ANNUAL REPORT RECORDS AND SERVICES DIVISION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-01826R000100100024-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 16
• Document Creation Date: December 22, 2016
• Document Release Date: June 26, 2003
• Sequence Number: 24
• Content Type: PERRPT

Approvi jFor Release 2003/08/04: CIA-RDP80Qr1826R000i 100024-8
Approved For Release 2003/08/04: CIA-RDP80-01826R000100100024-8
 pprove or Release 2003/08/04: CIA-RDP80 26R0000100024-8
ANNUAL REPORT
RECORDS AND SERVICES DIVISION
Section 1. Major Accomplishments and. Significant Development
During Fiscal Year 1958
A. Central Processing Branch Page 1
B. Transactions & Records Branch Page 3
C. Statistical Reporting Branch Page 5
Section 2. Objectives for Current Year and. Status of Current
Program
A. Central Processing Branch Page I
B. Transactions & Records Branch Page 1
C. Statistical Reporting Branch Page 3
Approved For Release 2003/08/04: CIA-RDP80-01826R000100100024-8
 Qpprov or Release 2003/08/04: CIA-RDP8& 826R00%100024-8
S
E
c
T.
Approved For Release 2003/08/04: CIA-RDP80-01826R000100100024-8
 Approved For Release 2003/08/04: CIA-RDP80-01826R000100100024-8
`wf Nw
SECTION 1. Major Accomplishments and. Significant Developments -
1 July 1957 - 30 June 1958
A. Central Processing Branch
1. The Management Staff conducted, a survey of CPB to determine
the advisability of reorganizing the Branch to combine personnel and.
travel functions. Colonel White later conducted, his own survey and. it
was concluded, that CPB would remain as existed., with separate per-
sonnel and, logistics functions and. career services. This was again
followed, by a team survey consisting of members of the Office of Per-
sonnel and. Office of Logistics. Again, the points of independent fields
were emphasized, and. it was recommended, the personnel duties be
handled. by Personnel careerists, while travel functions performed, by
Logistics careerists. Personnel careerists in travel functions would,
either be reassigned. or change career designations. This has been
accomplished. and, the Branch now consists of six personnel technicians,
five travel technicians, four finance technicians, plus a logistics courier
and. personnel secretary and, clerks.
2. The new year found. CPB engaged, in the monthly Support Exhibits
and, although colorful and, pleasing to behold., the true functions of CPB
were never really grasped, nor sought for by the observers. We are
grateful to the commercial carriers for their generosity in furnishing
us with the display material. However, we achieved, little success in
portraying the official CPB.
3. A revision and, expansion of the processing brochure was com-
pleted. and. we look to an early printing. It will be formalized. into a
printed. brochure to include information on insurance, State income taxes,
overseas 'benefits, etc.
t 2 V- &I
mm-Um PT
Approved For Release 20 . A-RDP80-01826R000100100024-8
 ;approved- Release 2003/
DP80-06R0001 W0024-8
5. The Branch was consulted. by Management Staff and, engaged
in several meetings on the revision of the present travel order form.
The revised, form, soon to be published., should. offer concise and. per-
tinent information. From CPB's point of view, it is indeed. an improve-
ment over the current form.
6. We have instigated. a program of debriefing Support Officers
returning to Headquarters on the current living conditions at their for-
mer posts.
progress in receiving authority from the various Divisions for the ad-
vancement of their funds to travelers. With the blessing of Chief,
Finance Division, the Branch has approached. the Divisions with the
request that CPB be allowed. to complete the Request for Advance of
Confidential Funds for the traveler so that he may proceed, directly to
the Disbursement Office to receive the advance without returning to his
Division for approval. To date, EE, WE, FE, WH, NEA, Commo and.
Audit have provided, us with the requested, authorizations. Meetings to
accomplish the same with SE, SR and. TSS have been scheduled.
8. The Branch continues to be active in briefings and. lectures for
the benefit of Agency employees and. their dependents who are proceeding
abroad.. The substance of the briefings touches upon what is involved. in
one's processing for overseas; the advisability of insurance on house-
hold, effects stored, and. shipped., automobiles, etc; and, if a particular
area is involved., the general living conditions, includ.ing housing.
9. Personal contact with commercial carriers has been maintained,
frequently, either by visits to their offices or by luncheons. The d.egree
to which the carriers will go to satisfy Agency requests is indicative of
the fine relationship which exists. The Branch takes justifiable pride in
the extent to which the carriers will go in our behalf.
10. The year also witnessed, a fair share of personnel turnover. In
all, twenty-four changes became history, supporting an actual manpower
T/O of twenty-three. Of the total changes, twelve were reassignments;
eight assignments to the Branch; two assigned. out, then returned.; and,
two assigned, in, then out. In spite of it all, the continuity and, integrity
of the Branch were maintained, to offer the following performances:
Approved For Release
 AApprove or Release 2003/OW 4 CILRDP80-% '16R000 100024-8
25X1
B. Transactions and, Records Branch
1. The project of verifying the Service Computation Dates of all
staff employees for leave and, retirement purposes was effectively com-
pleted.. A few employees remain whose SCD's have not been verified
due to their cover status which has precluded, obtaining official records
from the former employing agency.
Approved For Release 2003/08/04 3 C1A-RDP80-01826R000100100024-8
 _A, pproved - Release 2003/ 4
' it DP80-0j&6R000100100024-8
29L 1 If W
3. The use of Flex-o-writers for the preparation of Form 1150,
Notification of Personnel Action, for personnel actions on staff em-
ployees was initiated.. Under this system, a tape with code-punched.
information is utilized, to reproduce automatically that portion of a
personnel action which repeats information contained. in the previous
personnel action. Simultaneous with the preparation of the current
personnel action, the Flex-o-writer automatically prepares two new
tapes: one for use in preparing (a) a fan-fold. of Form 1152, Request
for Personnel Action, which will be used, by the organizational com-
ponent in the future to request the next action, and. (b) a portion of
such subsequent personnel action on Form 1150. The second. tape re-
tains only selected. personnel data on the employee; this tape is fed, into
a special machine which reproduces automatically an IBM card. to be
used. by Machine Records Division in compiling desired personnel in-
formation. Inasmuch as the Flex-o-writer system was not initiated.
until September 1957 and. a Flex-o-writer tape is only in connection
with a requested. personnel action, the current coverage of staff em-
ployees und.er the system is approximately 65 percent of the total.
4. A project of coding the history of Agency employment prior
to 1954 for each employee was initiated. and. effectively completed.
Beginning January 1954, information contained, on each personnel
action was encoded, for history purposes, and. such encoding has con-
tinued, to the present. In order to have a complete record, of Agency
service, however, it was necessary to review the files of each em-
ployee who had. service prior to 1954 and, to encode each personnel
action.
5. A control of selected, dispatches between field. stations and
Headquarters was established. A dispatch initiated, by a field station
on a subject relating to Agency sponsored, insurance, hospitalization.
casualty claims, or Credit Union carries the indicator
Any dispatch so indicated, is routed. directly from Records Integration
to the control point within the Office of Personnel, for subsequent
routing to the action component. A dispatch initiated. by a component
within the Office of Personnel to a field, station is routed. through the
control point to the Area Division having jurisd.iction over the field.
station concerned, for release. It is anticipated, that this system will
result in more expeditious handling of correspondence between the
field. and. Headquarters on items of a ature.
Approved For Release 2003/0T4 : CIA-RDP80-01826R000100100024-8
25X1
25X1
25X1
 ApproveUor Release 2003/08/ P80Q26R00040100024-8
6. Three major revisions to internal procedures were initiated, in
ord.er to more effectively maintain adequate personnel records.
a. The reporting of "in casuals" and, "out casuals" was dis-
continued.
b. A tickler file on employees who will become subject to
mandatory retirement within the next ten years was established..
As an integral part of this file, a schedule is established for
each employee to insure advance coordination with Benefits and.
Casualty Division and, with the Civil Service Commission when re-
quired..
c. A tickler file was established, to reflect the due d.ates of
Longevity Step Increases for each' employee who was at the top
step of his GS grade as of 31 October 1957.
C. Statistical Reporting Branch
1. During Fiscal Year 1958 seven hund.red. and, fifty recurring
reports were prepared. and, forward.ed, to organizational compo-
nents.
2. Numerous special reports were also prepared., such as the
following:
a. Machine Reports
1) A roster of Agency staff personnel currently working
in the scientific and, medical fields and, all other Agency per-
sonnel with degrees in those same fields, for use by C/POD
in determining those eligible for the pay raise authorized, such
personnel.
2) A tabulation of Clandestine Service Career Service,
GS-9 through GS-13, staff personnel indicating by panel d.esig-
nation the headquarters and. field. distribution for SSA/Pers.
3) A tabulation of true separations of staff personnel in
selected, GS grades during the third, quarter of 1957 for the
Director of Training.
-5-
Approved For Release 2003/08/ P80-01826R000100100024-8
25X9
 Approved fop Release 2003/08/04 - P80-01R00010Q00024-8
4) A tabulation of the number of secretarial positions in
the DDP Group by geographical location at the request of C/PED.
5) A roster of Agency field positions and, staff personnel
arranged. by country and. city location for Chief, Mobilization
Staff .
6) A tabulation for the Career Council designed. to reflect
group ceilings if all Support type positions were assigned. to the
DDS Group, all Clandestine Services positions to the DDP Group,
and. all DDI type positions to the DDI Group.
7) A tabulation of ORR staff personnel indicating the age
and. grade of clerical personnel as compared, to those at the
professional level for AD/RR.
b, Manual Reports
1) A series of projections for D/Pers indicating the change
in Agency .strength which would result from altering the influx
of personnel into the "in-process" pipe line.
2) For the Chief, Budget Division, Office of Comptroller,
a projection of Agency strength for fiscal years 1958 and. 1959.
3) A tabulation of Agency T/O ceiling and. on duty strength
by departmental and, field between 1950 and. 1958 for use by the
Inspector General in connection with Congressional briefings.
4) A projected supergrad.e retirement schedule for the
years 1958 to 1962 for use by the ExO/P.
5) A report for D/Pers indicating the estimated. cost to
the Agency which would. result from the adoption of certain
proposed, retirement plans.
c. Graphic Presentations
1) A graph for C/Budget Division indicating the projection
of Agency strength, EOD's, and, separations between 1 August
1957 and. 30 June 1958.
Approved For Release 2003/08/04: C]AAMMO-01826ROO0100100024-8
...
 Approved F, Release 200310 RDP80-01' $R00010W0024-8 hTZ"
2) A series of graphs depicting GS-12 and, above separation
rates, age distribution, and. relative strength as compared, to
other Agencies for use by D/Pers in briefing the DDCI.
3) A graph depicting the projected. strength, ceiling and,
the on duty figure on a weekly basis for use by D/Pers and.
C/RSD in determining how the Agency strength compares to
the projected, ceiling.
4) A series of charts for use by D/Pers in connection
with briefings concerning the distribution of Agency super-
grades.
5) A series of charts illustrating the Agency mobilization
plans, for use by C/Mob Staff.
6) Charts showing the various steps in the processing of
personnel actions by the Flex-o-writer method., for use in the
Support Exhibit.
7) A series of charts depicting the workings of the pro-
posed, Staffing Development Complement Concept for use in
briefings on this subject by C/POD.
8) Several charts summarizing the workload, of the
Qualifications and. Analysis Branch for C/POD.
3. During the period. the Branch has monitered, the projection of
personnel actions under the new semi-automatic Flex-o-writer system
for cutting such actions and. recommended. modification of the system
to eliminate the problem areas.
4. Arrangements were made with the Office of Training and the
Machine Records Division for recording all OTR training records on
punch cards, thus enabling the Office of Personnel to incorporate into
its personal qualifications punch card, record.s this valuable data which
previously had, been missing from OP records.
5. A continuing study was made during the fiscal year of the re-
porting requirements of the various organizational components through-
out the Agency serviced. by this Branch. As a result of this study, the
number of reports distributed, during the year was reduced. by approxi-
mately thirty-eight percent (from 3652 to 2183) by consolidation, re-
ductions in frequency and. elimination of obsolete reports.
Approved For Release 2003/08!M-: -FIDP80-01826R000100100024-8
 A,pprove,Wor Release 2003/08/04: CIA-RDP8026R000100024-8
6. In order to more closely monitor the Agency ceiling strength,
a manual daily and, weekly strength reporting system was established,
to supplement the monthly machine report of strength. Daily strength
reports are sent to the C/RSD and. weekly reports go to the DDS and.
to the D/Pers. Starting in December 1957 this manual system had
been used, to produce a preliminary end-of-month strength report within
two working days after the end, of the month, for distribution to the
Inspector General, the DD/S, Comptroller, D/Sec, D/Trng, C/Mgmt
Staff and, the D/Pe r s .
7. A file was established, of all visual aids produced. for use by
the Office of Personnel. As an aid, in using this file, the Director of
Personnel has been provid.ed. with a book of photographic reproductions
of these charts to simplify selection. This Branch was assigned the
task of maintaining this record. on a current basis and. also providing
any additional visual aids that may be required..
Approved For Release 2003/ DP80-01826R000100100024-8
 ApproVd or Release 2003/08/04: CIA-RDP8i626R00 1(p100024-8
Approved For Release 2003/08/04: CIA-RDP80-01826R000100100024-8
S
E
T.
 Appro For Release 2003/08/04: CIA-RDP89.Di 826R00 0100024-8 to ft IN
A. Central Processing Branch
1. Before Fiscal Year 1959 has progressed. too far, we hope to
implement a procedure which would. permit Agency personnel and. their
de end.ents to apply for passports at CPB.
2. In addition to the brochure to familiarize potential travelers with
the terminology and, procedures of their overseas processing, we plan to
compile information of interest to the headquarters returnee. This would,
include their changing to vouchered. funds and, what it involves; i. e. , mak-
ing their own credit union deposits, insurance payments, etc., submission
of travel voucher; their Home Service Transfer Allowance, if applicable;
temporary lodging allowance; household. effects and, how to reach those
stored, and. shipped.; and finally, the facilities which Employee Relations
Branch offers.
3. With the expected, birth of passenger jet travel during the new
fiscal year, we are constantly alert to all programs and. information
concerning jet travel. It is imperative that CPB technicians become
familiar with the aspects of jet travel as they affect the individual pas-
senger, so that they may impart their knowledge to Agency travelers
utilizing jet aircraft.
1. The Official Personnel Folders on employees carrying a Clan-
destine Service Career Service d.esignation will be physically segregated,
from the consolidated. files and. moved, to Room 2108 L Building. This
new location (already obtained. is for the purpose of making the personnel
files even more readily available for use by elements within DD/P. The
maintenance of the CS/CS personnel folders, although physically carried
on within the DD P area, will continue to be a direct responsibility of
Trans aApgrigveq,c eb e ,Q({04 : CIA-RDP80-01826R0001p00100024-$
25X1
-0E$TUEI
SECTION 2. Objectives for Current Year and Status of Current Year
 Approved ForR lease 2003/08/0 :CIA,-I 80-018261r1i0010010G4-8
2. The program of the preparation of Flex-o-writer tapes (to be
used, for the preparation of-Notification of Personnel Action) for each
staff employee will continue. It is anticipated. that 100% coverage will
be attained. during this year.
3. In accordance with a recommendation from the Management
Staff and, approval of the Director of Personnel, open-shelf filing equip-
ment will be substituted. for a portion of the five-d.rawer cabinets cur-
rently used. to house the Official Personnel Folders. The open-shelving
will be on a "trial" basis for approximately 10 months, in order to as-
certain whether cabinet storage or open-shelf storage is more feasible
for the 17 activities.
4. With the advent of a "negative" certification as to conduct and.
service in connection with granting of Periodic Stef Increases, a re-
vision will be made in the procedure for preparing the PSI notification
forms. Under the contemplated. revision, it is anticipated, that the
services available through Machine Record.s Division may be more
fully utilized., thereby reducing the volume of work within the Position
5. Upon implementation of the revised. Fitness Report form and
schedule of preparation, a revision will be made in the procedure for
preparing advance notification to operating components of Fitness Reports
due. Utilizing services which will bec-ome available through the facilities
of Machine Record.s Division, the manual preparation of listings by the
can be eliminated,. Also, a curtailment of list-
ings of d.elinquent Fitness Reports is anticipate will materiall . which
reduce another area of work-volume within the
6. All terminated, employee files for the year 1956 will be screened,
and. forward.ed. to the CIA Records Center. Also, a continued. screening
of applicant files will be made, in order to either destroy or retire those
files on ind.ividuals whose qualifications do not justify encoding for ready
reference.
7. Plans are currently under way to develop a systematic method.
of d.eleting from personnel folders any documents which have outlived,
their usefulness. Implementation of such procedures will result in a
savings of storage space and. will facilitate any review of the file. It is
anticipated. that a screening of the personnel fold.ers will be initiated,
during this year.
25X1
Approved For Release 2003/08/04
6R000100100024-8
Pff
 Approved For=ease 2003/08/ 80-018291ip0010010(4-8
8. From the standpoint of volume of work-production, it is an-
ticipated that Fiscal Year 1959 will compare favorably with Fiscal
Year 1958. Accordingly, the statistical recapitulation of major ac-
tivities during FY 1958 should. reflect a representative forecast of
volume for the forthcoming year.
C. Statistical Reporting Branch
1. A review of all statistical data currently being compiled, to
determine their applicability und.er the staffing development comple-
ment concept will be made.
2.. Completion of the IBM Personnel History project is planned.
which will provide a punch card, record. of all personnel actions effected.
on Agency staff personnel who were on duty on 18 September 1947 or
who entered. on duty subsequent to that date.
3. A series of studies will be prepared from the completed. IBM
history file designed. to provide the Director of Personnel with such
personnel management tools as:
a. Distinctive qualifications of staff personnel who leave the
Agency in less than one year.
b. Typical qualifications of staff personnel who show an above
average promotion history.
c. At the professional level, the length of service, promotion
rates, separation rates, and. average grades of generalists as com-
pared. to specialists.
d.. What correlations there are between college majors of
staff personnel and, their length of service.
e. Distinctive qualifications of clerical personnel who remain
with the Agency three years or more.
4. With the establishment of a complete IBM history file, it is planned,
to place far greater emphasis on statistical analysis of personnel data than
has been possible up to the present time. It is expected. this history file
will be ready for use as an analysis tool in November.
Approved For Release 2003/08/04: 0- R000100100024-8
 App~:ved Foy- please 2003/08/04. 0-01 826 Q0010010Q 4-8
5. Modifications of the Branch operating and, reporting procedures
are planned, to fit into a personnel statistical reporting system that em-
ploys EDP rather than EAM equipment.
-4-
Approved For Release 2003/OA 01826R000100100024-8