SUGGESTION NO. 1989

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-00832A000200100010-3
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 2
• Document Creation Date: December 9, 2016
• Document Release Date: July 20, 2000
• Sequence Number: 10
• Content Type: SUMMARY

Approved FQ Release 2000/08/15: CIA-RDP8&00832A000200100010-3
CIA INTERNAL USE ONLY
Suggestion No. 1989
A. Summary of the Suggestion:
The suggester proposes issuing a regulation requiring
offices desiring changes in memoranda or letters which have
been typed for the "final" time to utilize the staff of the
changer rather than the. staff of the originator.
B. Summary of Evaluation:
From, the Chief, Records Management Staff :
"The suggester recommends issuing a regulation requiring
that, when a reviewing or signing official desires a change in
correspondence, it shall be the responsibility of his staff to
rewrite or retype the paper rather than that of the originator's
staff. There are differences of opinion on this point. Some
individuals feel as the suggester does that such a requirement
placed on reviewing and signing officials would discourage them
from requesting changes which result in improvements too minute
to justify the additional rewriting or retyping. However, others
feel that often there is good cause to return a paper to the
originator for reworking. They feel that whether the change is
a major or minor one, th.is.is the only way the originator can be
schooled in completed staff work or learn the particular language
or writing style his superiors consider acceptable.
"Regardless of opinions as to where lies the responsibility
for making a change, two points seem quite clear: (a) A regulation
is not the appropriate medium for attempting to correct this
problem. There is no may to clearly define when a change should
be made and, if so, by whom. (b).Regardless of who shoulders the
burden for making a change, there rill be no savings in maniower,
merely a shifting of workload.
"We feel that a more sensible attitude toward changes could
be encouraged by publicity. We have therefore submitted for
publication in the October issue of the "Personnel Information
Letter" an article entitled "Is Rewriting or Retyping Always
Necessary?". This article encourages officials to judge the
adequacy of correspondence on the basis of common sense rather
than on trivialities or personal preferences.
"Unfortunately, the "Pe:rsonnel Information Letter" is the
only existing appropriate publicity medium having extensive
headquarters--wide distribution. An Agency publication would be
more appropriate. However, we feel that distribution of the
"Personnel Information Letter" is extensive enough for initial
Approved For Release 2000/08/15: CIA-RDP80-00832A000200100010-3
 Approved For Release 2000/08/15: CIA-RDP80-00832A000200100010-3
CIA INTERNAL USE ONLY i4d
Suggestion No. 1989 (Contrd)
publicity on this subject. Of the 525 copies distributed t.n
key administrative personnel, about 200 are sent to head-
quarters elements outside the Office of Personnel.
"Since the suggester has pointed up a problem which we
have taken steps to correct we recommend that she be granted
a minimum award based on intangible benefits."
C. Recommendation of the Fxecutive Secretary:
10 based on intangible berief'its.
Approved For Release 2000/08/15: CIA-RDP80-00832A000200100010-3