ESTABLISHMENT OF A PROPOSED COPY CENTER SERVING THE SOUTH AND EAST SIDES OF THE HEADQUARTERS BUILDING

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP12-00036R000100140001-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 7
• Document Creation Date: December 27, 2016
• Document Release Date: July 30, 2013
• Sequence Number: 1
• Publication Date: July 1, 1981
• Content Type: REPORT

Declassified in Part - Sanitized Copy Approved for Release 2013/07/30: CIA-RDP12-00036R000100140001-5
STAT
Establishment of a Proposed Copy Center
Serving the South and East Sides
of the Headquarters Building
OL/PUD/Systems Staff
July 1981
Declassified in Part - Sanitized Copy Approved for Release 2013/07/30: CIA-RDP12-00036R000100140001-5
Declassified in Part - Sanitized Copy Approved for Release 2013/07/30: CIA-RDP12-00036R000100140001-5
Purpose
The purpose of this paper is to address the production
requirements and to identify the resources requited to establish
a Copy Center (CC) serving the south and east sides of the
Headquarters building. It is assumed that the present
Headquarters CC, located in GJ-56, would attract, and effectively
handle, all the requirements from the north and west sides of the
building. Therefore, only the copy requirements from the A,B,C,D
and E corridors have been considered in this study.
1. Workload Requirement for a CC for the South End Of the
Headquarters Building
A. Ground Floor: All existing copiers are low-volume,
point-of-need machines. The equipment 'is properly spaced for
maximum personnel efficiency. A CC Would have little, if any,
effect in reducing either the requirements on the equipment or
the total number of copiers.
B. First Floor: The equipment on the first floor is also
properly spaced and sized for maximum cost effectiveness and
personnel efficiency, and, with the exception of four (4)
units,is all low-volume, point-of-need copy equipment. A CC
conveniently located to the four higher-volume copiers could draw
some requirements from'these copiers, but it is highly unlikely
that the attraction would be substantial enough to provide any
saving or allow a reduction in the number of machines.
C. Second Floor:. The equipment on the second floor is
poorly ,spaced and improperly sized for the requirements. In
several instances, copierJise is strictly for convenience, and is
justified through compartmentation requirements. It is estimated
that 42 percent of the volume (58,000 copies/month) could be
directed to a CC. This would allow the total number of machines
to be. reduced by eight (8) units, and would provide an annual
savings in rental and maintenance costs of $18,432.
D. Third'Floor: The third floor offers the largest
requirement for a CC. It is estimated that 45 percent (92,000
copies/month) of the copy volume being produced on this floor
could be sent to a CC. The total number of copiers on the third
floor could be reduced by three (3), and an annual reduction in
copier rental and maintenance costs of $17,280 could be obtained
without decreasing personnel efficiency.
E. Fourth Floor: The equipment on the fourth floor is for
the most part properly spaced for maximum efficiency. However,
most of the equipment is being used either at or above
recommended volume levels. Fifty-four (54) percent (80,000
copies/month) of the volume being produced on this floor should,
and potentially could be, routed to a CC. The total number of
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Declassified in Part - Sanitized Copy Approved for Release 2013/07/30: CIA-RDP12-00036R000100140001-5
copiers could be reduced by three (3), and an annual savings in
copier rental and maintenance costs of $8;484 could be obtained.
F. Fifth Floor: The situation on the fifth floor is much
the same as that on the .fourth floor. The copying equipment is
properly spaced but is being used beyond its capacity for maximum
dependability. An estimated 45.5 percent (67,000 copies/month)
of the volume being produced on this floor could be directed to
a CC. The total machine population could be reduced by three
units,. thereby providing an. annual savings of $10,416.
G. Sixth Floor: As with ? the fourth and fifth floor copiers,
the units on the sixth floor are properly spaced for maximum.
personnel efficiency, but are in most cases producing at, or
above, an effective capacity. By directing 45 percent (53,000.
copies/month) of the copy volume to a CC, the total number of ?
units could be reduced by three (3), and an annual savings of
$5032 could be realized.
H. Seventh Floor: There are thirteen copiers on the seventh
floor in the B,C,D, and B -corridors.. Although it is Conceivable
that a CC would attract some percentage of the 196,900 copies -a
month being produced by these units, the amount is considered to
small, and the subsequent savings minimal. All thirteen units
are located in the offices of DCT staff functions or the offices
of Deputy Directors, making it highly unlikely that any of the
units could he eliminated.
2. Personnel and Physical Resource Requirements. for Establishing
and Operating a CC to Serve_ the South and East Side of the
Headquarters Building
A. To be successful as an alternative to convenience
copiers located in individual offices, CC's"must Offer
convenience, expeditious service, and a high-quality product. A
single CC to serve the south and east corridors of the
Headquarters building with a projected workload requirement of
350,000 to 400,000 copies per month must have as a minimum the
following:
(1) Equipment
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(2')
Xerox 8200 copier
Xerox 5600 copier
Kodak 100PS copier
Book stitcher
Paper cutter
GBC Binding equipment
Mailing and wrapping equipment
Space: To effectively operate a CC
containing the above listed equipment
plus administrative and supplY storage
space a minimum of 900 sq. ft. will be
required.
Copies/Month
175,000 to 200,000 cps.
25,000 per month
150,000 to 175,000
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Declassified in Part - Sanitized Copy Approved for Release 2013/07/30: CIA-RDP12-00036R000100140001-5
(3) Personnel: To provide the level of service
necessary to effectively operate this
CC and satisfy user requirements a
minimum
be required.
1 part-time
B. Cost of Operation
of 2.75 man-years will
(2 full-time,
employee)
(1)
Copier Equipment
Annual Rental
Purchase
Xerox 8200
$ 29,868
$ 48,640
Xerox 5600
10,920
30,352
Kodak 100PS
21,816
51,775
$ 62,604
$130,767*
( 2)
Support Equipment
Book stitcher (ACME
-Morrison)
3,900
Paper cutter (Challenger)
1,500
GBC Binding equipment
1,750
Mailing equipment
850
$ 8,000
(3)
Supplies
The cost of expendable supplies (paper,
toner, developer, etc.) would be the
same whether copies were made on individual
office machines or in the CC.
* The purchase of the copiers does not include the maintenance
cost. Annual maintenance for the three units listed would amount
to an additional $28,900.
3. Location
The location of a CC to serve the south and east side of the
Headquarters building is the most important factor determining
whether such a facility would be successful or not. The facility
should be centrally located along the south and east corridors,
preferably the southeast corner of the building on the third or
fourth floor. The most suitable location is room 3D39, with
1,050 ?sq. ft. of space. This room provides adequate space for the
proposed CC, and is centrally located to all potential users. An
alternative location is room 4D37. This location would provide
875 sq. ft., approximately 175 sq. ft. less than 3D39, and 85 sq.
ft. less than that which is considered optimum for the facility.
The third or fourth floor location is further justified by the
Potential copy volume on these floors. With little possibility
of any requirements from the ground floor or first floor,
establishing a CC on the third or fourth floors would centrally
place the facility for all potential users.
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Declassified in Part - Sanitized Copy Approved for Release 2013/07/30 : CIA-RDP12-00036R000100140001-5
4. Impact
A. Reduction in the Number of Copiers
Twenty office copiers could be removed by establishing the
CC; however, operation of the CC would require three additional
units. Net decrease in copiers would be 17.
B. Increase in Operating Cost
Establishing a central CC in the
Headquarters building would increase
the current level, eventhough the 17
Although many of the copiers in this
southeast quadrant of the
copier operating cost above
units would be removed.
part of the building are
operating at volume levels at or above recommended levels, and
continued use at these levels affects the dependability of the
equipment, they are producing at the most cost-effective level.
As usage increases vendor charges decrease. 'Establishing a CC
would not only eliminate the need for 17 units, it would have the
effect of decreasing requirements on the remaining units, and the
per copy cost on these units would increase. Eliminating more
than 17 units would have a negative effect on personnel
efficiency as employees would have greater distances to travel
for convenient copier use.
In summary, establishing the CC would reduce component copier
costs by $60,444 annually. However, the annual operating cost
for a CC to accomplish this same requirement would equal $62,604
in rental cost, $8,000 for purchasing support equipment, and 2.75
man-years in salaries.
5. Possible Impact
A CC located on the southeast end of the building could pull
a substantial quantity of work from the present CC in GJ-56. In
fact, so much work could be drawn. from GJ-56 to a new center that
it could become overburdened, and the present CC Could become
underutilized. However, pulling some of the work from GJ-56
could also improve throughput time in that facility, making its
use more appealing to some of the larger NPAC production shops on
the north and west sides of the building.
6. Other Options
a. Unmanned Center(s)
An unmanned CC could be established in one of the locations
recommended, or large unmanned machines could be placed in
strategic locations on the south and east sides of the building.
The cost of operating unmanned centers would be approximately
equal to the savings obtained from the displaced equipment.
However; past experiences with unmanned centers have not been
favorable. Equipment and supplies are not properly maintained,
.and security is a problem. Also, when there is an equipment
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Declassified in Part - Sanitized Copy Approved for Release 2013/07/30: CIA-RDP12-00036R000100140001-5
, . .
malfunction the equipment is usually left in an unusable state
for the next person.
b. Realign Existing Equipment to Requirements
The realignment of existing equipment to requirements is the
most attractive option from both 'a cost-effective and an
efficiency standpoint. Machine reduction, in numbers equal to
-those resulting from the CC concept, could be achieved.
Considerable savings in machine rental and maintenance are
possible without the problems associated with unmanned or manned
CC's. -Overall, the simple adjustment of equipment to meet
requirements is the best approach from both an efficiency and
economic standpoint.
Declassified in Part - Sanitized Copy Approved for Release 2013/07/30: CIA-RDP12-00036R000100140001-5
Totals
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Requirements Summary
Current Status Projected Status
Monthly
Volume
Convenience
Copiers
Monthly
Volume
Convenience
Copiers
Monthly
Volume
Copy Center
No. of
Copiers
Monthly Cost
No. of
Copiers
Monthly Cost
No. of .Monthly
Copiers
Cost
G.F. 111,000
16
$ 3,068
111,000
16
$ 3,068
1st 109,000
13
$ 2,908
109,000
13
$ 2,908
2nd 137,000
17
$ 4,980
79,000
9
$ 3,444
3rd 205,000
11
$ 4,919
113,000
8
$ 3,479
4th 147,000
10
$ 2,874
67,000
7
$ 2,167
5th 147,000
10
$ 3,347
80,000
7
$ 2,479
6th 117,000
9
$ 2,770
64,000
6
$ 2,284
7th 169,000
10
$ 5,058
169,000
10
$ 5,058
1,142,000
96
$ 29,924
729,000
76
$ 24,387
350,000
3
$ 5,217
x 12mos.
x 12mos.
x 12mos.
x 12mos.
x 12mos.
x 12mos.
13,704,000
cps.
$359,088
9,504,000
cps.
$298,644
4,200,000
$62,604
Machine Reduction - 17
Cost Increase - $2,160 (Annually)
Declassified in Part - Sanitized Copy Approved for Release 2013/07/30: CIA-RDP12-00036R000100140001-5