EMPLOYEE INDEX NO. - MEETING NOTES FOR DISCUSSION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79-00065A000100120009-8
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 3
• Document Creation Date: December 12, 2016
• Document Release Date: December 17, 2001
• Sequence Number: 9
• Publication Date: February 22, 1955
• Content Type: MF

Approved For Rele 2002/~'N
065AOOQZQ,0120009-8
Mr.:MORANDUId FOR: Chief, Technical Accounting Staff
Comptrollers Office
SUBJECT: Employee Index No. - Meeting Notes for Discussion
1. The need for and. advantages to be derived from the establish-
ment, maintenance, and use of a permanent serial number assigned to an
employee for the duration of his employment in the ,Agency and the r~:-
assignment of the same numbex to an employee who resigns and is re-employed
after X nLUnber of years, are known. This paper for purposes of dis-
cussion will cover only a suggested procedure for the making such an
"errcployee index number" effective, the scope of its use and the security
factors to be considered.
2. The suggested procedure is as follows:
a. Type of Serial Number
The number to be used wi11 be basical]_y the five digit
serial number now assigned to each Staff E employee for '~"`~----
positive identification and used together with the employee'~_ '~-
true name for personnel statistical and record-keeping needs
The "personnel serial number" is permanently assigned
and is not changed when an employee transfers from vouchered~',
to unvouchered funds or visa versa. Since this nwnber has
alxeady been in use for a large volume of work, it is sug-
gested that it be utilized.
b. Scope of Use
~,.
The only difference between the "personnel serial. number"
and the proposed "employee index number" would be the scope
of use. Under the proposed procedure the "e~aloyee index
number" would be used not on]tiy for personnel accounting, but
for aLt accounting and record-keeping functions which for
positive identification and facilitating punched-card machine
operations, require a number to be used in addition to or in
lieu of the employees nave.
If the "employee index number" is made effective it
could replace all other "serial numbers" now in use such as
the Vouchered Payroll Numbers Unvouchered Payroll Number,
Personnel Serial Number (as such), etc.
r A ~
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The Index number would be used only for Fiscal. and
Personnel,~ecounting and Record-keeping purposes within
the Office of the Comptroller and Director of Personnel.
Under nv circumstances would it be used in connection with
a true name on unclassified forms, correspondence or cables
which go outside of the Agency such as r`R~iloyee Statement
of Earni~s and Deductions. rr
c. Procedure
~~
An outline of the general procedure (detailed operating
procedures must be developed} which has been discussed for
establishing and, maintaining the Index number, is as follows:
(1}
The Director of Personnel will be responsible for
maintaining the necessary register of names and
Index numbers; assigning numbers to new employees;
and re-issuing numbers which become available
through resignation.
(2} The Index Number Register itself will be composed of
three sets of tabulating cards each punched with a
serial number. As required, numbers from the un-
assigned file (Set ~1} will be assigned by with-
drawing a card from the file and punching in that
card the name of the employee to whom the number
is assigned (Set ~}. This card will then be re-
produced to make up a third set of name and assigned
numbers cards. Set ~2 will be filed alphabetically
and the Set ~3 wiLl be filed in Index number sequence.
The first set will be coeraposed of unassigned numbers
filed in numerical sequence and. will be termed rrUn-
assigned Index Number Register."
(3} The above described three sets of cards will form
the Index number control. The assigned Index
numbers will also be noted in the personnel packet
of the employee. Alphabetical and numerical Lists
will be made from assigned numbers files and fur-
Wished to the Fiscal, Finance, and Machine Records
Divisions of the Comptrollers Office for necessary
reference purposes.
(~}
The Index number will be placed on all TEA documents,
personnel action source documents, and other account-
ing and record-keeping documents as xequired. (The
detailed operating procedures for accomplishing this
must be developed.}
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d. Security Factors
The Index number has been approved by the Security Office
for use in connection with Vouchered and Unvouchered Staff
Employees. It has not been approved for use in connection
with Staff Agents. (See attached copies of correspondence
between Management Staff and Security Office.)
25X1 C4E
25X1A9A
Chiefs Business N3achines Service
Management Staff
~'~FI~EN~l~~L
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