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-RDP80-01826R000100120022-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 5
• Document Creation Date: December 9, 2016
• Document Release Date: March 30, 2001
• Sequence Number: 22
• Publication Date: June 30, 1961
• Content Type: REPORT

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RECORDS AND SERVICES DIVISION
ANNUAL REPORT OF PROGRESS
AND
PROJECTED PROGRAM PLANS
I. MAJOR ACCOMPLISHMENTS AND SIGNIFICANT DEVELOPMENTS -
1 July 1960 - 30 June 1961
A. Central Processing Branch
25X1 C
25X1 C4a
2. Attached, statistics indicate a slight decrease in Branch activity
insofar as the actual movement of foreign travelers is concerned. However,
added, paperwork and. responsibilities (such as scheduling additional briefings
outside the Office of Personnel by Branch personnel, and continuing the pro-
cedure established. in February 1960 of our procurement of 1 C4a
NME left few idle hours. Fiscal YeaNrW brought an
increase of approximate y 19% in domestic reservations and assistance over
the previous similar period.
1. A completely revised, system of preparing Form 1150, Notification
of Personnel Action,was installed. during Fiscal Year 1961. From the first
month of the use of RCA 501 computer methods (October 1960) until the final
conversion from IBM in February 1961, it was necessary to operate a dual
system in order to cross-check data fed, into the computer and work out the
anticipated, problems. In relation to this conversion, it was the Branch
responsibility to prepare a Handbook to implement the procedures relating
to Form 1152, Request for Personnel Action. Following the final printing of
25X1A Handbook , instructions contained. therein were emphasized, by briefings
conducted. for key groups of all components who would be directly responsible
for the initiation and. processing of Forms 1152.
2. Several improvements have been made in File Room equipment and,
procedures thereby streamlining both service to the customers and working
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facilities for employees of that Unit. Amo
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Annual Report - Fiscal Year 1961
Records and. Services Division
Page Two
charge-out control revision, separation of Official Folder and. Travel Docu-
ments, conversion to new style folders and purchase of new equipment to
house Official Personnel Folders and. Applicant Card. Files. Not the least
of the procedural improvements was the establishment on a trial basis of a
review clerk to screen and, assist with the acknowledgement of applicant and.
processing letters. Although this operation has only been in use for a few
months, it has been a definite aid. to headquarters recruitment officers, POD,
by removing routine acknowledgements from their responsibility. In addition,
it is felt that the applicant is better served. by a rpompt initial acknowledge-
ment and., in some cases, a quicker determination in the analysis of his
papers. A clear picture of the advantages and. disadvantages should. be avail-
able after a more reasonable trial period..
C. Statistical Reporting Branch
1. Like Transactions and. Records Branch, but to a greater degree,
this group has been involved in the conversion of personnel records from
IBM card. system to the 501 computer. Supplying input figures for the many
statistical reports utilized, by the Agency provided. the initial point from
which the computer began operation. Conversion of total reports as they
existed. und.er IBM was chore enough, but coupled. with the revision of other
reports to accommodate both the computer and, the customer put an immense
workload. on this Branch. Here, too, the dual system of IBM and. RCA 501
methods had to be maintained from October 1960 to final conversion in
February of this year as a cross-check in order to provid.e confident use of
the computer.
2. Although there are many problems yet to be resolved, and. advantages
still to be gained. through the use of the new system, the efficiency of this
unit has improved in several fields. As of 30 June 1961, approximately two-
thirds of the recurring reports were being produced. by the 501 from two to
ten days earlier than under the old, system. The number of machine prepared.
reports declined, during Fiscal Year 1961 - partly because of consolidation
of items shown and greater utilization of the same report by various components,
and, partly because of the change over to the computer system. However, SRB
tabulations increased, because of the computer difficulties and, increased.
reporting due to the CSSA's. To date, the 501 cannot handle special requests
and. probably will not be in a position to d.o so for some time to come. In this
field , therefore, SRB responsibilities have not been altered..
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Annual Report - Fiscal Year 1961
Records and. Services Division
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D. Special Projects Officer and. Area Records Activity
1. Total revision of procedures, forms and. directives to convert the
old. Employee Locator System to the new Personnel Emergency and. Locator
System was completed. The revised, system provides coverage of employee
office, home, emergency addressee, overseas (where applicable) mailing
address locator information, and. security control indicators.
2. Assistance has been rendered to all of RSD in the space planning
and. equipment utilization of the Division within the new headquarters building,
with special emphasis being placed. on existing equipment and. necessary new
equipment. In the purchase of new equipment, research was conducted, and,
recommendations made as regards products, specifications, cost analysis
and, actual procurement of major equipment. A partial listing of purchases
follows: tables and. work tables to house or support Kard.ex file units for
Position Control Section; Wheeldex cabinets and. supplementary equipment
for master locator card file within Position Control Section; open-reference
files to house applicant card.s maintained by Files Section; filing cabinets to
provide greater operating efficiency in housing the Agency official personnel
folders and applicant files; Variad,ex card, guide systems for use with appli-
cant card, files, Files Section, and, passport file, Central Processing Branch
as a means of decreasing reference search time; various sorting file cabinets
and. shelving providing better accessibility to frequently used, items.
II, PROGRAM PLANS FOR FISCAL YEAR 1962
A. A continuing project will be the attempted. completion of conversion to
501 methods as well as seeking out new advantages to be gained. by the use of
the computer.
B. In conjunction with the move to the new building, CPB hopes that various
"housecleaning" chores may be accomplished. with respect to the travel docu-
ments maintained. on file. A project is now in operation to screen these
documents and keep only that vital material which may prove useful at later
dates. Outdated, or unimportant material will be d.estroyed.. Similar action
will be taken by the other Branches within the Division for their material,
where feasible.
C. We are currently developing procedures whereby invitee applicants may
be reimbursed. for their travel expenses prior to their return home. Vouchers
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Records and Services Division
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will be prepared, and, payment made by the Finance Section of CPB. Although
this will create an additional workload., we are not requesting additional help
at this time. After the procedure has been finalized, and. in effect for a
reasonable period., we will be in a better position to determine if this added,
responsibility can be accomplished by the present staff.
There is attached hereto a copy of each Branch report within RSD, and,
accompanying statistics.
5X1A9a
Chief, Records & Services Division
Attachments - w/orig. only
Distribution:
0 & 1 - Addressee
1 - RSD file
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