Mechanical Index Equipment. The mechanical index equipment for the Master Index was installed in the Central Office in the second quarter of the fiscal year 1962. The 60 machines, with a total Other Records Accomplishments. Open Shelf Filing. Albany, New York. Centers. reporting, increasing the lead it held last year over New York by over 40,000. New York, with 563,700, showed a gain of 10,000 over last year. Florida, due to the influx of Cubans, increased from 83,577 in 1960 to 117,619 in January, 1961. Closed File Docket Cards. 1,463,402 docket cards were prepared by all Files Control Offices closed files. Training. Nine filmstrips used for training Service employees were produced. The films are entitled: (1) "Opening Service Case Files," (2) "Transfer and Loan of "A" Files," (3) "Visa Petition File Procedure," (4) "The Alien Registration Program," (5) "Service Subject Files," (6) "Service Information Policy and Procedures," (7) "Records Retirement Program," (8) "Service Records System Prior to January 1, 1955," and (9) "Control of Information Received From Other Agencies." These are color films with accompanying voice recordings. Copies of these visual aids have been placed in each of the regions for training purposes. Five employees completed training for the position of Records and Information Specialist and three more are being trained. The five who completed training were assigned to positions in Los Angeles, San Francisco, Boston, New York, and Detroit. The training program provides for six months intensive training in the Central Office, a regional office, and two district offices. Program Outlook Objectives. Continued attention will be given to management improvement methods to help keep pace with the tremendous increase in records activities. addition to those projects discussed under the Records increase section, include: Continuation of the annual inventory, begun in the fiscal year 1961, of all file charges in field offices to insure accurate files control. The screening of closed files at the time they are closed to remove all material for which destruction authorities exist.. Obsolete index cards in all field office indexes relating to persons whose last names begin with "A" have been checked against the relating files. New index cards have been prepared for all odd size and obsolete cards and the originals placed in the Master Index. The purging of the letter "A" was a pilot project in preparation for the purging of the complete indexes during the fiscal year 1962. 83356 O-62-34 C. Additional records positions (47) and related costs ... 232,400 B. Repairs and Alterations, Immigration Stations--Increase $800 The total amounts requested for each of the foregoing items are tabulated in detail and justified in full in that part of the justifications dealing with multiactivity items. The amount referred to here C. Additional Records Positions and Related Items --Increase $232,400 Increases in records activities are a natural product of increases in other areas and this is Improved utilization of equipment and manpower has enabled the records force to remain Northwest, and Southeast regions to perform the recurrent supervisory inspections so necessary for a Increased use of the master index established pursuant to section 290 of the Immigration and new operations are scheduled to take full advantage of the integrated master index: (a) Route applications for United States citizen identification cards to the master index (.2 of a GS-3 - estimated cost $900). (b) Check all applicants for parole as refugee escapees against the master (c) Prior to issuance of alien crewman landing permits and identification cards, check applications against the master index (9.3 GS-3 and 2 GS-4 estimated cost $53,900). Check the names of aliens apprehended or found illegally in the United States against the master index except where the alien will depart under safeguard within 48 hours (4 GS-3 and 1 GS-4 (d) (e) estimated cost $23,900). Cross-reference and post naturalization cases in the master index; cross-reference estimated cost $33,100). |