TRB HIGHLIGHTS FISCAL YEAR 1969

Document Type: 
Collection: 
Document Number (FOIA) /ESDN (CREST): 
CIA-RDP80-01826R000200150010-7
Release Decision: 
RIPPUB
Original Classification: 
C
Document Page Count: 
8
Document Creation Date: 
November 17, 2016
Document Release Date: 
July 28, 2000
Sequence Number: 
10
Case Number: 
Publication Date: 
January 1, 1969
Content Type: 
REPORT
File: 
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PDF icon CIA-RDP80-01826R000200150010-7.pdf332.47 KB
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Approved For Tease 2000/08/16 CIA-RDP80-Qa,826R000200150010-7 ANNUAL REPORT-FY 1969 TRANSACTIONS AND RECORDS BRANCH CONTROL DIVISION Approved For Release 2000/08/16 : CIA-RDP80.-E 18-26R000200150010-7 Approved For RJ;ease 2000100-14A - rrn_anm80-( 26R000200150010-7 TRB HIGHLIGHTS FISCAL YEAR 1969 1. The most significant development during Fiscal Year 1969 was the implementation of the Record Purge. One Files Section employee has been assigned to this function on a full time basis. It is an- ticipated that the job will be completed by September. There were 960 cubic feet of terminated Official Personnel Folders at Record Center when the purging started in December. At fiscal year end 430 boxes had been reviewed. We had returned 255 boxes and 175 had been destroyed. Thus, there has been a 41% re- duction. 2. The branch established an auxiliary service record card file in order to provide a means of timely response to inquiries regarding progress on the BALPA program. Quarterly progress reports have been forwarded and we possess the capability of reporting the current slotting of the 518 employees identified as BALPA returnees. 3. A legislative pay increase was processed effective 14 July 1968. A pay increase for 168 additional employees whose salaries had been maintained at $28,000 in July 1968, pending congressional action on the Executive Pay levels, was processed effective 23 February 1969. 4. The report of Details In and Out of the Agency is now forwarded to the Office of the Director cf Personnel on a monthly basis. Prior to this'year it had been prepared semi-annually. 5. About twenty personnel assigned to the Support Services Staff were given a four hour briefing on the operation of the Branch. This was provided at their request in order that they might acquire an overall view of an area to which they are applying a systems study. 6. Significant personnel changes during the year were as follows: was assigned as Files Section Chief and was 25X1A9a ass gned as Branch Chief; is the new Deputy Chief of the 25X1 A9a Branch. 25X1A9a Chief, Tift-sactions & Records Branch Approved For Release iw"Wr A-R.DP80.,01826R0 0200150010-7 Approved For .lease 2000/08/16 : CIA-RDP80-Q..826R000200150010-7 STATISTICAL RECAPITULATION OF MAJOR ACTIVITIES Within the Sections of TRANSACTIONS AND RECORDS BRANCH 1 July 1968 through 30 June 1969 Yearly Monthly Percent Total Average Inc. or Dec. FY 1969 FY 1969 over FY 1968 FILES SECTION: 1 ee Files charged out lo Em 298 52 4 3 *29.6 . 2. y p Terminated Files charged out JP ' 82 -1.7 3. Employee File material received 237 00 19 750 -2.3 4. EOD Files established -8.9 25X9A2 5. Files Requested from FRC & Other Agencies 352 29 -17.1 6. Number of Transcripts Prepared 495 41 +27.2 POSITION CONTROL SECTION: 1. Personnel Actions Processed 26,800 2,233 -4.3 2. PSI Forms Typed 509 42 -20.2 3. PSI Forms Posted (Machine Prepared) 8,838 737 -11.3 4. QSI's Prepared & Posted 461 38 +15.2 5. SCD's Computed 314 26 -30.5 STATUS SECTION: 1. Personnel Actions Prepared 24,024 2,002 2. Short Forms 31736 32- -9.8 3. Miscellaneous Change Notices Prepared 657 55 +32.1 4. Documents Coded jP2 4*j= -28.0 25X9A2 5. Fitness Report Input = 6. Qualifications and Language Input 16,801 1,400 -18:7 7. PCS and TDY Overseas Service 9,320 777 -64.0 8. CIA R&D System, 1,177 98 -44.8 Approved For Release 2000/08/16 : CIA-RDP80-01826R000200150010-7 Approved For Tease 2000/08/16 : CIA-RDP80=0826R000200150010-7 TRANSACTIONS AND RECORDS BRANCH OPERATIONS FILES SECTION FY 1969 FY 1968 FY 1967 1. Employee Files charged out 52,298 40,353 46,181 2. Terminated Files charged out 986 ljP003 780 3. Employee File material received 237,003 242,521 150,962 25X9A2 4. EOD Files established 5. Files Requested from FRC & Other Agencies 352 425 553 6. Number of Transcripts Prepared 495 389 517 POSITION CONTROL SECTION 1. Personnel Actions Processed 26,800 28,012 30,014 2. PSI Forms Typed 509 638 443 3. PSI Forms Posted (Machine Prepared) 8, 838 9,969 8,321 4. QSI's Prepared & Posted 461 400 350 5. SCD's Computed 314 452 510 STATUS SECTION 1 Personnel Actions Prepared 24,024 23,806 29,896 . 2. 3. Short Forms Miscellaneous Change Notices Prepared 3,657 4497 5'966 4 Coded Documentig I 1M 2 1.917 . . 25X9A2 5. Fitness Report Input 6. Qualifications and Language Input 16,801 20,663 24,913 7. PCS and TDY Overseas Service 9,320 25,893 21,313 8. CIA R&D System 1,177 2,133 41764 Approved For Release 2000/08/16 : CIA-RDP80-01826R000200150010-7 Approved For Ralease 2000/08/16 CIA-RDP80-0i,$26R000200150010-7 A=AL REPORT-FY 1969 TRANSACTIONS AND RECORDS BRANCH CONTROL DIVISION A. Office of the Chief The main problem of this immediate office during the past two years, the timely handling of Fitness Reports, has ceased to be a concern. All monthly deadlines were met without difficulty. A double turnover in the Deputy Chiefs position has caused only minor problems. However, we have not been able to allow sufficient time for supervision due to the clerical demands of the BALPA program. In the past we had been fortunate in having two or three individuals unofficially detailed to this office. Aside from summer employees and those personnel temporarily detailed for the Record Purge we have not had any extra assistance since August 1968. B. Files Section The factor of stability evidenced by very low turnover in FY 1968 was completely reversed this past year. Two or three of our Files Section jobs had as many as three incumbents during the year. The Record Purge began in December and it is anticipated that it will be completed by the end of the Summer. It was necessary for one Files Section employee to devote full time to purging functions. The authorized staffing of nine, which may be achieved by September, should be adequate for normal operations. C. Position Control Although this section experienced some turnover relative stability was maintained. All deadlines are met and Office of Personnel customers serviced well because of the experience and job knowledge of two or three long term employees. It should again be noted that the planned incumben- cy of position #0350, which was inadvertently dropped in the Office of Personnel TO change of April 1966, should be increased to one. Approved For Rele P80-01826R000200150010-7 Approved For please 2000/08/16 : CIA-RDF80-94826R000200150010-7 D. Status Section The problem of inadequate staffing, which had been a concern in the past, remained as a factor only in meeting fiscal year end cutoff demands. The reduction in certain catagories of input and the stability of the current work force has virtually eliminated the need for overtime whereas approximately 500 hours were used in FY 1968. 2. PRODUCTION STATISTICS A. Files Section The most significant change in workload statistics was the 29% increase in files charged out. This was primarily due to increased re- quests by Q.B and also as a result of the CSPS coding project begun in May. The 7,391 Official Personnel Folders charged out in May represented the largest number charged out in any month based on available statistics dating back to 1963. Decreases in EOD files established and files requested from Federal Record Center were due to hiring restrictions resulting in a decreased number of EOD's this past year. B. Position Control Section The catagory with the largest variance compared with last year was SCD's computed. This was due to the FY 1967 and 1968 figures being slightly inflated. For the past few years we have been provided with machine listings of personnel with no SCD on record. Since the initial review there are fewer instances of incomplete records. Other figures indicate normal variations. C. Status Section The decrease, in documents coded was caused by the Agency hiring re- strictions. The decreases were in the catagories of security requests and security cancellations. The 18.7% decrease in Qualifications and Language'Input and the 6I% decrease in overseas Input was the result of the gradual decline in the 114J activity. Approved For Release 2000/08/16 : CIA-RDP80-01826R000200150010-7 Approved For Rgtease 2000/08/1 :=X44-RDP80-0B26R000200150010-7 The 44+.8% decrease in the CIA R&D System input was due to the discon- tinuance of TRB's handling of this function after February. The section was recently assigned a new function of typing transcripts of employment of former employees upon request from other Agencies. This function was formerly handled by Correspondence Branch and should amount to about 4+0 transcripts per month. 3. PROBLEMS MET AND SOLVED A. The Record Purge is well underway and with the help of summer em- ployees should be completed by September. This task has caused a problem with regard to space and the constant shipment, delivery and re-shipment of records has been a concern but one that has been handled well by the Files Section. B. The function of obtaining Security clearances for employees returning from LWOP, not truly a TRB function, was transferred to the Placement Division. 4. PROBLEMS, MET AND NOT SOLVED A. The problem of greatest concern is that of employee turnover. If this were to lessen the branch would be able to operate in a much more desirable fashion. B. The problem of increased clerical responsibilities in the Office of the Chief has been detrimental to the achievement of desired levels of supervision and planning. 5. FORECAST FY 1970 A. It is anticipated that the Position Control Section and the Office of the Chief will be called upon to undertake increased training responsibilities. This is a welcome task and it is hoped that it will provide better understanding of the responsibilities and duties of the branch and result in greater accuracy on material flowing into this office. B. Workload should remain fairly constant in the Position Control Section. File Section charge out activity will continue to increase due to the QAB and (BPS coding functions. The work level in Status should Approved For Release 2000/08/16 : CIA-RDP80-01826R000200150010-7 Approved For Release 2405/08/16-:CIAO-l DP80-@ 826R000200150010-7 remain about the same; the decrease in input from the 4441 project should be offset by increases in the Qualifications area due to CSPS coding input. 6. FORECAST FY 1971 There are no significant changes anticipated for the branch outside of those that may be suggested and implemented as a result of study by the Support Services Staff. 25X1A9a Chief,, Tziazfsactions & Records Branch Approved For Release 2000/08/16 : CIA-RDP80-01826R000200150010-7