Proposed Position Control Registers

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000100040002-3
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 3
• Document Creation Date: November 11, 2016
• Document Release Date: August 27, 1998
• Sequence Number: 2
• Publication Date: December 14, 1953
• Content Type: MEMO

Sanitized - Approved For Release : C1A-RDp7
Office Memorandum ? UNIT
TO Acting Personnel Director
FROM 'hief, General. Services Office
SUBJECT: Proposed -Position Control Reg.Fters
25X1A9a
It is requested that a meeting be arranged be`.wFen representatives
from your office, i.e., "lassification and Wage Division; Plans, Research,
and Develoilment Staff; and Machine Records Branch to coordinate schedules
::end discuss oroblems in connection with the proposed ?osition Control
Registers. Several of the problems in connection with the project are
as follows:
i'n1 i ; TrD FORMS
it should be noted that the Position Control Reg.ste.rs for the
offices concerned will be listed on stock form, size 11 bt, 1)4 7/8",
w'ereas the remainder of the auar=.erly "'/0 report will be listed on
stock form, size 8 1/2 by 11 3/)4" .
2. POSITION VACANT
In, all places where there is a T/1-nos:ition and slot, and the
slot is unincumbered, a card has been. inserted to reflect "position
Vacant". This is not necessnril.v true for there is the -nossibility
of three 'inknown factors that could be affecting the slots so noted.
a. "ilitary 'Personnel blocking GS slots
b. Consultants
c. Personnel In Drocess against part;icular slots
As it now stands, the record system employed by the Personnel
Section, Machine Records Pranc , i.n keening with the Agency system, is
not set uio to reflect, this inforrration for. ":!ilitary Personnel and Consul-
tants, and only a minority of slots are reflected on the 37-104, Se-
curity in Process Form, where an initiation is involved.
Sr CURM ASPECTS ?V 3)1: SFM L ds' `%IG I" ; POSL TIO:d CON?TROL RFGI STER.S
he quarterly T/0 runs are disseminated throughout the A
en
g
cy
and handled on most levels. It is ipnarent that a 'register such as
Position Control will have to be handled, with the utmost discretion.
This will probably affect the number of copies and their dissemination.
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 Sanitized - Approved ase CIIA RDP70-00211 R000100040002-3
.t. , ANNE IN SCI DLIED DATES OF REOURR1r4G REPORTS
"le Personnel Section, Lachine R(,_-cords 3ranch, is, at present,
on a very rigid schedule for monthly recurring reports, es-.,ecielly
from the first to the fifteenth of each month. The scheduling for
Jannnary presents an even greater' problem since the :lzarterly Age-
Grade Distribution falls due in this -,-)articular month.
5. CUT OFF DATES
Is it expected to keen the position control T/O and Personnel
status cards on a current basis, or will it be acceptat.le to pro-
cess T/0 changes as tTHey occur-End the status changes, for this
report, on a quarterly basis?
b. C : AN`NGE IN THE T/O FORMAT
To keep abreast of the additive information in the T/0 file
there is, as of this date, two (2) separate and distinct T/0 card
forms in use. This was brought about by the need to incorporate
into each T/0 card a three (3) digit alpha prefix designating each
office; there had been two previously. In addition, the four (4)
digit position series code used formerly has been expanded to in-
clude a six (6) digit code, and the Career Designation correspond-
ing to each slot has been added. This change in format resulting
in a two card system (temporarily) necessitates the breaking of the
Position Control Register for the DD/A group when the Personnel
Office is to be listed, since this office is on a form separate
from the rest of the DD/A group.
7. ADDITION OF FIELD FOREIGN T/0
This question is not an immediate problem, but nevertheless,
it is of particular interest since it has such an important bearing
on this particular report in the near future.
About 98o of the field foreign elements have yet to be set up
under the present TIC system.
Personnel status cards will have to be brought up to date to
include all information necessary in order to accomplish these
registers.
NU ER AND DISTRIBUTION OF COPIES
Nhen Position Control is a complete re.lity, it should be noted
that there will be approximately 45,000 cards involved. At the
present time the T/O cards are out through the machine three (3)
times to prepare the necessary copies.
In addition to the size of-the register is the question of the
time involved to run 45,000 care, with numerous control breaks)
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through the machine three times, or 135,000 card passes for the
required number of copies, and still continue to maintain the present
schedule date. Possibly, the solution to this problem lies in the
use of multilith mats which could be sent to Renroduction Division
for preparation of the copies needed.
9. PERSONNEL ACTIONS FOLLOWING T/O CHANGES
Personnel actions should be processed immediately upon an
organizational change within any office, or in the event of a contem-
plated change, the change should be initiated in advance of the cut
off date in order that personnel actions supporting the T/0 change(s)
can be processed and reflected in the registers. For instance, if
a drastic change, such as the deletion of a division, within the
framework of a particular office a few days prior to cut off, there
would not be a place within the office in which the status cards
could be shown against the appropriate slots. For all purposes
the slots affected would have to be shown as "unassigned". This
would result in a great deal of confusion on an operational level.
10. T/O ANNEX PROBLEM
In matching the personnel status cards with the T/0 cards
to accomplish Position Control, the status file is broken on the
organizational code corresponding to that assigned according to
the official action. If certain personnel actions received re-
flect, for instance, a SR designation, that particular office code
is punched into the card and all subsequent personnel reports,
by office, are accomplished by that code. However, the T/0 has
made provisions for noting SR positions assigned to the 25X1A6a
MMLission. The office code for SR is "48"; the office code for the
Mission is "52". Personnel actions can only be coded to the organ-
izations reflected on the official form so that the end result
would be certain SR personnel status cards without a slot within
SR, and certain T/0 slots in EE apparently not incumbered.
25X1A9a
NRB/TGK:mt (14 December 1953)
Distribution:
Orig. / 1 - Addressee
1 - Machine Records Br.
1 - Administrative File (yellow)
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M_ W.