SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-00832A000300040010-9
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 8
• Document Creation Date: November 17, 2016
• Document Release Date: August 14, 2000
• Sequence Number: 10
• Publication Date: March 30, 1960
• Content Type: SUMMARY

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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 60-460: dated 30 March
STATINTL , GS-7, Fiscal Account Assistant
Fiscal, Compt., DD/S
A. Summary of Suggestion
Suggester proposed a revised procedure for the control and month-
end balance of reciprocal accounts of'concern to both Fiscal Division
and Finance Division. "Reciprocal accounts" are those which appear on
books of two separate offices. These accounts apply in the Office of
the Comptroller because Fiscal Division receives all funds from the
Treasury Department and then in turn transfers to Finance Division the*
necessary amounts for UV activities.
Fiscal now sends documents in batches (accompanied by a summary
sheet throughout the month) rather than individually. Finance had been
checking off each document as received.
It was not practical to adopt the suggester's exact proposal.
In the old procedure, once these reports had been processed in
Finance Division, a machine report showed which voucher had been posted.
When these machine lists were put together, it was found that they were
duplicated by Fiscal. Now Finance checks with Fiscal first to determine
if the totals agree; if they do not, they are checked.
The suggester stimulated action taken to eliminate extra typing.
This action discontinued typing the end-of-the-month report. This
suggestion saves one day a month at a GS-5 level, at an annual saving
of $200.00.
B. Summary of Evaluation
1. Comptroller's office revised the procedure in the month-end
reconciliation of reciprocal accounts so as to eliminate the typewritten
listing of items processed by Fiscal Division.
2. Revision in accordance with the exact proposal in the suggestion
was not feasible as it created as many problems for Finance Division as
it solved for Fiscal Division. However, the suggestion did point up
the area of procedure the needed improvement. As a direct result of to
this suggestion, the particular problem was solved.
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SUGGESTION NO. 60-460 (Continued)
C. Recommendation of the Executive Secretary
1. Not in line-of-duty.
2. $25.00 Award based on Intangible Benefits (Slight-Limited)
D. Decision of the Chairman
STATINTL
Chairman
Suggestion Awards Committee
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SUGGESTION NO. 60-503: dated 25 A ril 196?
STATINTL GS-14, Intelligence Officer
CA, DD P
A. Summary of Suggestion
Suggester proposed that a map showing routes and stops be posted in
each shuttle bus and at each building exit. This practical improvement
would eliminate wasted time, discussions with the drivers about stops and
would improve morale.
Be Summary of Evaluation
Because of this suggestion, the Agency shuttle bus schedule has been
reprinted to include a strip map which indicates the basic routes and
stops of the shuttle buses. The schedules are available in all adminis-
trative offices and the map section of the schedule has been placed in
each Agency shuttle bus.
C. Recommendation of the Executive Secretary
1. Not in line-of-duty.
2. Certificate of Appreciation.
D. Decision of the Chairman
STATINTL
Cha i'rman
Suggestion Awards Committee
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
STATINTL
SUGGESTION NO. 60-517: dated 3 Ma 1960
, GS-8, Admin. Assistant
EE, DD P
A. Summary of Suggestion
Suggester proposed widespread publication of the internationally
accepted phonetic alphabet. Many people use their own phonetic language
because they are not familiar with the standard, tested and revised
international version. It is usually harder to understand their pho-
netic language than the original letter. The international alphabet
was approved by the I.A.O.
B. Summary of Evaluation
This idea was incorporated in a promotional device used by the
Suggestion Awards Staff. (The alphabet to be printed on one side of
a 2" x 3" card) and an ad for the Suggestion Awards Program on the
other side.) A sampling of many staffs indicates that these cards
would be welcomed. The DD/P coordinator categorically stated that
these alphabet cards should be made available to all Agency personnel.
C. Recommendation of the Executive Secretary
1. Not in line-of-duty.
2. $25.00 award based on Intangible Benefits (Slight-Limited)
D. Decision of the Chairman
STATINTL ") Wk 1-1
Chairman
Suggestion Awards Committee
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 60-536: dated 16 Ma 1960
STATINTL , GS-6, Admin Assistant
DD I
A. Summary of Suggestion
Suggester proposed that a kit be prepared for use by Records custo-
dians. It was suggested that this kit contain an organizational outline,
purpose and use of Records Control Schedule, a description of the ser-
vices available in the Records Center and complete instructions for re-
tiring to, and retrieving material from the Records Center. Appropriate
pamphlets and notices put out by Records Management Staff would also be
included.
B. Summary of Evaluation
Although other components declined this suggestion, claiming it was
not needed in their areas, OCR has adopted it. Because Records Manage-
ment activities have been decentralized to a large extent, each division
in OCR has at least one person who needs an accurate, detailed knowledge
of procedures. Several people are involved part-time in the Records
Program and this kit facilitates the training of new people and provides
a permanent and individual guide to procedures.
This suggestion also prompted RMS to send a memo to all Agency ARO's,
reminding them of the handbooks and other material which they should have
handy at all times.
C. Recommendation of the Executive Secretary
1. Not in line-of-duty.
2. $15.00 Award based on the Intangible Benefits (Slight-Limited)
or a Certificate of Appreciation.
D. Decision of the Chairman
STATINTL
Award
Chairman
Suggestion Awards Committee
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 60-600: dated 28 June 1960
STATINTL , BNB-109 (GS-8 level) Mechanic
OL, DD S
A. Summary of Suggestion
Suggester proposed an improved trash box; fireproofed, lined with
metal, top hinged and large enough to accommodate all the trash. The
advantages listed are:
1. Fireproof construction.
2. Top hinged side, provides easy removal, without danger to the
operator.
3. Washable interior surfaces, for sanitary purposes.
4. Size will accommodate most collection areas, without having
an over-flow.
5. Size is easily transported with available materials handling
equipment.
STATINTL
STATINTL
STATINTL
STATINTL
Suggester estimated that some twenty boxes were needed at
alone; and that the pruchase price is about $6,000, while the sug-
gested boxes, constructed by personnel, would cost approxi-
mately $1,487.20.
B. Summary of Evaluation
modified the suggester's original model by providing
a more complete fireproof feature and O L recommended an award in the
slight-limited category. However, the Records Center also needs a trash
box of this design, but smaller; the hinged side and metal liner will be
of distinct value to them.
Other Depot areas using disposal units will also adopt this sugges-
tion as applicable.
C. Recommendation of the Executive Secretary
1. Not in line-of-duty.
2. $25.00 Award based on Intangible Benefit% (S~ight-Limited)
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airman
Suggestion Awards Committee
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 61-231: dated 30 November 1960
STATINTL
A. Summary of Suggestion
, GS-6, Admin. Assistant
Suggester proposed the design and use of a larger size window-
type envelope for dissemination of Clandestine Services Reports from
"V Building Reproduction Plant; also, that something be done to
avoid destroying the used "regular" manila envelopes.
B. Summary of Evaluation
There is a larger size window envelope, (Multi-purpose Envelope,
size 10" x 16"") already in the system. There would not be any waste
if these envelopes were used. Though this suggestion was not adopted
as presented, it did spark an improvement which will eliminate the
use of approximately 10,000 envelopes in "K"" Building Reproduction
Plant with an estimated annual savings of $200.00. Actually, as a
result of this suggestion, Records Management Staff persuaded Repro-
duction to send material which is destined for It 3, K and L Buildings
with a buck slip attached instead of an envelope.
C. Recommendation of the Executive Secretary
1. Not in line-of-duty.
2. $25.00 Award based on Intangible Savings (Slight-Limited)
STATINTL
Chairman
Suggestion Awards Committee
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 61-298; dated 10 Januar 1961
STATINTL r:Q_rl T..__ -
A. Summary of Suggestion
Suggester modified Form 640 (Case Control) by adding two carbon
copies to the ditto master.
The old procedure was as follows:
a. Permanent record and monthly tickler were typed
(original and one) and retained.
b. The ditto master was typed, reproduced, and several
copies sent to several stations in the Field.
Now at the Suggester's desk, the typing operation is cut in half;
there is only one typing of the information on one form (ditto master
and two record copies) instead of two typings on similar forms. The
added information needed on the permanent record and monthly tickler
are added by pencil.
B. Summary of Evaluation
Form 640b was adopted in June, 1960 and is in use. It has eliminated
the duplication of effort on suggester's desk as well as on a similar
activity in her office. The suggestion saves 260 manhours per year by
reducing the processing time of two clerks in the Investigation Branch
of OS. Total Tangible Savings are estimated to be $559 per annum.
C. Recommendation of the Executive Secretary
1. Not in line-of-duty.
2. $25.00 Award based on the Tangible Savings.
STATINTL
Chairman
Suggestion Awards Committee
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