OL CORRESPONDENCE QUESTIONNAIRE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP85-00809R000300100003-9
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 6
• Document Creation Date: December 20, 2016
• Document Release Date: January 18, 2008
• Sequence Number: 3
• Publication Date: December 18, 1980
• Content Type: MEMO

Approved For Release 2007/12/29: CIA-RDP85-00809R000300100003-9
18 DEC 1980
MEMORANDUM FOR: Chief, Personnel and Training Staff, OL
Vief, Plans and Programs Staff, OL
Chief, Procurement Management Staff, OL
Chief,. Security Staff, OL
Chief, Logistics and Procurement Law Division, OGC
Chief, Logistics Services Division, OL
Chief, Printing and Photography Division, OL
Chief, Procurement Division, OL
Chief, Real Estate and Construction Division, OL
Chief, Supply Division, OL .
Chief, Budget and Fiscal Branch, EO/OL
Chief, Records and Services Branch, EO/OL
Chief, Systems Analysis Branch, EO/OL
SUBJECT: OL Correspondence Questionnaire
1. The purpose of the attached questionnaire is to gather
information on how the various divisions and staffs within the
Office of Logistics (OL) create, prepare, control, file, and
disseminate correspondence. The information will be used to
determine if there are areas of correspondence handling within
OL that may be improved through training, automation, or changes
in procedures. The information gathered in the questionnaire
will only be used as a basis for further study. Before any
changes in correspondence handling are proposed or implemented,
division and staff chiefs will be asked for their comments.
2. Please have senior clerical or administrative personnel
in your division/staff complete the questionnaire. Use two or
more questionnaires (make copies if necessary) where components
within the division/staff are physically separated and create
correspondence that is disseminated outside the component.
Examples of these components would be Headquarters Engineering
Branch in Real Estate and Construction Division and Central Depot
in Supply Division.
3. The deadline for completion of the questionnaire is
16 January 1981. If there are any questions concerning the
Assistant Executive Officer, OL
STAT
STAT
STAT
questionnaire, please contact the undersigned on extension
STAT
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24DEC1980
Name
Division a
Extension
CORRESPONDENCE QUESTIONNAIRE
Branch
1. What types of 'records.,are created 'in' your division/staff?.
X Interoffice''_memoranda
Correspondence .b'e,twe'en "o'ffiices ?and 'di're'ctorates
X Correspondence outside -.,,the -Agency
X Staff Studies
X Reports
Contracts
_X Forms, 'Service Requests, Requisitions
X Other (explain) Claims, Regs.
2. How are record s/c.orresp'ondence.created in your division/staff?
X Handwritten by staff officers"
X Dictation
X Typewritten araft
X Computer Terminal
Other (explain)
3. What type of equipment is used in
within your office?
X Typewriter X Correcting-;
Word Processor
Computer Terminal
Savin
Xerox
NB I
the preparation of records
Noncorrectinq
CPT
Mag Card
Other
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STAT
STAT
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4. When a typewriter/word. processor is used to create records/
correspondence, what method is used to make additional copies?
X Carbon (letterex)
X Xerox
5. How is incoming material handled?
All material is logged in and routed. to appropriate individual.
6. If your division/staff receives directly a document that should
be controlled, one that has not been through the OL Registry
Document Control Desk, does someone in your office call for an
OL number and prepare a Form 238?
Document is handcarried to Registry for an OL number and Form 238.
7. Does someone in your division/staff maintain a suspense (tickler,
reminder) file on (a) correspondence to which replies are due
or on which action should be taken by a given date or (b) files
needed by someone on a predetermined date?
8. Is there one point of control for your division/staff?
More than one?
Where? ' There are, two points of control. One is-for PUPS
materi..aly an the other is for claims.
9. How are these created records/correspondence and incoming materials
controlled?
X' Log
X- Form 238
Other (explain)
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9. (Con't)
Are these records controlled numerically or by subject?
Numerically.
10. How many supervisors review a document before signature?
Usually the originator reviews a., documen.t before signature.
11. Is there one person assigned the responsibility for proofing
for proper format, punctuation, obvious errors, proper and
complete distribution, routing, etc.., before material leaves
your division/staff?
Each secretary proofs her own material.
12. Are all new and, newly as to your division/staff
briefed on the proper document preparation and control--familiarized
with office standards, regulations, equipment, etc.?
Newly assigned employees are briefed on proper procedures
relevant to this Staff.
13. Is there one main file area for your division/staff records?
14. What type filing system is used?
Agency Subject System
Numerical
xx Other (explain) We are presently revising the Filing
System.
15. -Does someone in your division/staff determine whether or not
given types of papers being created.or received must be filed?
X Yes No.
If yes, who (position) determines the action?
Deputy Chief, P&PS.- PUS material
Logistics Officer - LIFTS material.
Claims Officer - Claims 3 _
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16. Does your division/staff have a policy that the following materials
are not to be filed?
Yes
X Envelopes
X Routing slips, on which there are no significant notations
Superseded drafts which show no important substantive changes
x Duplicates of correspondence and reports other than those
needed for cross references.
17. Are the employees of your division/staff familiar with the
Records Schedule for your records?
18. Are your records maintained and disposed of in accordance with
the Records Schedule?
Not at the present time.
19. Would a typing pool assist the correspondence handling in your
division/staff?
No.
If so, what types of material would you assign to a typing pool?
20. How many computer terminals are presently installed in your division/
staff?
21. Do you have copiers assigned to your division/staff?
Yes X No
If yes, how many?
"Do you feel this equipment is sufficient for your workload?
NA
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X Walk-up service (make your own copies)
X Copy Center copying (Copy Center personnel makes copies)
X Stapling/binding
23. Does your division/staff have word processing equipment?
"X Yes No.-(Presently on order)
24. Are there any current/future plans for the acquisition of word-
processing equipment? 'X Yes No
If so, when, what type of equipment is planned, and for what
purpose will it be used?
Request has been forwarded to PD for a Terripes"t Approved Stand-
alone CRT Type Word Processer.
25.
Would. clerics training- on- OL/D.DA correspondence format and
control be of benefit to your division/staff?
26.
Who (position(s)) on your staff would be schedul
training?
Secretaries.
ed for the
27.
Would an OL correspondence handbook be of any benefit to your
division/staff?
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