MAJOR ACCOMPLISHMENTS AND SIGNIFICANT DEVELOPMENTS 1 JULY 1959 - 30 JUNE 1960

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79-00235A000100020014-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 4
• Document Creation Date: December 9, 2016
• Document Release Date: April 20, 1998
• Sequence Number: 14
• Publication Date: June 1, 1960
• Content Type: REPORT

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RECORDS AND SERVICES DIVISION
ANNUAL REPORT OF PROGRESS
AND
PROJECTED PROGRAM PLANS
I, MAJOR ACCOMPLISHMENTS AND SIGNIFICANT DEVELOPMENTS -
1 July 1959 - 30 June 1960
A. Central Processing Branch
2. A draft of a brochure to be distributed at Headquarters to overseas
returnees has been written and is under review by the staff of the Director
of Personnel.
3. A draft of an unclassified, publication designed. to assist employees
with their personal affairs when preparing for overseas assignment has been
forwarded to the Director of Personnel for approval.
B. Transactions and. Records Branch
1. Following the trial period. of open-shelf filing of Official Personnel
Folders in Curie Hall Employee File Room, Management Staff agreed. with
the Office of Personnel that this system was not feasible for use in this area.
It was further agreed, that the open-shelf system should be reconsidered. for
use upon relocation to the new building.
2. Management Staff's detailed, analysis of techniques and, procedures
utilized in the maintenance of Official Personnel Folders contained, the recom-
mendation to place the now integrated, personnel folder and. travel documents
within two separate filing systems. Following this, a newly designed. "out-
folder" for the employee file will be used, to combine the charge cards and
out folder, thus providing a single point of reference.
3. In order to reduce storage space of terminated. employees' folders,
only the records pertaining to CIA employment will be retained in our Records
Center. Records pertaining to other Government employment usually maintained.,
will be disseminated, as appropriate to either the new employing Government
establishment, or to Federal Records Center in St. Louis.
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4. Decision is pending on a recommendation to destroy applicant
cards which, after review, are considered, to be obsolete or of dubious
value.
5. OPM 20-800-11 gave strength to the control of the release of
Agency employment information to outside inquiries. Under the new pro-
cedure, only the Central Cover Division, the Office of Security, and the
Office of the Director of Personnel may "block" or "reopen" verification
of employment.
6. We have prepared Handbook Personnel Actions -
which will serve as an Agency guide for the processing of requests and,
notifications of personnel action under the RCA 501 computer system soon
to be installed. This Handbook is currently being reviewed. by appropriate
offices.
7. An alphabetical "Wheeldex" card file reflecting name and. box
number has been established to facilitate location of terminated. employee
files stored. at CIA Records Center.
8. The program of the procurement of official records of Federal
25X1A employment of those who had. been
extended excepted, appointments was substantially completed.
C. Statistical Reporting Branch
1. This Branch has consistently reviewed, the requirements levied. on
Machine Records Division in connection with the conversion of personnel
accounting to the digital computer. Many of the original problems have
been eliminated. Reports have been consolidated, and. expanded, to serve a
greater number of purposes and formats have been planned, to provide
additional desirable information on the Position Control Registers.
2. The monthly report of military details was revised, to show dollar
amounts due and. appropriations chargeable. Office of the Comptroller
reports a saving of forty man-hours per month in that Office, and, payment
to Department of Defense expedited, by one month - both due to the revision.
3. Security difficulties were encountered when attempting to approve
the use of a common serial number for employees regardless of status. This
project has been suspended, for the time being.
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D. Area Records Officer - Office of the ',Chief/RSD
1. This Officer completed, the up-dating of the Records Control
Schedule 40-60 for the Office of Personnel, extending coverage to CSPD,
SA/D/Pers and other OP organizational elements established, since the
issuance of the previous Schedule in 1957.
2. A record. of Office of Personnel cost estimates and. charges on
printed. materials and procurements was maintained. and, estimates for
Fiscal Year 1961 were projected, more accurately through use of this
record..
E. Special Projects
1. Proposed. Handbook- concerning new personnel action
policies and procedures was completed, in line with the forthcoming
installation of the computer. Implementing the change-over to EDP,
a design of revised. Form 1150 (Personnel Action) has been completed,
and, test sheets printed for experimental use, thus far proving quite
successful from the "machines standpoint."'
2. A Passport Record Envelope was designed and, put into use
which replaces the machine run formerly used, as a record. of official
travel documentation. It is expected, that a more accurate and. up-to-date
record can be provided., and, time saved in accomplishing this end..
3. With the cooperation of the American Automobile Association,
been analyzed, and are, for the most part, favorable. The State of New
York responded, adversely, however, and, poses the greatest problem in
that it is the State most heavily used as port of debarkation. This project
has been suspended. pending the needed evaluation of New York State's reply.
4. Working with Regulations Staff, we have drafted, proposed. pro-
cedures, regulation and, modified. Form 642 to provide a new "Personnel
Emergency and. Locator Record." system for the Agency.
II, PROGRAM PLANS FOR FISCAL YEAR 1961
A. Drafting has begun on an unclassified version of the booklet "Processing
for Overseas Travel. "
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B. Upon issuance of the OPM concerning the "Establishment of a Sensitive
Personnel Folder" and "Re-Arrangement of Material in the Official Personnel
Folder" it will be necessary to initiate plans to implement this establishment
and, re-grouping of documents.
C. Management Staff's recommendation as regards the separate mainten-
ance of Personnel Folder and. Travel Documents, and the central point of
reference for charge out location, will be accomplished. in the months to
follow (Paragraph B-2, Section 1.)
D. If the recommendation concerning the destruction of certain applicant
cards is approved., programs will be initiated. to review all cards and select
those to be eliminated. from file.
E. There are a number of difficulties to be worked out and. procedures to
be changed or established, upon the installation of the RCA 501 computer
system. Procedures will be developed. to accommodate the changes in
method. as affects the processing of personnel actions. Current recurring
statistical requirements must also be converted. for use under the new
system, and plans are being made to anticipate special requests by the
addition of more information of a basic nature to the routine monthly
requirements. The use of the computer will alter procedures for the
coding of certain types of personnel actions heretofore handled. in a special
manner. Hand-posting of all personnel actions for strength count will be
discontinued, and we will depend upon the computer for weekly strength
reports. These and. other problems must be resolved. in order to reap
full benefit from the change-over to Automatic Data Processing.
There is attached. hereto a copy of each Branch report within RSD, and.
accompanying statistics.
Chief, Records & Services Division
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