DD/S REPORTS MANAGEMENT PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP75-00399R000100190005-2
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 12
• Document Creation Date: December 20, 2016
• Document Release Date: May 5, 2006
• Sequence Number: 5
• Content Type: REGULATION

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MANAGEMENT DD/S ADMINISTRATION
Instruction 70-
DD/S REPORTS MANAGEMENT PROGRAM
A. PURPOSE
Reports are an important means of communication in the management
process. Appropriate reported information is an important management
tool not only for managers of specific activities but for overall
management as well. Reports also serve as a primary source of infor-
ma tion for planning and directing future programs. Reports 14444W
management is required to assure that reports and reporting systems
are as effective, efficient, and economical as possible. This
directive sets forth policies, responsibilities, and procedures for
the management of reports.
B. POLICY
Management and operating officials at all levels need dependable infor-
mation to measure the accomplishment of objectives, and for advance
planning purposes to improve the effectiveness of programs, policies
and procedures. It is DD/S policy that this information shall be
obtained Athr pproved go a sis 2 sGt1 II&CIIA-RD075 and39administered9RO001 0019000ma2 Bement
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reporting program that will assure: (1) adequacy, accuracy, time-
liness, and usefulness of the collected data, and (2) maximum efficiency
and economy in collecting and disseminating data.
C. OBJECTIVES OF THE REPORTS MANAGEMENT PROGRAM
The purpose of the DD/S reports management program is to help each
manager carry out his responsibilities, at the same time achieving
maximum economy, uniformity, and simplicity in reporting systems.
Inherent in this aim are the following specific objectives:
1. Provide meaningful and useful information for management,
clearly presented.
2. Develop reporting simplicy, including practical limits on data
reported, frequency, and distribution.
3. Insure maximum timeliness and realistic due dates.
4. Provide reporting that compares progress with stated operating
program objectives.
5. Eliminate non-essential reports and information.
6. Combine and simplify reports wherever possible.
7. Integrate reporting systems where feasible.
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8. Mechanize or automate reports, as applicable and economical.
9. Develop clear and adquate reporting instructions and forms.
10. Establish periodic follow-up on individual reports and reporting
systems to determine need and adequacy.
D. DEFINITIONS
1. General Terms:
a. Information. Most reports of an agency can be classified as
belonging to one of several well-defined families or groups
of reports. Each group of related reports is generally the
product of an information system serving a specific admin-
istrative or operational area, such as personnel, budget,
or procurement.
b. Report. A report is data or information, generally summarized,
transmitted for use in determining policy; planning, controlling,
and evaluating operations and performances; and preparing other
reports. The data or information may be in narrative,
statistical, graphic, or other form.
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c. Reporting System. The means through which a report or
related reports, including the procedures, methods of
preparing, and transmitting, achieves either a single end
result or supports a complete information system, a portion
of such system, or an operation.
2. Report Types:
a. Internal. Reports required by and prepared within a DD/S
office or sub-component thereof for its own internal use.
b. Inter-Support Directorate. Reports required by the Deputy
Director for Support or his Executive Office and prepared by
Support Directorate offices. These reports are intended for
the use of the Deputy Director for Support, and are not required
to satisfy
reporting requirements o to f)D5.
c. Intra-Support Directorate. Reports required by an office (s)
of the Support Directorate and prepared by other DD/S office(s)
only.
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d. Inter-Agency. Reports required by offices of the Support
Directorate either by regulation, memorandum, or some other
form to be prepared by other components of the Agency.
e. Inter-Governmental. Reports required by an office(s) of the`
Support Directorate to be prepared by governmental agencies
external to CIA.
f. Intra-Agency. Reports required by CIA components external
to DD/S and prepared by one or more DD/S offices.
ti
g. Public. A report required by a DD/S office(s) to be prepared
by a private contractor or organization external to the
U.S. Government.
h. External. Reports required by governmental agencies external
to CIA and prepared by one or more DD/S offices.
i. Feeder Report. A term used to identify reports required for
the sole purpose of providing information needed in the
preparation of other reports.
j. One-Time Report. A report prepared one time only by one or
more respondents.
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same type of information regularly at prescribed intervals;
e.g. daily, weekly, monthly, annually, etc.
1. Required Report. A. report which a particular office or
organization requires from another office or organization.
The report is an incoming report to the requiring office.
m. Revised Report. A report which is changed in any respect;
e.g. format, content, definitions, instructions, reporting
procedures, preparing offices or organizations, frequency,
scheduling or routing.
n. Situation Report. A recurring report, which is prepared on
each occurrence, recurrence, or non-occurrence of an event
or situation of certain prescribed characteristics; e.g.
"upon occurrence of an accident", "upon occurrence of a
security violation", etc.
E. RESPONSIBILITIES
1. Overall Direction:
The Support Services Staff has the responsibility for directing
the overall DD/S reports management program. Within the overall
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Office Directors and Heads of subordinate offices are
responsible for effective reports management programs within
their respective organizations.
2. Support Directorate Offices:
Each Office of the Support Directorate will appoint a Senior
Officer to conduct the functions described below:
a. Survey reporting requirements and coordinate the development
of data collection and reporting systems.
b. Provide internal; intra-Support Directorate; inter-agency;
inter-governmental; and public reporting requirement and
analysis services.
c. Review and certify the need for new and revised internal
reports, as well as certify the validity of requirements from
external sources.
d. Maintain a current inventory of all reports prepared on the
basis of internal, infra-Support Directorate, and inter-agency
requirements.
e. Monitor area reports activities to assure compliance with
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the policies contained in this and related instructions,
in order to achieve the objectives of the DD/S reports manage-
ment program.
f. Administer reports review and clearance procedures within
his area.
g. Effect only authorized new or revised reporting requirements,
and arrange the discontinuance of unnecessary or rescinded
reports.
h. Establish evaluation procedures necessary to improve the
quality of reports.
i. Make constructive recommendations and suggestions concerning
the preparation and use of reports.
j. Suggest improvements in reports and reporting instructions
to improve quality.
k. Maintain liaison with other DD/S and CIA offices to assure
maximum economy and effectiveness in his organizations'
reporting program.
3. Support Services Staff:
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reports management responsibility, will:
a. Survey DD/S-wide reporting requirements, and coordinate
the development of data collection and reporting systems.
b. Provide analysis and certification of the following types
of reporting requirements:
(1) Inter-Support Directorate.
(2) Intra-Agency.
(3) Inter-Governmental.
(4) Public.
(5) External.
c. Review and certify the need for new and revised reports
as well as certify the validity of reports resulting from
the following types of reporting requirements:
(1) Inter-Support Directorate.
(2) Intra-Agency.
(3) Inter-Governmental.
(4) Public.
(5) External.
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d. Maintain a current inventory of all reports prepared based
upon the following reporting requirements:
(1) Inter-Support Directorate.
(2) Intra-Agency.
(3) Inter-Governmental.
(4) Public.
(5) External.
e. Monitor Support Directorate reports activities to assure
compliance with the policies contained in this and related
instructions, in order to achieve the objectives of the
DD/S reports management program.
f. Administer the reports clearance procedures for the Deputy
Director for Support.
g. Effect only authorized new or revised Deputy Director for
Support reporting requirements and arrange the discontinuance
of unnecessary or rescinded reports.
h. Establish evaluation procedures necessary to improve the
quality of reports within the Support Directorate,
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i. Issue policy and procedural guidelines for the administration
of the Support Directorate reports management program.
J. Suggest improvements in reports and reporting in instructions
to improve quality.
k. Maintain liaison with other Agency Directorates and Independent
Offices to assure maximum economy and effectiveness of the
Support Directorate Reports Management Program.
4. Support Directorate Reports Task Force:
A Support Directorate Reports Task Force, consisting of Senior
Officers, one each appointed by the Director of the respective
Support Directorate functional office; the Chief, Information
Processing Branch, SSS; an Executive Secretary, appointed by the
Deputy Director for Support and chaiied by the Chief, Support
Services Staff, DD/S, is to function as the DD/S policy making
and coordinating body for the management of reports within the
Support Directorate.
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