NEW PROCEDURES FOR MANAGING TELEPHONE SERVICE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP89G00643R001100040021-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 5
• Document Creation Date: December 23, 2016
• Document Release Date: November 10, 2011
• Sequence Number: 21
• Publication Date: February 17, 1987
• Content Type: MEMO

Declassified in Part - Sanitized Copy Approved for Release 2011/11/10: CIA-RDP89GO0643R001100040021-8
T
DDA 87-0273
17 February 1987
MEMORANDUM FOR: Director of Communications
Director of Finance
Director of Information Services
Director of Information Technology
Director of Logistics
Director of Medical Services
Director of Personnel
Director of Security
Director of Training and Education
SUBJECT: New Procedures for Managing Telephone Service
1. As you are aware, during 1986 the Office of Information Technology
(OIT) established a moratorium on the installation and relocation of
telephones. During this period, telephone requests have been accepted,
but only those deemed essential by Director, OIT were serviced. To provide
better telephone service, OIT has established a new set of procedures. I
believe that the result of this action will be a more manageable and
equitable process.
2. The following items summarize the new procedures:
a. Each Directorate has identified a focal point for reviewing
and prioritizing its telephone requests. Within the Directorate of
Administration (DA), I will serve in th role.
b. Each Directorate has been givf (ific allocations of OIT
telephone actions per month and a limi,. .amber of new Headquarters
telephone installations. The first allocation is driven by the number
of telephone workers available; the second allocation comes from the
total number of Headquarters telephone lines which are available.
These allocations will change over time as resources change.
ADMINISTRATIVE - INTERNAL USE ONLY
WHEN ATTACHMENT A HAS BEEN REMOVED
Declassified in Part - Sanitized Copy Approved for Release 2011/11/10: CIA-RDP89GO0643R001100040021-8
 Declassified in Part - Sanitized Copy Approved for Release 2011/11/10: CIA-RDP89GO0643R001100040021-8
J L %, it G L
SUBJECT: New Procedures for Managing Telephone Service
c. The routing of telephone requests has been simplified. Each
Office in the DA will be asked to identify a focal point for its
telephone requests. This individual will coordinate and prioritize
the office's requests and forward them to me for approval. I will
consolidate the Directorate's requests within available resources and
forward them directly to the branch in OIT which performs the telephone
work. This should cut out many unnecessary reviews. OIT will work on
DA requests in our priority order.
d. The OIT telephone request form has been changed (see
Attachment B). Much of the time spent initially in servicing a request
comes from an on-site inspection/interview in which the telephone worker
determines information which is required but is not available on the old
form. The new form will also enable OIT to better review its perfor-
mance against Directorate allocations.
These new procedures will undoubtedly be modified over time to improve
service. Your comments and feedback are appreciated and should be
addressed to me.
3. As we begin this new telephone procedure, we need to do three
things:
a. Each DA Office should identify its telephone focal point.
Please send me a note, or call, as soon as possible with the name,
telephone numbers, and mailing address of that individual.
b. Your focal point should be given the current, outstanding set
of telephone requests for your office (see Attachment A). Some of these
are unfortunately quite old. Your focal point should revalidate the
requests, prioritize them, and resubmit them through me to OIT for
action.
c. Your focal point a gill monitor the progress and completion
of your telephone requests -sure that priority needs are met.
4. I want to stress that until the new OIT secure PBX (private branch
exchange) telephone systems are installed on the Headquarters compound,
the number of new telephones available at Headquarters will be extremely
limited. Thus, Headquarters components will need to meet new requirements
primarily by reallocating their existing secure telephones. Components
located in most outbuildings do not have these severe limitations.
Declassified in Part - Sanitized Copy Approved for Release 2011/11/10: CIA-RDP89GO0643RO01100040021-8
 Declassified in Part - Sanitized Copy Approved for Release 2011/11/10: CIA-RDP89GO0643R001100040021-8
SUBJECT: New Procedures for Managing Telephone Service
5. I apologize in advance for the initial inconvenience which this new
procedure may have on your office. But I believe that this new process will
result in better telephone service for all of us. Please call me on secure
if I can answer any questions.
Attachment:
A. Outstanding OIT Telephone
Requests for Your Office
B. New OIT Telephone Request
Form to Be Used
"-')/\ :)RIG: EXA/DDA~
Distribution:
Original - D/OC w/atts
1 - D/OF Watts
1 - D/OIS Watts
1 - D/OIT w/atts
1 - D/OL w/atts
1 - D/OMS w/atts
1 - D/OP Watts
1 - D/OS w/atts
1 - D/OTE Watts
1 - DDA Subject wo/atts
1 - DDA Chrono wo/atts
1 - EXA/DDA Chrono we/atts
Declassified in Part - Sanitized Copy Approved for Release 2011/11/10: CIA-RDP89GO0643R001100040021-8
 Declassified in Part - Sanitized Copy Approved for Release 2011/11/10: CIA-RDP89GO0643R001100040021-8
ADMINISTRATIVE - INTERNAL USE ONLY
ATTACHMENT A - PREVIOUS REQUESTS
The following requests were pulled from the OIT "pending" queue. Please
review each one and revalidate the need:
a. If the work is already complete, or no longer needed, simply
destroy the form.
b. If the work is still required, attach a copy of the new OIT
form (see Attachment B) to the front of the old form and fill out only
the requested priority and the "Amount" columns in Section 2.
c. The office telephone focal point should sign the new form on the
"Requesting Officer" line and forward it as indicated in Attachment B.
Declassified in Part - Sanitized Copy Approved for Release 2011/11/10: CIA-RDP89GO0643R001100040021-8
 Declassified in Part - Sanitized Copy Approved for Release 2011/11/10: CIA-RDP89GO0643R001100040021-8
ADMINISTRATIVE - INTERNAL USE ONLY
ATTACHMENT B - NEW FORM
1. The following interim form should be used instead of the current
"REQUEST FOR TELEPHONE SERVICES", Form 3577. This new form will be modified
by OIT in response to your feedback.
2. Please fill out Section 1 entirely, except for "Project No.", which
should be omitted. The Office designated telephone focal point should sign
under "Requesting Officer". The Executive Assistant to the DDA will sign
under "Approving officer".
3. Please fill out Section 2 entirely, noting the number of telephones
under the "Amount" columns.
4. To the left of "REQUEST FOR DATA/VOICE SERVICE" please indicate your
requested priority number for this telephone action:
Priority 1 - IMMEDIATE NEED (7-10 days)
Priority 2 - RENOVATION (work will be scheduled in
coordination with OL/FMD or OL/RECD
renovation/construction work)
Priority 3 - ROUTINE (30-45 days)
5. Route the request as follows using Form 610 (pink routing sheet):
STAT
STAT
a.
b.
C.
d.
Originator of request.
Office telephone focal point.
EXA/DDA, 7D18 Headquarters
1 OIT/ESG/ID/ASB, 1B16 Headquarters
ADMINISTRATIVE - INTERNAL USE ONLY
Declassified in Part - Sanitized Copy Approved for Release 2011/11/10: CIA-RDP89GO0643R001100040021-8