AGENCY REPORTS MANAGEMENT PROGRAM OUTLINE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP75-00399R000100020004-1
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 3
• Document Creation Date: December 19, 2016
• Document Release Date: May 4, 2006
• Sequence Number: 4
• Publication Date: May 15, 1968
• Content Type: MF

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15 May 1968
MEMORANDUM FOR: CIA Records Administration Officer
SUBJECT : Agency Reports Management Program Outline
REFERENCE Speed, letter from the CIA Record.s Administration
Officer dated 28 April 1968; on the above subject.
1. Attached is an outline of a proposed. Agency Reports Management
Program. This outline is forwarded. in response to the above-referenced.
speed, letter.
2. As you know, Mr. Arthur McCarrick, National Archives and. Records
Service, and. Mr. Max Garchik, FAA, had. been contacted. previously on the
subject of reports management. In addition:
a. Mr. Charles E. Wiley
Department of Agriculture
b. Bureau of the Budget
c. Mr. Jerome C. Burchard.
Civil Service Commission
d.. Mr. Robert E. Beets
General Services Administration
e. Betty Morton
Internal Revenue Service
f. Dr. William E. Dyess
Veterans Administration
were contacted. within the past two weeks for general background. information
on the current state of the reports management art. These contacts were
also mad.e on the recommendation of Mr. Arthur McCarrick, NABS, as being
knowledgeable sources. All individuals contacted were very helpful, and,
some have provided background documentation. Dr. William E. Dyess has
perhaps the more comprehensive, management-oriented. program. He is ac-
cumulating material on his program, and. is setting up a date for the writer
to visit VA for a briefing in the VA system. Other preliminary research
was conducted as noted. in the outline footnote references.
lMANISTRATIVE
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3. There were several points made in your speed. letter which can be
discussed. more appropriately here than in the attached, paper. These points
are quoted for reference convenience.
a. One concern was: "What d.o we plan to do?"
This question apparently was asked. in relation
to the records creation problem. The attached.
outline covers reports management, which is only
one element of records creation. But with regard.
to this element, the attached paper presents a
plan of attack and. outlines proposed. actions in
the area of reports management. This plan draws
upon traditional reports management concepts, but
also gives the proposed, program a more progressive
orientation, especially with regard. to expected.
results.
b. Another query was: "What results d.o we expect?"
The results expected. from a reports management
program can be simply stated as control over a
managerial tool, whereby management gets the infor-
mation it needs, when it need.s it, in a meaningful
and. understandable form. This is the more realistic
pay-off for the program, but is an intangible in
terms of cost. The reports management program
directors in the Agencies contacted agreed, that
cost is a consid.eration but not a major factor in
justifying or evaluating a program. However,
producing reports at a minimum cost is an objective.
Results could. possibly be expressed. more exactly if
the scope of the problem were known. This aspect of
the program is mentioned. in footnote 11 in the at-
tached. paper. Also, a cursory check with the
Planning and Control Section, SSS, revealed an
estimated. volume of several hundred. recurring
reports in the DDS organization. The forms catalog
contains possibly as many as 1,000 forms which
imply reporting requirements. Thus, it would,
follow that a reports management program would. pay-
off, but the d.etermination of the scope of ap-
plication or benefits requires a further concen-
trated. research effort. This is proposed. in
PHASE I of the attached. outline.
ADMINISTRATIVE
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c. You also asked: "What are the specifics?"
The specifics of a reports management program are
not only implied in all the proposed. program phases,
but are also covered in sufficient detail that should.
the overall plan be accepted, their implementation
would. follow in order. Also, the implementation of
the program need, not cause any unreasonable disruption
of office routines. However, there could very well be
some disruption of reporting systems and procedures
as the program gets under way and. its objectives are
met.
4. There are several caveats that should. be considered in the develop-
ment, implementation, and, administration of an Agency Reports Management
Program, and. these are: 1) the program should, not be a token effort;
2) it will take time and people; 3) it needs a formalized. structure with
authority; and. once implemented., the program requires continued.
management.
Agency Reports Management
Program outline
ADMINISTRATIVE
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