EMPLOYEE AWARDS - INTELLIGENCE INFORMATION REPORTING AND DISSEMINATION IMPROVEMENTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-00832A000200090041-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 19
• Document Creation Date: November 17, 2016
• Document Release Date: July 19, 2000
• Sequence Number: 41
• Content Type: MEMO

Approved For ease 2 ma : CIA-RDP80-OY832A000200090041-1
TO: Director of Central Intelligence.,
VIA: Deputy Director (Support)
SUBJECT; Employee Awards - Intelligence Information Reporting
and Dissemination Improvements
This memorandum contains recommendations.submitted for
your approval. Such recommendations are contained in paragraph
4.
1. PROBLEM
What awards are proper to recognize adequately, the suggestions
of four CIA employees which contriibutod to improved intelligence
information reporting and dissemination?
2. PACTS BEARING ;ON PROBLEM
a. Old Sutton - Before June 1956, "hot" pq sitive intelligence
information obtained by Clandestine Services (C5) was
usually given an externally teletyped-internally dittoed
preliminary dissemination as "PD Reports'? (PD); then fol-
lowed up at some later date by similarly worded, editorially
perfected and multilithed Clandestine Services Reports
(CS Follow-ups). Examination of Tab A at this point is
essential to see the gro:,s aspects of the old system.
b. New Sy tem -+ In June 1956, the I'D-CS Follow-ups wire re-
placed by a single new Teletype Dissemination Report (TD).
Follow-ups were eliminated. All "hot" positive intelligence
information is now given a single timely dissemination which
reduced teletype traffic by approximately 75N. The bulk of
all dissemination, both internal and external, iss now multi-
lithed and hand carried to the customer by fast courier.
Examination of Tabs B and C at this point is essential to see
Approved For Release 2000/08/15: CIA-RDP80-00832A000200090041-1
 P
Approved For Rele``~'se 2000/b8'7' IA-RDP80-008 MA000200090041-1
the effect of the change.
e.. Recan of Sunrestion - Four employees in three suggestions
proposed substantial changes in reporting and dissemination
methods. These suggestions also served as-catalysts for sub-
sequent improvements by others.
25X1A
25X1A
25X1A
(1)
Lag,, stion 11376 O^.t; ,,I.1 - Reports', Officers
S-11'.
both, DD/P, jointly proposed a simultaneous pre-
paration of PD and CS Follow-up Reports to eliminate
separate ditto and multilith preparations.
(2) un r_sti an~~1 ~7 ?_~7 Na _5 - Intelligence Officer,
C,S?-12, IE, DD/P, noted RQM' s con-
si era on o the preceding suggestion; then assailed
the reports system as a whole, strongly urging elimina-
tion of the follow-up itself.
?. (14 Jul 5`_>) - Cler
J1,19 I
(3) 5u9qf,tion
GS-4, Cable Secretariat, O/DCI, recommended a ste.rilira-
tion process during the original typing of FDs, to pro-
vide that all information required to be masked out for
sterilization be placed either on a special form, or typed
on a separate ditto Form 12-
d, Other g9Dt.rihu.i.npa - Official evaluators completed favorable
initial evaluations. Concerned supervising officers also
found these suggestions basically sound. Stimulated by sug-
gesters' prop nc,71s. n concerned officers of several major
components (J
25X1A
tearing the suggestions apart, reworking them, discarding
unworkable parts after trial and developing new procedures
to meet difficult 'administrati.ve and technical operating
problems not even contemplated in the original suggestions.
Ultimately, the combined contributions of the suggester-
operator-staff team paid off in.development and installation
of the present effective and workable TD System.
3. DISCUSSION
a. Advantages of New System
Adoption of the now system prevented writing, typing,
editing, disseminating and other proces.sing.of approximately
Approved For Release 2000/08/15, J DP80-00832A000200090041-1
25X1A
 Approved For ReleaV6 2000/08/1?x'. 51'1-RDP80-0083 000200090041-1
last two categories can be made via the intangible award
procedure:
Category 1 - The elimination of a number of writings
and rewritings, typings and retypings,
editinns and ree-editings, and coordina-
tion;, of each CS follow-up report Issued.
these CS Reports. (RQM estimates 55,638 man-hours and Cable
Secretariat estimates 58,794 man-hours.) An analysis sub-
mitted by RQM as to grade levels of personnel throughout
DD/P who deal with these reports produces a dollar transla-
tion of these man-hours in the amount of approximately $150,000
annually.
In addition to these savings there are two other cate-
gories of savings. Neither one of these lends itself to a
dollar assessment without very costly expenditures-of time.
The Committee-feels that recognition of savings in these
9,300 CS Follow-up Reports each year. This has saved, and
will continue to save each year, at least 55,O0) man-hours`
on the part of all DD/P personnel who are concerned with
Category 2 - Curtailment of extensive teletype trins-
mission by the Signal Center; elimination
of an extra reproduction and dissemination
by Printing Plint 112, Office of Logistics.;
simplification of sterilization practices for
DD/P and Cable Secretariat.
Category 3 - Elimination of extensive and excessive dupli-
cate mall h,,ndlings, receipting:, logging:,
readings, extractions and filings throughout
the Agency. It also follow!, of course, that
this last category of savings, was extended
throughout the entire Intelligence Cornmunity.
In summary, as a result of these improv?ments., the re-
porting work load has been cut. more than half (see Tabs B and
C) and backlogs of routine CS Reports have been substantially
reduced.
While the above shows ?a substantial cut in man-hours pre-
viously consumed, no personnel have been eliminated., Rather,
improved utilization of time cn the part of personnel handling
CS Reports in DD/P has contributed to better quality finished
intelligence reports now being written, with corresponding
improvements in customer services and evaluations. Furthermore,
Approved For Release 2000/08/15: Cl -~ 0-00832A000200090041-1
Rl a h.
 qrS .w?
.Approved For Rel se 2000/08/15: CIA-RDP80-0093iA000200090041-1
(1)
25X1A
25X1A
25X1A
25X1A
Reports Officers now have more time to devote to such
essential and sometimes previously neglected Intelligence
Officer functions as: developing requirement; directing
field collection efforts; providing guidance to field
personnel in producing more pertinent, accurate and com-
plote reports.
The new procedure",, systenis and forms completely
proved themselves during the past year of actual opera-
tions, particularly during the Middle East and Hungarian
crises.
b. FyajuatorF' Ati^1.arcjs Recommor (.i tion` to t}le_,u~c (fin` tion AWlrc
Comic. ttee
In a, final evaluation (Tab E) the C'hivf, RQM/FI/DDP,
Cable Secretary, O,/DCI, and Chief, Records Management Staff/
Mgt/S, DDS, jointly recommended a package award of $11,2,10.00
to the four suggesters Is follows:
JIIC] n?ti()T1~..f~l ~~'lilCl~iL' '1? - These cl]ggoj-bons con-
t.11n the heart of employee proposals for Improving
the old ;.ystem. h"cause it was felt that these sug-
gestions played equal parts in development of the.new
system, it war, recommended, in accordance with the
Government Emplr>ye2r. Incentive Award-_ Act and aF pla-
cabl
Ci
il
e
v
Service regulations that a total award of
$10,775.00(-bo divided equally: 15,387.50 to Mr.
T5,3137.50 to Mr.
of this amount $775.00 was for "Tangible
Savings" of 1,55,000 main hours valued at $150,000.00
annually; $10,000.00 was for present and continuing
"Exceptional l.nt.an(aIble Benefits of General Applica-
tion", resulti.na from unmeasured savings in categor-
ies 2 and 3 together with the described intangible
benefits.
(2) Su osti l(a37 - A total award of $455.00 was .recom-
mended for= $55.00 was for "Tangible Savings"
in the Cable Secretariat of 624 GS-4 man hours valued
at $1,024.34; $400.00 for present and continuing
"Moderate Intangible Benefits of General Application."
RECOMMENDATIONS
as Award to
b. wa t
Approved For Release 2000/08/1 _ , >$ DP80-00832A000200090041-1
 Approved For ReIe a 2000/d8'k . IA-RDP80-00837 A000200090041-1
25X1A
co Award
d. Award t
e. Other Awards
FOR THE SUGGESTION AWARDS COMMITTEE
25X1A
OONCURRENCEt
Chief of Operations, DD/P (Date)
Recommendations contained in Paragraph four (4) are approved.
ALLEN W DULLES
Director of Central Intelligence
Approved For Release 2000/08/15' tIA-RDP80-00832A000200090041-1
t~ a1 :9 a ;E;
 Approved For Release 2000 5'*ICIA-RDP80 832A000200090041-1
Orig. and 1 - Suggestion Aw.ir&ICommittee
1
-DCI
1
- DDCI
2
- DUP
1
- SSA/DD/S
1
- Executive
Registry
2
- DDS
6
Mgt. S
1
- Mgt S File (yellow)
5
- Office of Personnel
1
- Chrono (green)
125X1 A
Mgt/S -eh (6 June 1957)
Approved For Release 8115 : CIA-RDP80-00832A000200090041-1
 IPD
REPORT
SIGNAL
CENTER
OL/PSD
PLANT #2
INTERNAL
CIA
EXTERNAL
CIA
?
AFTM GS tSN.iU1 AP'1Ctt
DI99EM- FOLLOW-UP DISSEM- DIS9EM-
:- PB083
DESCRIPTION as
OF FOLLOW-UP
PROCEDURE REPORT
1. Writes Report
2. Types Draft
3. Edits
4. Types Ditto
Master
5. Reviews and
Edits
6. Corrects or
Retypes
Coordinates
8. Reviews and
Edits
9. Corrects or
Retypes
10. Releases
11. Processes and
Passes Copy to
Signal Center
12. Dittos Copies
13. Disseminates
Few Copies
14. Processes
15. Transmits by
Teletype -
Extensive Basi
16.
Reads Conf i rm-
ation Copy
Extracts or
Files
Action (if
fl* irk Reads Inform-
ation Copy
Extracts or
Files
Action (if
j Rea v i rnd l
,,,,,,u?, 18 ,n,,,,,,,,,
is
DESCRIPTION
OF
PROCEDURE
19. Updates-RefinBs
PD;JWrites New
03 Follow-up
20. Types Draft
21. Edits
?: was OL?'~t@L_
23, Reviews-Edits
24, Corrects or
Retypes
25. coordinates
26. Reviews-Edits
27, Corrects or
Retypes
28. Releases
29. Processes
30. Multiliths
copies
31. Disseminates,
same Basis as
Other CS Rpts.
32. Reads Confirm-
ation Copy
33. Relates to PD
34. Ectraots-Files
35. Action (if
Required)
32, Reads Inform-
ation Copy
33. Relates to PD
34. aatraots-Files
35. Action (if
Re2juj*jj____
,fulfill' plus ,~n,n,~,n,nuunl7 =35
 TD REPORT BEFORE DISSEMINATION AFTER DIS8EFQNATION
Approved Fo~A2nnnMR/15 - QIA-R A0002000900.41-1__--_
DESORIPTION
of
PROCEDURE
1. Writes Report
2. Types Draft
3. Edits
4. Types Offset Master
5. Reviews and Edits
6. Corrects or Retypes
7. Coordinates
8. Reviews and Edits
9. Corrects or Retypes
10. Releases
11. Processes; Passes Copy
to Signal Center
12. Produces Multilithed
Copies
13. Disseminates LARGE
__
Number of Copies_
14. Processes
15. Transmits by Teletype -
Limited Basis
16. Reads Confirmation Copy
17. Extracts or Files
18. Action (if Required)
16. Reads Information Copy
17. Extracts or Files
18. Action (if Required)
NEW SYSTEM -P JUN'
)0832A000200090041-1
 BEFORE DISSEMINATION
TD REPORT
AnnrnvPrl Fnr ele* 2nnninRi15 ? GI n R P
Approved For Re
? TD REPORT
IF AFTER DISSEMINATION
083 A00020 O9
DESCRIPTION
of
PROCEDURE
1. Writes Report
2. Types Draft
3. Edits
4. Types Offset Master Bat
5. Reviews and 'Edits
6. Corrects or Retypes
7. Coordinates
8. Releases
9.
Processes;
to Signal
Passes Copy
Center
10.
Produces Multilithed
Copies
11.
Disseminates Extensive
--Number of Copies --._-_--
12. Processes
13. Transmits by Teletype -
Limited Basis
14. Reads Conformation Copy
15. Extracts or Files
16. Action (if Required)
1*
14. Reads Information Copy
15. Extracts or Files
16. Action (if Required)
16
ease 2000/08WTCIA-RDP80-0
832A000200090041-1
 Approved For Tkelease 2000/08/15: CIA-RDP80-00832A000200090041-1
25X1A
Memorandum of 2 April 1957 from Gordon M. Stewi.rt, Director of Personnel
, SUBJECT: Awards for the Revision
of PD Form and Followup Procodure
This memorandum sets forth in considorabla detail, the complete complicated
story of the changes made in CIA's PD Dionorai.rn3.tion System and gives credit
to the. many other people, other than the Suggostore, whose work and ideas
were of vital importanoe in those developments,
Approved For Release 2000/08/15: CIA-RDP80-00832A000200090041-1
 Approved For Release 20001,0811P : CIA-RDP80-00832A00.0200090041-1
') APR 1957
MEMORANDUM TOs Chairman of the Suggestion Awards Committee
SUBJECT Awards for the Revisipn of PD Form and
Followup Procedure
Signal Center to take care of the enormous volume of traffic.
` although-'it did use some of the ideas of the Incentive Suggestirs, it .
was forced more by circumstances than by the suggestions. Crisis situii-
tions in world affairs had so multiplied, with TD's following suit, that
it was no longer possible to tolerate dual typing. Furthermore, the
final system put into effect was the result largely of the inability of
PD'st the report was typed on a multilith rat and run off by Reproduction.
The text was pasted on a cable form and stint to Cable S-3cretnry for tolo-
type transmission. This system enjoyed great success. It eliminated .
the follow-up in most cases, and was receivrld with delight by the Reports
Officers. This time-and money-saving procedure had to be abandoned in
early 1954, however, when Cable Secretary adopted the new snap-out,
carbon-copy cable form which universally eliminated the ro-typing of all
cables and teletype messages. Then, RC had to go back to the double
typing of TD's, but it was planned to doviso some system to enable a
revival of the one-shot procedure. 'And, when a plan was worked out later,,
twice was long recognized. The first successful attempt to solvo the
problem was made in mid-1952 when RC d?vi.sod this procedure for routine
1. I have read with interest the recommendations relative to
Employee Incentive award:3 for three suggestions designed to improve
and speed up DD/P disseminations of significant and timely intelli-
genco information. This memorandtun, however, does not begin to tell
the complicated story of the changes made in our dissemLnation system
or to give credit to the many other pe.oplo whose work and suggestions
were of vital importance in these dcvclopments. Since much of this
work was done by members of the Foreign Intelligence Staff during my
tour of duty as Chief,"Foreign Intelligence, I believe that these
contributions should be made a matter of record.
2. In the first place, the suggestion for the elimLnation of
the P.D. or T.D. follow-up was not a procedural or ideological
"breakthrough"; it did not spring to life full-panoplied, an Athena
from the brow of Zeus. The wastefulness of doing the same thing
Approved For Release 200Q1Q8714?; .CIA-RDP80-00832A000200090041-1
 Approved For FTelease 2000/08/15: CIA-RDP80-00832A000200090041-1
3. The development of now procedures to oliminete t.ho CS follow-up
dissemination and accelorato tho dissemination of timely information to
customers, although stimulated by the three employee sug[ostions under
'consideration, was a time-consuming and involved adiministrativo and
technical operation that required the scrvlccs of personnel in several
components of the agency. In order that our dissemination procedures
might be revised, it was nocessary to underte?;e the fof.owing?:
a. Survey all customer agencies rogs ls.rly receiving the
old Preliminary Dissemination, to ditcr,a.no their need for permanent
copies of information reports, ch-ngos in routing and distribution
systems that would result from revision of dissemination procedures,
and effect of such revision, If-any, on the efficiency of CII intelli-
gence distribution systom.o. Our survey showed that only the State
Department would be seriously affected by the ohtnge. Lengthy
negotiations were conducted with ft:,te before a reasonably satis-
factory systoi could be worked out.,
b. Revision of Cable Secretariat procedures, including
conversion to multilith reproduction, dovolopment of efficient
masking and sanitation procedures, And dispatch, of all possible
teletype disseminations by messenger to reduce the load on Signal
Center.
o. Design and preparation of now multilith forma. All
forms passed through several complete drafts.
d. Preparation of detailed instructions on use of now forms
for reports officers in opereting divisions.
o. Testing courier runs to ascertain if routine toletype
disseminations could be delivered to customer agencies in
sufficient time. The D1)/P requested the development of such a
system in order to reduco the traffic load on signal center.
f. Instructing operating divisions and other interested
personnel in the operation of the now system.
g. Testing the new dissemination for bugs and eliminating them.
4. These tasks:, which were performed in the period from autumn 1955 to.
the initiation of the new dissemination system on 1 June 19.16, required
the services of a sizeable contingent of medium-and.upper--level personnel.
While not, of course, in any way responsible for originating the employee
suggestions under reference, these people took the suggestions apart and
Approved For Release 2000/0-811t. CIA-RDP80-00832A000200090041-1
61
 .Approved For ReYease 2000108/15: CIA-RDP80-00832A000200090041-1
reworked them, discarded unworkable parts after trial, and developed
new procedures to meet problems not contcrzplated in the suggestions.
They built an efficient and worke.ble dissemination program from the
suggestions under reference. The persona principally concerned in
developing the teletypo dissemination program wero;
25X1A
Chief, Re uiremcnt:; Division, FI Staff, until
March 1956. Initiated program for olimination
of follow--ups to preliminary disseminations;
consulted customer agencies relative to effect
of such eliminetfon on their dintritution and
filing system ; maintained higli-levol liaison
on project with operating divi:3ion:i and senior
staffs; gave general supervision to project.
Chief, Requireincnts Division', Sr Staff, after
March 1956. After he became Chief of Require--
monts, gave gsnern.l supervision to project and
continued high-le;rol liaison on project. At all
times corvcd as advisor tojpersonnel implementing
the project. Bc c,rtuso of his lr~,n th , oxpcrionce
in intelli gonce roports, role of 25X1A
advisor was a unique and major factor in the
successful completion of this project.
Doputy Chief, Reports Control Branch, Requirements
Division, to March 1956, Acting Chief of sam?
cocnponont thereafter. -assisted in
the prep ra tion of forms for toletypo dissemi--
nations and preparation of instructions for
their use. After ttaroh 1956, he aupervisod the
work of this project.
Cable Secretary. tupervisod m;ch reorganization
of Cable Secretariat as was required to put nOOW
T.D. system into effect, and assisted in revinions
of draft forms.
Chief, Reports Control Branch, Roquiromonts
Division to '~'arch 1956. Maintained liaison with
Forms Control, supervised the dovolopment of
procedures and instructions for the now system
and aanisted in tho preparation of required now
forms. snpervised this activity from
September 1955 until March 1956, when he was
appointod Deputy Chief of Requirolients Division.
Approved For Release 2000/0819':-CIAARDP80-00832A000200090041-1
25X1A
25X14
 Approved For Re`` ase 2000/0811.5 : CIA-RDP80-0032A000200090041-1
Assistant Cable Socrot&ry.
assisted in drafting required forms,
particularly roan IK-2, and foi-rr;ulating
Cable Secretariat procedures for processing
T.D. 1 a.
25X1A
Chief, Forma Control, i anag-emont Staff.
o, ig}zf: the toletype dissemination 25X1A
forms. I11s work on these forme, done under
heavy pressure of other work, vas more than a
.major contribution to its success. It is not
too much to sroy ti at success in 25X1 A
developing the new form was absolutely vital
to effecting the new system.
of Reports Control, assisted in
developing T.D. forms, preF.E.rcd detailed pro-
cedures and instructions for their use,
consulted operating divisions and othor
organizational components relative to such
25X1A
procedures and instructions. His work on this
project, which was of a uniformly high caliber,
was a major factor in its successful completion.
5. Under the regulations governing the Employee Incentive progrsme,
those persons can receive no financial reward for their considerable role
in revamping the DD/P system for the dissemination of significant and
timely information. It is only.fair to say, furthermore, that they
desire no such reward. I believe, however, that all those listed in
paragraph 4. above, deserve some recognition for their achievement.
I recommend that competent authority place in the personnel file of
each individual named in paragraph 4 a statement setting forth the
part that each played in the establishment of the teletype dissemination
system.
GORDON M. STEWART
Director of Personnel
Approved For Release 2000/Q$11.,k (IA-RDP80-00832A000200090041-1
 Approved Fotelease 2000/08/15: CIA-RDP80083~:A000200090041-1,,
Evaluation of Employee suggestions 1376, 1847 and 1937, dated 4 April 1957,
submitted jointly b Chief, RZA4/RC, Cable See-
rotary an Chief, Records Management Staff
This final joint evaluation sots forth. in groat detail, and au .rizes the
past history in the dovolopxn nt and implementation of thoso suLgostiona.
It also suggests awards-to euggeotoro.
.Approved For Release 2000/08/15: CIA-RDP80-00832A000200090041-1
25X1A
25X1A
 CASE LETTIiREV TO MAVE
t+t^ k n.~ N01'Fr cnrlla, IF THEY ARE
' Approved For Release 2000/08 15 :.c1~9-RDPRn-nn ~ p?9,pq l I --
UIGCSTIO,N NUI-ISER
EVALUATION OF EMPLOYEE; SUGGEST I G l t;_71 1171 '
TO: r-ul rI IT I yr SI'CRi"TAI2Y . FROM:
I NCEN`f IVE AWAI~US COMM TTEE (~ '~L"'+(!~'t. (;;I1) IS' :iecrrI: (,rLri UL t'~ cI I VL
ACTION R}.:COMMI ND[ D
--- -`~ - 1. ADOPT FOR USE. (DATE' AIXIPTED
INDICATE ACTION 2. ALREADY IN EFFECT RUT Till " SUGGESTION MAKES ADDED CONTRIRUTI'ON. (SPECIFY PELOW)
RECOMMENDED BY 3. DISAPPROVED FOR ADOrTION.
PLACING ACTION A', ALREADY IN EFFECT AND NO PART OF THIS `;UGIESION MAKES"ADDED CONTR I RUTION.
NUMBER IN BOX 5. REQUIRE FURTHER STUDY. (EXPECTED DATE' OF CO'Ai'LETION
g. OTHER (SPECIFY RELJW)
7. REFER SUGGESTION TO --- -'-'--
(OTIifiR COMI'ONNVTJ
ONS I'OR pi I OM'lNDAT I ON
A
S
IE
r i ,Frterm.nntinn. All nnnivsia of the nnticiPntcd
l
iow,n
first yenr's snvings And/or other bcnrrltn5notrlcl nr i
hosed disposition of SAVIr11;5 ns (1} nilotir itt snviitE . (2) increnscd nntput nt anon cost o[ (3) IIf+4+Ilertion o
?oPitnins (ntnrlE hie value, such ns mnrnll,
i
on
resources invert to some other Accessory Activity, If :ul;grst
Rnt?ety, etc., picnic indicate the extent of the Aron which you tIiinlc the sugy^S 11011 will rlfiect, i.e.: the im
t if more spncr i needed.
h
l
i
ee
S
Olin
mellinto Area, office-wide, Agency-wide. Attach ndrlit
1. ,UT414NRY O? SUGGF3a'1.014B
Four nuE;gesters In t,hrc( suC esti.ollia ])r~l.os~ l i:iri~or rtiln c 1 in .;rterIO, p o-
cedures and forms. uccd by CIA to report nn:] c1 is,,ori:i.l)otc "hot" (:'i (:?n' f Leant null
timely) positive i.lttoll.igronce i.iifor;nation to tha iriteliiE e nc!"s 2o;wIll lti Ly.
3'(6 - (TAB A) - "1'hc:t al systc:n o~ ;it a taneous ptr f-
UGG)i8'I']:C)Id ff 1
.
a S
Pnr(:I=l3oiz o Tic:. ln3.nclry l)ir, ^cm .n~ 1 -I.o;ls nnI] L ,)11o:n1P,,,, be in i:tia=tl~tl .
through the use of an adart:nt?iorl of form 51-'IAA (Test), Du:Tl Pin ;ter
9
of
i'
c
u
( "snap-out" forln) . 'T'his would. repinde the current prc>c
requirin1; two seplrCite procecscs J .n the prer.-iralion of PDs trci
foll:owups : the f Lret on a di tt O Fin s ter, the sec and oil mul-t i.1it 1. Ir
b. SUf Gl, ;']'I:ON 1cI) 7 (`i'.f,J3 3)) - "... i,11c eliFI,Inlttcn of the ores nllt
r;c Lee 00 t eiici3etll1 oat LT'rr mu:'. t;i Lith CS fo1lDw Up:l oC I?( p:~r i;f;
llL
p
a :I.ready ti's 3emin(ntc(l in VD 'CCrjT:. ... arE;uFient!s in t.h is su ;:3ent ion
have thercl ore been aimed ct nil,st th:y reports ',sy3 celn as It pres --iltly
"
exists.
c. SUGG];:ST7(}T?1 PT .37 - (TAD C) "in th:a orit inn] t.Ypin;r of n FD, t
A s7pecia form be uiod For 1')s which 1,47)"M
n
7i
I,
.
r:
z>t ca.?
c3u.>,c::;L
provi(le for the pLocement wLt.hlTi rI prescribed iaren al L of the i lf'oz'-.
motion to be nulnknd out in tl.e preparation of' st) ri.l t?ecl c.op,i.es, or
U. would be Ly;.perl alt of the info no-', to be included on Lho stcl'i1.1:;,c.cl
2. R 11!') 1 DICES ('rA113 D)
a. 23 14anr. ?!55 FneFno i'roill Chief, lietcltr Control for Chief PI/ Allman re
Suggestion ;%? 1376-
G July 55 evaa].untion or SuggrentiCr;'
3.3 July 55 Comment t frOli; ,C
ji 1134 (.
,D/P/I','C no Sii;r~es tie-.l ?5X1 A
~f I CONTINUED ON NTT*CN`.0
BATE
14. April 1-957
Approved For R
.rr,RM_N0. 2'45
SIGNATURE Or -EVALUATING Ol'i'1CIAL (liP, nnmoand Fl-fle)
for :.i run-tur(!`.
lease 2000/0 ,; RDPa -0882A000200090041-1
REI'LACES FORM 37. 111AII p -n.4k~.. F411
-......~ ..iv 1117 I,acn-
1847 by Ch,e,', R'port-a3 Control.
 t * Rp
Us C it.".
Approved For Release 2000/08/15: CIA-RDP80-00832A000200090041-1
1937 CONTTT11TD
25X1A
Awards Committee, Subject: Su -;estion 41, 193(
f. Undated (Mar.-Apr. 56) Convent
Incentive Awards Committee re Suggestion:, 1;3)47-
. 17 May 56 Mcmo from C/FNi+3 re
manpower data as related to all thre nug;g;cst onr3.
d. 29 July 55 evaluation of Sugg;'2s tion 1937 by C/i'i/t
e. 1.9 Aug. 55 memo from Deputy C73b.te Sc_cretariat to Chairman, Incentive
25X1 A
2bX1A
25X1A
h. 28 Dec- 56 cvn, uation of all three. suggestions biY C/Records Mnn:igement
Staff .
i. 8 Jun 57 Memo for Record re conversation between C/imis 25X1A
an O&M Staff (I)D/:i ares).
Undated (compiled about 21 Jan 57) supplement Lu 20 D.ee. 56 RNS
evaluation, expla:Lnirxg computation of tangible sivin ;a. Preparaad
for Secretary, Suggestions Awards Staff by ~I'i 113. 25X1 A
Attachment to the Committee's 22 ,'ran. 57 brief.
k. 8 Feb. 57 memo from Commo, to Chief- OC.-S re suggestions
1376, 1Eli7 and 1937.
3. WItF N ADOPTED
The suggestions, though somewhat modifjed by the evalunti:, components, (TAB E)
were adopted in principle early in June, 1.0',6. The new proced ares, nyste-is an i forms
which finally stemmed from these suggestions have completely proved themselves
during; the past ei.g;ht months of actual operations which have lncluclyd both the Middle
East and the Hungarian crises. They are vastly 'superior to any previous mcthxis.
1}, OLD SYS'.C ,Id - DISADVANTAGES
Prior to June 1950, advanced and some Limars can'lcrr;ed ver,'lons oP ntl''nIr cmnt
and timely positive intelligence information reporLa were given p iortty hand11a;
and initial issuance as "11U" (Preliminary l)iseeiaini Lion) ihepo,rts. 0.':V3 F) li'or the!
most part, PDs were tcletylpcd for distributicn, ,primarily to the policy n,akin level.
of Government officials. A limited number o_C dittoed conrirm~ation copies, sons of
which were sterilized, were disseminated within CTA. These PD licliorts were then
followed-up as soon as possible (delnys rnar;h-t rni ,,e from several days or a we.k to
as much as several months) by a regular mnul.ti1ithed "CS" (Cla'ndestl.ae Services)
Report. Except for minor editorial improvements, occasional added comments, etc.,
CS Follow-up Reports rarely difrcred l;reatl_y-from the original PD Reports. A minimum
of several writings, editings and typi.ngs; an extensive teletype transmission;
separate ditto and multilith reproductions; and two distinct 1 disseminations within
CIA and.to the intelligence community were required by this PD -.CS Follow-up Syst:^nr.
Extensive and excessive duplicate mail handling,,, recciptings, readings, extractions
and filings were also required of both CIA and other intelligence community
personnel.
Approved For Release 2000/08/15-: CIA-RDP80-00Q32A000200090041-1
 Approved For Lease 2000/08/ ' ".~ rA-RDP8O 832AOOO2OOO9OO41-1
SUGGESTION ;% 1376, 119+',', 1937 CONTINUED
5. NEW SYSTE14 - ADVANTAGES
Since adopting the new "TD" (Teiet?,rpc I+ir,sctiinntion) System stimulated by these
three employee suggestions, the reporting York lo-rnl has boon cut almost in hai.f.
(TAB ~G) A considerably curtailed teletype tr ansmi:ssion, suppl^niented or suplanted
by a single, raor.e extensive (dig-,toed ori,c;Lnally, now multilith':!(I) hard. copy
dissemination by Cable Secretariat, now suffices Lo get this "Hot" informntiori
reported to the policy making and all. other vorh:i_n levels of ',bite intelligence
community in ct timely manner. Unnecessary an i lut) Licat.c handl'ing , rend ings,
extractions, 1'ilin#ga and references are elimina t.e,i . Backlogs of routine CS reports
have been reduced and better quality finished intelligence reports are now be Lng
written with corresponding, improvements in customer services. 'Reports OL'ficero now,
have more time to devote to such essential and so,:ietimes p-,?eviously neglected,
Intelligence Officer functions as: 'developing requirements, directing field
collection efforts, and providing guidance to field, personnel In producing more
pertinent, accurate and complete reports.
6. SUGGESTED AWARDS
Because all. three of the surgnotions area mo closely re .ateQl and all treat,
with ways and means to riiFrotie f.TT ta< y 7L c:r r i tion of pZni or r'T(ior they
rove been hnn i.Lc ~el.nr c. by all p Lave I in portant par '1;s n evcl.oprret;
of the present TD SSyst-em 7j ti9out the contrii>utlor,s of any one of then it is
doubtful whether the system would lrc n eff'eecttive, as it now is, or if there would
even be a new TD Reports Dissemination Systeem. Erased on the following tangl,bie
savings and intangible benc tits a package award of $11,230-00 is rccomr:-ended.
Suggested apportionment is also indicated.
a. SUGG'liSTIOIIS 3.3'rC acrd 11'47
l'un,;.iT 1c' ~,rvin, ;s = ~ or,~plete eliu:ination of all follow-up CS
reports to iniL.i.aJ. I'D reports resulted from', adoption of these
suggestions. This will prevent Issuance this year (June 5(-
June 57) alone, of more than 0,000 such f oldow-ups which would
have required the expenditures of more tharl! 5'j,000 man hours
of DDT report-. personae), tine valued at approximately
$150,000.00. Recomn:eend.cd AwarLl - ,1,775.00.
(2) Intangible Benefits - The intangible benefits stemming from
esc suges ionsy affectinry.us they do, not only CIA, but the
entire intelligence commmunity, are quite obviously and definitely
in th
bli
i
t
t
h
-
n
o
e pu
c
n
eres
t
roughout
the
ati
n and beyond.
Benefits are considered to be IsX(IMPTIONAL an a of GENERAL
APPLICATION. Recommended Award - $10,000.00
(3) Recommended Apportionment -
To the originators of 1.37( - , "P-5.,387-50
To the originator of /f- 18IIt7 5,387.50
Total - $10,775.00
Approved For Release 2000/08/15j-CIA-l QP{{{5yyyy8 700832AO00200090041-1
 Approved For eelease 2000/08/15: CIA-RDP80- 0832A000200090041-1
SUGGESTION - 1376, iBli~7, 1937 CONTINUt;D
b. SUGGESTION /7 1937
Miil(i not as signi.ficrant as. Su&,est.i()rn 1.3;6
~
an-'I
`all(rf;c.,tion ].937 lit?-vertheless tteu lyin with, tznd helps
make possible the most oUectii. c renli7,atior~ of the myriad
benefits of the other two sut;t;cctions. It ica(l to the r1e elop-
ment of the three '.rD Formo (`TAD ii) which now', malse possible the
preparation and issuancrr of TD,,; as a standtsr'd 2-part docurent.
Form 11;-2, "`Transmittal o '-L'e]_etyped Infortinti.on Report"
contains only the ini'orina lion ti:h.ieh Is not to be dis:serni.rieted
outside CIA, while Lhc :aecond part of the TO, Form 11: "Tole-
typed Inforu:ation Report and Its 'Continutai;ion Sheet, leorm 1k-l,
contains only the :inforina Lion i,hich inay be disseminated to the
rest of the i.nt,plli.pence cor,zmurity. This valctly simplified
sterilization procedures, both for Cable Sccretzarint and all
other A , . offices which arc authori .ccl to, dicserninate
sterilized TDs to non CIA customers. ?I'anrib'ly, Cable Secretariat
will cave annually 624.( ratan hours of GS-4 typing and repro-
ductLon ISersonne1. labor v:zluccl at $1,024.31 .', 1ecomuenckd
(2) Intnn,,-Jb1e Benefits - Bone fits arG consi6.e'red to be MODERATE,
w M-(EiTi I7 L A CATION. :Recommended .Award - : 400.00
(3)
Recommend that the total award of $455.00 be given to the
originator of Suggec on 1,)p.
Total Award-
8 Attachments
Tab A - Suggestion 1376
Tab B - Suggestion 1847
Tab C - Suggeotion 1937
Tab D 12 References:,
Tab E - Memo from Director bf Personnel
(Former Chief of Foreign
Intelligence)
Tab F - Old Procedure
Tab G - New Procedure
-Tab H - Forms lk, lk-1 and lk-2
25X1A
-4-
Approved For Release 2000/08/15: Cl R.QF 0-00832A00020009004.1-1