ANNUAL REPORT - FY 1967 TRANSACTIONS AND RECORDS BRANCH RECORDS AND CONTROL DIVISION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-01826R000200130004-6
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 43
• Document Creation Date: December 22, 2016
• Document Release Date: October 2, 2002
• Sequence Number: 4
• Publication Date: August 1, 1967
• Content Type: PERRPT

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1 August 1967
ANNUAL REPORT - FY 1967
TRANSACTIONS AND RECORDS BRANCH
RECORDS AND CONTROL DIVISION
1. Work Force
A. Office of the Chief
We have managed to keep the work reasonably current with the three
individuals slotted in the Office of the Chief. Dur response in locating
Fitness Reports in process has been slower and rather inefficient because
the work load is too great to .keep current with the assets in this
immediate office. On occasion we have had to seek additional help from
other sections of the branch in the verification and coding functions.
This makes the locating of an individual Fitness Report rather complicated
since it increases search locations.
B. Files Section
The current staffing of eleven, augmented by one Detailee from the
?AS Pool has been barely adequate. If there had been no reduction in
the Applicant File activity we would nat have been able to keep file
service current.
C. Position Control Section
This section, the only adequately staffed section in this branch,
has absorbed a alight increase in work load. We undertook a campaign to
reduce the number of telephone inquiries for information requestors should
have available in their awn records. As a result we no longer get the
volume of calls for serial numbers, grade, step and salary, position
number, etc., from Divisions concerning their own personnel. I think, in
the long run, our "public relations" did not suffer. Without limiting
this type of service the section would not have been able to handle any
increase in volume.
D. Status Section
The authorized staffing level of 5 is inadequate to handle the
increased work load of the Status Section. Fiscal year end staffing
of 3 is completely unrealistic. This section had to rely on personnel
detailed from other Office of Personnel pos a b1e over-
time to meet fiscal year end requirements. has 25X1A9A
been working full time and overtime in the Status Section. Without her
continued assistance, the section could not be able to meet even normal
deadlines. This section's activity has increased to the point where
the position that was deleted last year should be reinstated. A total
staffing authorization of six is again needed for this section.
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2. PRODUCTION STATISTICS (TAB A & B)
A. Files Section
The decreased applicant file activity reflects the significant
curtailment of Agency recruiting and publicity as compared with last
year.
B. Position Control Section
The increased activity of the Position Control Section is the
result of various component reorganizations throughout the Agency.
C. Status Section
The increased work load of the Status Section referred to in
Paragraph 1D is pr3.marily the result of the reorganization and fan
number changes on short forms in July 1966 and activity concerned
with qualifications input. and overseas service records. The decreased
volume of input for CIA R&D System was expected with completion of the
initial review.
A. In con~unetion with the Office of Computer Service a complete
tickler system was established which lists those employment conditions
with time limits. As yet we have not recieved the first report, however,
we anticipate that this will be a useful tool.
B. A redefinition of the term "overlap" has been arrived at by
TRB in conjunction with of CSPS. More accurate reporting
of personnel overlaps will now be possible since the term has acquired
a universal interpretation.
4. PROBLEMS MET AID NOT SOLVED
Inadequate staffing is the mayor unsolved problem in TRB.
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5. FORECAST FY 1968
Overall branch activity reflects increases and decreases in Agency
internal reorganization. The Agency ceiling is expected to remain
constant and to this extent branch activity should follow suit. If
Agency reorganizations continue at the present rate there should be a
slight increase in activity in this area. The Status Section, however,
will most likely experience a significant increase in activity due to
an acceleration of qualification file activity, overseas reeards and
~+~+~+~ ticklers .
6. FORECAST r'Y 1969
It is felt that most systems and procedures employed by this branch
will continue to be utilized in the near future. However, some significant
ohanges might be introduced as the result of recor~endatians of the Support
and Systems Staff by Fiscal Year 1969.
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Chic , rans c ons eco s c
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STATISTICAL RECAPITULATION OF MAJOR ACTIXITIES
Within the Sections of
TRANSACTIONS AND RECORDS BRANCH
1 July 1966 through 30 June 1967
Yearly Monthly Percent
Total Average Inc. or Dec.
FY 1967' FY 1967 over FY 1966
1. Employee Files charged out
2. Terminated files charged out
3. Employee file material received
~+. EE?D files established
5. Files requested from FRC and other agencie
6. New applicant folders established
7. Number of applicant files charged out
8. Pieces of mail inserted in applicant folde
9. Number of transcripts prepared
1. Personnel Ac-~ions processed
2. PSI Forms typed
3. PSI Forms posted - (machine prepared)
4~. QSI's prepared and posted
5. SCD's computed
1. Personnel Actions prepared
2, Short Forms (OCS~APP~Div)
3. Miscellaneous change notices prepared
~-. Documents coded
5. Fitness Report input
6. Qualifications and language ixxput
7. PCS and TDY Overseas Service
8. CIA REeD system
-1.7
-16.3
-12.9
+10. ~-
+23.1 25X9A2
-21.8
-22.3
+11.2
+11.1
+7.2
+20.3
-8.1
+1.4
+x+3.2
+8,3
+55.8
+39.9
+18.5
+7.2
+56.8
+260,8
-36.9
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1. Employee files charged out
2. Terminated files charged out
3. Employee file material received
~-. EOD files established
5. Files requested from FRC and other agencies
6. New applicant folders established
7. Number of applicant files charged out
8. Pieces of mail inserted in applicant folders
9. Number of transcripts prepared
10. Items handled by mail room not included above
1. Personnel Actions processed
2. PSI Forms prepared (typed)
~' 3< PSI Forms posted
~+. QSI's prepared and posted
~. SCD's computed
1. Personnel Actions prepared
2, Short Forms (OCS~App~Div)
3. Miscellaneous Change Notices prepared
~. Documents coded
5. Fitness Report input
6. Qualifications input
7. PCS and TDY Overseas Service
8. CIA R&D System
FY 1 7 FY 1966 FSt 1965
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MEMORANDUM FOR: Chief, Records and Control Division
SUBJECT: Qualifications Analysis Branch - Annual Activity
Report for Fiscal Year 1967
Activities of the Qualifications Analysis Branch for Fiscal
Year 1967 are outlined below.
A. The major functions of the Qualifications Analysis Branch are:
1. The preparation of biographic profiles on Agency employees and
the classification and coding of applicants' and employees'
qualifications which are used for screening personnel records.
The two systems were designed to assist career service panels
and operating officials in selecting the best qualified
candidates to meet Agency staffing requirements.
2. In connection with the above, four major operations must be
carried on in the Branch.
a. The Biographic Profile function requires:
(1)
Preparation of Biographic Profile, Form No. 1200, for
each Agency employee;
(2) Preparation of the Blue Book - "Principal Officials
of CIA" - for the DCI;
(3 )
Preparation of sterile biographic summaries, other
than (1) and (2) above, for use outside the Agency.
b. The Qualifications Classification Coding System requires:
(1) The preparation of employee records (background data;
formal education; experience, including on-the-job
training and specialized skills and knowledges) in coded
form for incorporation in the RCA-501 and retrieval
of the information to meet current and emergency staffing
requirements by providing machine listings of qualified
candidates.
(2) Classification and coding of applicant qualifications
for incorporation in mechanical records.
(3)
Planning attacks on the mechanical file to locate
qualified individuals (those possessing specific skills,
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knowledges, and experience) to meet current require-
ments for staffing Agency positions and~or fill
emergency manpower requests.
(~.) Coding of Forms 1~.~.c, "Language Data Record."
c. Preparation of Special Manpower Studies concerning
employees and applicants.
d. Reproduction of Biographic Profiles, Personal History
Statements, and various other documents.
B. Organization of the Qualifications Analysis Branch and personnel
activity during the fiscal year.
1. Personnel on duty with Q~B at the close of the fiscal
year include:
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2, Biographic Profiles
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3. Xerox Reproduction
105,1+95 sheets -- Initial, Updated, or "As Is" Bio Profiles
16 sheets -- Personal History Statements reproduced
76,1~7~ sheets -- Miscellaneous material reproduced in response
to external (outside QAB) requests.
2 11 sheets -- Reproduced for QAB use
205,100 Total sheets reproduced
D. Special Projects Completed and Highlights of Fiscal Year 1967
1. The number of Language Data Forms (Forms 444c, 12'73, disclaim
memos, etc,) increased by a little more than 100 over fiscal
year-1966. This results from the intensive language testing
program the Office of Training is conducting.
2. The book "Principal Officials of CIA" was updated to be ready
for the printer at such time as the Office of the DCI might
request publication,
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3. The program for the circularization of the Agency for up-to-
date qualifications and biographic information was implemented.
- Form L~Li,Li.j, "Qualifications Supplement to the Personal
History Statement" was developed and printed for all
personnel overseas and for personnel in grade groups
GS-1 through S and G5-71,. and above,
- An Agency Notice was prepared and published which
announced and described the Agency's Qualifications
Inventory System.
- Procedures were established for coding the information
received on Forms ~/+4j ,
- A system was developed to account for the receipt of
completed Forms l~~.la.j and for the notification of
appropriate administrative and personnel officers
when not received.
- A form was developed for updating qualifications
information once the inventory is established,
- The Qualifications code structure is being revised as
necessary to meet new concepts and situations.
!~. The code structure for recording language proficiency was
revised to show disclaimed language abilities,
5, A report which shows for key personnel the years of CIA
and total intelligence experience was brought up to date.
6. The Semi-Annual ADP Management Report to the Bureau of the
Budget was prepared for the DD~Pers for transmittal to the
Chief, Support Services Staff, Office of the DDS,
7. The preparation of clear language definitions for coded
information was accomplished. This permits clear language
computer print-out of qualifications information.
S, A study was performed which analyzed the academic background
of Supergrade, Executive Pay and Scientific Pay Schedule
personnel and certain Clandestine Services supervisory personnel.
9. The Executive Director was furnished statistical information
concerning the language proficiency of Supergrade personnel and
personnel at grades GS-g through 15.
10. Biographic Profiles were re ared for contract employees
assigned to Project
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11. Revisions were made in Forms 1200 (Parts 1 & 2) and 1200a,
Biographic Profile.
12. Updated Biographic Profiles on 36 employees were furnished the
Far East Division for use by the Deputy Director of Central
Intelligence on a foreign field trip.
13. In Fiscal 19b6 151,956 Xerox sheets were reproduced,
205,>.~00 were reproduced in fiscal 1967, This increase results
primarily from the superior Xerox equipment installed during
the year.
11~. Comparative information on the qualifications of professional
new hires with the Agency's total professional population
was developed for the Office of the Executive Director.
E. Principal Problems Encountered and Resolved
1. Form l~l~~.j, "Qualifications Supplement to the Personal History
Statement", and an Agency Notice which announced the imple-
mentation of this phase of the Agency's Qualifications
Inventory System were developed, coordinated and published.
A computer schedule was established for the printing,
control and maintenance of Form 1~1+Li.j. The form has been
printed and distributed to all personnel overseas and personnel
in grade groups GS-1 through 5 and GS-1J~ and above.
2. The recording of employees language abilities improved
considerably during this fiscal year both in the number of
records established and, due to the Office of Training's
augmented testing program in the quality of the information
recorded. In addition, this Branch developed a supplemental
language coding structure which, while compatible with the
existing structure will eliminate ambiguities which would
otherwise exist. Language proficiency records now being
recorded show for each language factor the current status of
the tested evaluation or employees claim. If the employee
has disclaimed proficiency in any factor, this fact is shown
by a code whibh indicates the previous proficiency level now
disclaimed (whether a tested or claimed evaluation). Prior
to the development of this new coding structure it was not
possible to tell whether an employee had disclaimed
proficiency in one or all language factors.
3. The development of a computer capability to print in clear
text was established, This was not phased for this period in
the development of the Agency's Qualifications Inventory
System but was moved up due to time required for the Agency
coordination of Form ~41+j?
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