CONTROL NUMBERS USED IN OFFICE OF LOGISTICS AUTOMATED SYSTEMS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-05399A000100010051-9
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 11
• Document Creation Date: November 16, 2016
• Document Release Date: March 15, 2000
• Sequence Number: 51
• Publication Date: June 28, 1974
• Content Type: REGULATION

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C-0-N-F-I-D-E-N-T-I-A-L
INSTRUCTION NO. LI 45-19
LI 45-19 LOGISTICS
28 June 1974
SUBJECT: Control Numbers Used in Office of Logistics Automated Systems
1. PURPOSE AND SCOPE
a. This instruction explains the numbers used to control property docu-
mentation within the Office of Logistics (OL) beginning with fiscal
year 1975, the application of those numbers throughout the OL and
Office of Finance (OF) systems, and the procedures to be followed in
using those numbers in the new automated Materiel Resources Systems.
b. This instruction concerns property documentation only and has no
affect on procedures established for requests for services (Form
2420).
2. GENERAL
a. Traditionally, for each fiscal year Supply Division (SD) has estab-
lished a series of numbers to be used on various types of supply
documentation. Those numbers were called voucher numbers and were
used as the primary control for processing and filing within SD.
In many cases, the credit voucher number assigned to a customer
requisition by SD was also used by Procurement Division (PD) to
identify procurement instruments resulting from that requisition.
That procurement instrument number then became the Obligation Ref-
erence Number (ORN) used in the OL Budget and Fiscal Branch (B&FB)
records and, in turn, in the OF financial records. That principle
remains unchanged; however, to accommodate the new automated systems,
the numbers to be used will take on new forms.
b. The primary data control in the new computer system is the Document
Control Number (DCN). The DCN replaces the customer requisition
number as we know it today. The DCN is assigned by the customer
and is made up of twelve basic positions identified in the following
example:
0713-74182-001
C-O-N-F-I-D-E-N-T-I-A-L E2 IMPDET
CL BY 061100
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INSTRUCTION NO. LI 45-19
LI 45-19 LOGISTICS
28 June 1974
(1) 0713 identifies the requisitioner - in this case Station 713.
(Three digit station numbers will be prefixed with a zero.
Four positions have been provided to accommodate the four
digit account or installation numbers.)
(2) 74182 is the Julian date - in this case, the 182nd day of
calendar year 1974.
(3) 001 is the serial number of the requisition, and, in this
example, represents the first requisition written by station
713 on that Julian date. (Serialization begins anew on each
new Julian date, so .that each requisition number or DCN is
unique.)
c. To provide an ORN, and to satisfy a limitation peculiar to the OF
automated system, another number will be assigned to requisitions by
Central Control and Distribution Branch, SD (CCDB/SD), much the same
as voucher numbers were assigned in the past. To avoid confusion
with the old system, however, t1u t number will be called a Logistics
Control Number (LCN). The basic LCN will consist of six positions
and will be structured according to the following pattern:
The first position is the last digit of the fiscal year. The next
five positions are the sequential serial number assigned to each
requisition. Fiscal year is used in this instance since the pro-
curement and financial actions resulting from the requisition are
controlled on a fiscal year basis. The OF system limitation is
that it can accept an ORN which is no more than eight positions in
length. Therefore, use of the basic six position LCN Leaves the
two remaining positions for suffixing use by PD in those cases where
multiple vendors are involved in the same requisition. At the same
time, it satisfies the 8 position OF system limitation.
3. RESPONSIBILITIES AND PROCEDURES
a. Supply Division:
(1) Assign the LCN to each requisition immediately upon receipt.
-2-
C-O-N-F-I-D-E-N-T-I-A-L
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INSTRUCTION NO. LN 45-19
LI 45-19 LOGISTICS
28 June 1974
(2) Maintain logs cross-referencing between LCN/DCN and DCN/LCN.
(3) Reproduce, distribute documentation and input data in
accordance with established procedures.
(4) Reproduce the LCN to DCN cross-reference log daily and for-
ward a copy to Central Depot for receiving purposes.
25X1A
(5) will use the LCN/procurement instrument number
as the receiving number to be input to the new system.
(1) Determine the propriety of using the LCN assigned by SD as a
procurement instrument number.
(2) When an LCN is used as the procurement instrument number,
provide hard copies of the instrument to SD and B&FB showing
the.DCN(s) and LCN(s) covered by the instrument.
(3) When an LCN is the number used on procurement instruments
going to more than one vendor for the same requisition
(split procurements), suffix the LCN in positions 7 and 8
with 01, 02, etc., as appropriate e.g., 50000101, 50000102,
etc.
(4) When an LCN is used for a single vendor, place zeros in
positions 7 and 8 to produce an eight position number, e.g.,
50000100.
(5) If a procurement instrument number is other than an LCN
(XG, contract, etc.), provide LCN(s) and DCN(s) covered by
that instrument.
c. Budget and Fiscal Branch:
Record commitments and obligations, and process appropriate data
to the financial records, in accordance with established procedures.
MICHAEL 1. MALANICK
Director f Logistics
25X1A
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