create more paper. Based on a total of 4,064,185 sets of
tabulating paper used in 1963, we estimate that at least 12 million
pieces of paper are being created annually by various automatic
data processing methods. A significant portion of this is for
production of reports.
A spot check of our Records Control Schedules indicates that of .ly
a small portion of the paper produced by automatic data processing
methods is kept a long time; however, large amounts of these records
are stored in valuable office equipment and scarce office space
with some of it going to the Center.
An active Reports .Management Program carried out by Component Records
Officers with staff guidance from us will produce savings in office
and Records Center space.
"I was pleased to note that you have recognized as potentially a serious
problem the massive quantities of reports produced by electronic equipment.
I agree with you that we need an active reports management program designed
to control the production of such reports and reduce the retention time to
the bare essential minimum. I wonder if we need to explore the feasibility
of a more vigorous centralized program of control over these reports than is
now possible under the decentralized responsibilities of component records
officers. Perhaps we should establish a close liaison with the Office of
Computer Services which will keep us informed of the quantity of reports
they are producing which may ultimately find their way into Records Center
storage space, looking toward the possibility of bringing some influence to
bear with the OCS people during the formative stages of some of their computer
applications. I would appreciate your exploring this and recommending any
action you consider appropriate."
Approved For Release 2006/11/13 : CIA-RDP75-00399R000100010029-5