RECORDS AND SERVICES DIVISION ANNUAL REPORT OF PROGRESS AND PROJECTED PROGRAM PLANS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79-00235A000100020024-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 16
• Document Creation Date: December 9, 2016
• Document Release Date: April 20, 1998
• Sequence Number: 24
• Publication Date: June 30, 1960
• Content Type: PERRPT

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RECORDS AND SERVICES DIVISION
ANNUAL REPORT OF PROGRESS
AND
PROJECTED PROGRAM PLANS
1. MAJOR ACCOMPLISHMENTS AND SIGNIFICANT DEVELOPMENTS -
1 July 1959 - 30 June 1960
A. Central Processing Branch
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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 Z0-800-11 gave strength to the control of the release of
Agency employment information to outside inquiries. Under the new pro-
cedure, only the Central Cover Divis on, the Office of Security, and the
Office of the Director of Personnel may "block" or "reopen" verification
of employment.
6. We have prepared Handboo 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
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 rain 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,
returning from an overseas assignment. The forty-three replies have
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 applirart
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 counf 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
Attachments
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TO
SUE
Chief, Records and Services Division
Chief, Central Processing Branch
Annual Report
_AW
TS
2. A draft of a brochure to be passed out 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 preparatory to overseas travel has been written
and forwarded to the Director of Personnel.
4. The clerical work of the .Branch was most noticably affected by the
usual turnover of personnel. The work load remained fairly constant through-
out the year. The following statistics reflect the total volume of business
of the Branch:
Reservations Radar
Foreign
Domestic
Travel Orders Received:
Foreign
Domestic
Interviews
Returnees Processed
Passport Action
Now
Renewed or "seen" stamped
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2. A draft of a brrachure to be issued to field stations for use of
returnees before they depart for Headquarters will be ready in September.
1. A draft of an unclassified version of the boo
Overseas Travel* will be ready in August.
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t Develovfta1
1959 Through
trial period of o
tel. Pole,
y of the egutp t. It was recd-
Offic3 Personnel Folders)
the "Iving be relocated
mar, felt that an
be turned in to
by a
Of tec
's l `ol
vere unrelated to the
all documents Pertairing
from %be persomal folder egad
Further,, it was, reeo eel that
the existing "'cut-jackets"' (rid fox
folder and the travel doeumaute) be
documsnta, and that the z travel &cuee nts f i
portion of the open- lving which refixed.
type of charge folder would be installed for use with the
Personnel r older,, vhesa eby the charge-card would be attached to
file .
ccepted.
folder and serve as a sii l#e-point of reference. All of the" recomenda
time vere accepted by the Office of Person 1. Actual installation of
trevised systaims however =mat await delivery of the ~r charge-out
folders which have retusitioued.
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TTPM
se tet
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k
"a MA t
lea otber t
d1 `h. o in acc r c
,r C . the it
orpnIsAUou., t o of the mssi
forwarded directly to the new foyer
for . than ve aeplo t in a F ss 1
the file cow ir4 um-CIA servim i retWd'net for a: period
41squ and then f dl to 1 F al Records Center for retention .
this c ept, the s 1 folders of to rated aVloyoms coutsi only
those d ,c . is peening to CIA oe
4.
u in
erftici n r vms be
sVA =~tely 60% of the ci
limited or ancient that the curd me c
criteria lie d for the selection of
to obsolete or of dubious yr , sad a forml e
to the Di or of Parsomel that saoeh pl,ia t oerds
4*ai.si.oa this recomnudation is jxmding.
by the Las
I3. accordance
"bid ` (i.e.,, ear-marked for dente
to s extuml -try) by the Offi of Pw*onm
one of tbme s ces; C*utml Cover Divi$iou, Office
Of the Director sorrel.. S l 1y, et Pers 1
. only with the ,specific approval of the
new c , the Form 11
iomw&, the in"
i$rt whWh is to be V*
For
in Use of the now
form vere awed, have been
and
"Personnel Actions;'
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Proaae Plans for Fiscal liar 1961
at1t d*tsils to the
. Similarly, procedures vi
of Personnel Action for se
t o;
Wflaial Personnel
to projet . l M
ta2,de : s sal to rengroup those a is current
stetus
onne 3_
ty rendering obsolete the use
tuted, for the preparation
ee3. Volders in cKer to facilitate both retake by
of emotive x to r1 I by tk Piles Section,
s of Contract loyees.
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