SEVENTH ANNUAL FEDERAL GOVERNMENT PAPERWORK MANAGEMENT AWARDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000300220005-6
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 26
• Document Creation Date: December 9, 2016
• Document Release Date: June 28, 2001
• Sequence Number: 5
• Publication Date: November 10, 1971
• Content Type: MISC

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FEDERAL
GOVERNMENT
PAPERWORK
MANAGEMENT
AWARDS
WASHINGTON HILTON HOTEL
Washington, D.0
WEDNESDAY, NOVEMBER 10, 1971
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ABOUT AREA -- YOUR HOST
The Association of Records Executives and Admini-
strators (AREA) is an organization with chapters in New
York City and Washington, D. C. , and members-at-large
throughout the world.
The objectives and purposes of this organization are:
- to promote and foster the improvement of records admin-
istration through study, education, and research;
- to advance professional knowledge and techniques by shar-
ing experience and information in the records management
field;
- to develop and advance standards of professional compe-
tence in the records management field.
AREA's National Headquarters is in New York City.
ARE A
P. 0. Box 4259
Grand Central Station
New York, N. Y. 10017
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IN APPRECIATION
For seven years excellence in Federal records man-
agement has been highlighted and recognized at these lun-
cheons. Each year new examples of noteworthy achieve-
ments have served to broaden our own horizons of what can
and ought to be done.
We feel that the benefits have been far reaching and
are representative of the often unsung contributions to effi-
cient Government being made by highly dedicated profes-
sional public servants.
AREA is grateful for the privilege of honoring those
who have distinguished themselves through resourcefulness
in developing simplified paperwork processes.
DUDLEY F. JUDD
International President
Association of Records Executives
and Administrators
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ASSOCIATION OF RECORDS EXECUTIVES
AND ADMINISTRATORS
SPECIAL AWARDS BOARD
JOHN L. PRICE
Manager, Reference Systems Division
Standard Oil Company (New Jersey)
New York City, N. Y.
GEORGE A. ROLL
Staff Vice President & Corporate Secretary
AMF Incorporated
New York City, N. Y.
GEORGE J. MARTIN
Vice President, Services Division
First National City Bank
New York City, N. Y.
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AWARDS LUNCHEON PROGRAM
Presiding as Luncheon Toastmaster
DUDLEY F. JUDD
International President
Association of Records Executives
and Administrators
Luncheon Address
Honorable
DWIGHT A. INK
Assistant Director
Office of Management and Budget
Executive Office of the President
Presentation of Awards
HAROLD J. KOENIG
Vice President, AREA, &
Assistant Archivist for
Records Management
National Archives 8z Records Service
General Services Administration
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CITATION
"In recognition of distinguished work
in the United States Government
exemplifying in an outstanding man-
ner the highest characteristics of
public service through paper work
improvement and simplification."
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CITATIONS
Individual Citations
ROBERT S. COCHRAN
Department of the Army
Lt. Col. HARRY R. MANKINS
Department of the Air Force
Miss REBECCA R. McCOY
Department of Transportation
Miss NORMA E. RESNICK
Small Business Administration
HERMAN C. SLASKI
Department of the Treasury
MURLE A. WHITTINGTON
Department of Justice
Group Citations
OTTO D. HAVELAND
BOLTON L. PIERCE, Jr.
Department of the Navy
HAROLD HOOPER
BOBBY DOVE
MINOS GEORGARAKIS
Library of Congress
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SPECIAL AWARDS
FERDINAND J. BARTILUCCI
Veterans Administration
WILLIAM J. BERAN
Department of Defense (DSA)
STATINTL
Central Intelligence Agency
CECIL B. MATTHEWS
Department of Commerce
LOREN L. RADEMACHER
U. S. Atomic Energy Commission
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FERDINAND J. BARTILUCCI
Assistant Deputy Director for
Projects, Compensation, Pension and E due at ion Service
Veterans Administration
In five years, the number of veterans and servicemen receiving
Veterans Administration educational assistance has risen to over one
million. With but few additional personnel to adjudicate the flood of
claims, the continuation of expeditious service was impossible without
innovations in procedures and the elimination of paperwork. Mr. Barti-
lucci introduced the use of computer-generated letters and optical char-
acter recognition to meet this need.
In 1970, more that 2.7 million letters to trainees under the GI
bill were computer generated. A tremendous savings in manpower re-
sulted and became a key factor in meeting the heavy demands of a stead-
ily increasing workload.
As a result of Mr. Bartilucci's contributions to the creation and
design of a new optical character recognition system for processing two
million annual income questionnaires, Veterans Administration person-
nel in field stations had 493, 000 fewer adjudicative actions to perform
in 1970. The savings in manyears had a dollar value of $715, 000.
OCR used for enrolling veterans under the GI bill this fall resulted
in the elimination of over one million forms.
Using OCR in processing claims of educationally disadvantaged
cases will save the processing of several hundred thousand documents.
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WILLIAM J. BERAN
Printing Officer
Defense Supply Agency
Department of Defense
"Under Mr. Beran's guidance DSA was the first user of the Govern-
ment Printing Office's electronic composing system and remains the
largest user of this system within the Federal Government. On the
first line production job utilizing ECS, a reduction of approximately
36. 000 pages was achieved on a run of 6, 000 copies of a catalog, saving
the military services $321, 000 in printing costs. bnce then a number
of Agency publications have been produced using ECb. with similar re-
ductions in pages, and plans are being made to produce other publica-
tions utilizing this method.
Substantial reduction in number of pages and the cost of publishing
is anticipated through the automated publication of the Identification List
Federal Supply Catalogs scheduled for mid-1974. Over 100, 000 original
pages annually will be involved.
Mr. Beran's accomplishment in the Defense Supply Agency's suc-
cessful utilization of the electronic composing system tor publishing of
computer-driven printouts has resulted in the validated cost reduction/
cost avoidance annual savings of over $40U, 000. In addition, readability
and formatting of publications has improved and toe reduction In the
number of pages has contributed to additional savings in storage space,
md transportation and mailing costs.
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STATINTL
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Chie.Migator
Central Intelligence Agency
In his capacity as Chief Systems Administrator, as
directed an organization responsible for the implementation of automa-
tic data processing support to various significant areas of CIA. He has
served as technical advisor in developing and evaluating machine policy
and application,- and represented the Agency on ADP application and
consultations with certain foreign intelligence services, and he has been
highly effective in negotiations with commercial companies and agencies
in the Intelligence Community.
He has redirected a major project for the mechanization of a large
index in order to perform name traces by computer. In this effort he
has guided the development, programming, and testing of a major com-
puter system. The prototype system concerned with name tracing is de-
signed to be expanded to accommodate an index in the millions. It is a
pioneering effort in that name spelling variations are routinely searched
and the names processed.
The automated index will relieve name tracers of a tedious cleri-
cal chore and provide a higher quality search. Successful completion
of the prototype index will represent a breakthrough, and will be emula-
ted by U. S. and foreign agencies which perform tens of thousands of
name checks daily.
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STATINTL
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CECIL B. MATTHEWS, Chief
Administrative and Publications Services Invision
Bureau of the Census
Department of Commerce
Mr. Matthews molded an existing ineffective decentralized paper-
work management program for printing and distributing Bureau of Cen-
sus publications into a highly efficient centralized sys-,em.
Lie disposed of over 2-1/2 million excess publ
ations, releasing
over 40,000 square feet of space critically needed for future censuses.
lie reduced annual publication printing costs $;)0, 000 to $100,000
and saved sizeable shipping, storage, and handling costs.
He issued a comprehensive Handbook of PubliEhing and Printing
which established policies and practices for a continuing controlled pro-
gram of publications and printing requirements based on historical data
rather than optimistic estimates of program officials.
fie provided for a program of placing all current and census pub-
lications on microfiche to facilitate disposal of pave,: copy and provide
paper prints from microfiche copy for out-of-print publications.
He established a centralized, improved, and m-re equitable ser-
vice to meet the public's requests for Census Bureau publications.
He instituted control over and centralized numerous independent
mailing lists, eliminated the space, equipment, and personnel devoted
to publications activities in over 28 program areas, and improved the
promotional and sales programs for Bureau publications.
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LOREN L. RADEMACHER
Asst. Chief, Records Management Branch
Office of the Controller
U. S. Atomic Energy Commission
Mr. Rademacher is responsible for the AEC records disposition
program which is designed to dispose of as many records as are gen-
erated each year, to transfer records. to low-cost storage as soon as
they are eligible, and to reduce the number of Secret documents on hand.
He developed many records disposal standards under which AEC and its
cost-type contractors continually purge their files of unneeded records
and at the same time identify permanently valuable data destined for
ultimate deposit in the National Archives.
Under Mr. Rademacher's leadership almost a million cubic feet
of records have been disposed of in the past six years resulting in a cost
avoidance of approximately $2 million. Annual recurring cost avoidance
is more than $300, 000.
Mr. Rademacher initiated a program to reduce the number of
Secret documents which has resulted in a reduction of about three mil-
lion documents. Benefits are substantial particularly in the reduction
of clerical effort in document accountability and inventory.
Through Mr. Rademacher's efforts more than 85,000 cubic feet of
non-current records have been removed from high cost office and labor-
atory spaces and are now stored in low-cost storage space at Federal
Records Centers.
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ROBERT S. COCHRAN
Chief, Reports and Statistics Division
Office of the Comptroller of the Army
Department of the Army
Mr. Robert S. Cochran has had chief responsibility for the Army's
reports management program for some years. The scope of this pro-
gram is worldwide within the Army organization and covers public use
reporting imposed by the Army under the Federal Reports Act.
Two review programs that Mr. Cochran has chartered, super-
vised, and brought to outstanding success are known within the Army as
Project CURB (Cancellation of Unessential Reports) and Project SAVER
(Study to Assess and Validate Essential Reports).
Under Project CURB on-site reviews of 586 reports were made.
Decisions were reached to rescind 186 of these reports and to revise
158 others. An estimated 606,000 manhours annually, valued at ap-
proximately $2,424,000, were made available for other work through
this effort.
The status of Project SAVER to date warrants a conclusion that
outstanding results will be achieved. So far at the Headquarters of the
Department of the Army, 497 reports have been reviewed. Decisions
have been reached to rescind 105 of these reports and to revise 82
others. Completion of these actions will save an estimated $25 million
(gross) annually. Estimated savings on Army field-initiated reports are
an additional $4,616,000 to date.
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Lt. Col. HARRY R. MANKINS
Procedures Branch Chief
Headquarters Strategic Air Command
Department of the Air Force
During an inspection of the Maintenance Data Collection System
(MDCS) the USAF IG identified a need to reduce the system complexity.
SAC was appointed lead command to formulate a means of immediate
simplification. Lt. Col. Mankins, due to his knowledge of the MDCS,
was given the task.
Under Lt. Col. Mankins' direction, the service test plan was
written, accepted by Hq. USAF, and implemented. The complexity of
the MDCS has been decreased through the suspension of reporting in
areas such as support general and selected equipment class codes. The
simplification of the MDCS has been accomplished within the framework
of the original system and requires only a minor revision of present
directives.
As a result of the service test of proposals, it was concluded by
SAC and AFLC that significant data reporting reductions proved feas-
ible. Extensive analysis of procedures for accomplishing these reduc-
tions resulted in formulating of proposals which focus specifically on
how data reductions would be accomplished. These proposals, when
implemented, will result in annual savings (as projected by Strategic
Air Command) to the Air Force as follows: $8,470,384 and 1,751,280
manhours.
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Miss REBECCA R. McCOY
Management Analysis Division
FAA, Southwest Region
Department of Transportation
Miss McCoy has been responsible for exceptional operational im-
provements and savings in manhours and costs through Administration
of the regional reports management program. In recognition, she has
received numerous awards and letters of commendation.
In addition to 21 feasibility studies which have resulted in signifi-
cant cost and manhour savings, accomplishments M the regional reports
management program which are attributed to the primary efforts of
Miss McCoy are:
1. Development of a more effective report evaluation procedure
thatn previously used.
2. Improvement of reporting instructions and reporting forms
and updating of records and case files.
3. Elimination of 13 reports. Reduction in frequency of 2 re-
ports and reduction in copy requirements of 9 keports.
4. Provision of new and improved management tools.
Savings of 4,146 manhours and $27,938.60 in costs.
6. Savings of 8,094 manhours iesiitnated at 60,138) in the
Government-wide Reports Improvement project.
. Significant improvements in the accuracy o input data to
automated reporting systems.
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Miss NORMA E. RESNICK
Management Analyst
Office of Organization and Management
Small Business Administration
Miss Resnick has received numerous monetary awards, citations,
and letters of commendation for her extraordinary performance.
During the early stages of the realignment of the SBA field struc-
ture (as required by the Office of management and Budget), Miss Res-
nick had the foresight to start preparations for reducing and controlling
the volume of paperwork which would be generated in bringing all dele-
gations of authority current with the reorganization. Problem areas
were identified and practical solutions to assist effective accomplish-
ment of this project were developed and implemented.
The old system required individual delegations. All told, approx-
imately 10, 000 pieces of paper (including transmittal letters) were being
prepared and handled by numerous employees to make the formal dele-
gations of authority to the appropriate field offices.
The new system provides a single delegation document which in-
corporates all current authorities to the regional directors and subor-
dinate field positions. Approximately 9, 500 pieces of paper have been
eliminated as a result of this action.
The new system has also reduced the time involved in preparing,
typing, and processing delegations on an individual basis. Savings of
$8, 000 in manpower would be a fair estimate for this project.
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HERMAN C. SLASKI
Chief, Taxpayer Service Branch
Internal Revenue Service
Department of the Treasury
Under Mr. Slaski's general direction and guidance, his staff, in
cooperation with field personnel, disposed of a complex and sensitive
accumulation of residual files and records. Guidelines to avoid unnec-
essary files maintenance as well as appropriate, timely disposition of
essential records were issued for future field guidance.
As a result of Mr. Slaski's determined efforts, district offices of
IRS have been able, up to this time, to dispose of 289 different kinds of
files (or 68 percent of all residual files inherited from the Office Branch
Services Program) through retirement to the Federal Records Centers
and IRS Service Centers, transfer to other activities ir destruction.
Approximately 150, 000 cubic feet of file space have been liberated and
made available for other functions in IRS. Today the volume of files in
Collection offices is approximately one-half what it was prior to the
consolidation in September 1968.
In addition to reducing the number and volume of files and records,
Mr. Slaski's efforts resulted in:
(1) Savings in space of an annual pyramiding nature to revent similar
accumulations in the future.
(2) Decrease in time and staff for files maintenance.
(3) Savings in equipment for files.
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MURLE A. WHITTINGTON
Chief, Records Management Division
Bureau of Narcotics & Dangerous Drugs
Department of Justice
Mr. Whittington is not only the major contributor to the efforts of
a special Paperwork Study Group tithe Bureau of Narcotics and Danger-
ous Drugs, but he is also responsible for publication of the official order
on BNDD directives that was an outgrowth of this undertaking.
This study marks a turning point in the direction of the Bureau,
from an inexperienced organization to a mature, highly organized, effi-
cient Federal agency. The report indicates the proper direction the
Bureau must take in order to achieve a smooth running and effective
organization. This study has caused the implementation of a new paper-
work system for BNDD. There is no precedent in the Bureau for this
type of undertaking.
The most important result of this study is the codification of pro-
cedures for initiating, preparing, approving, reproducing, and distri-
buting BNDD directives from Headquarters to the Regions. The results,
though largely intangible, will have the long-term effect of saving time,
money, and duplicative efforts on the part of various branches of BNDD,
especially where Headquarters and the Regions perform similar func-
tions.
Mr. Whittington was an active participant in this project from its
inception to its successful conclusion.
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OTTO D. HAVELAND, Employment Officer
BOLTON S. PIERCE, JR., Personnel Management Specialist
Naval Ship Research and Development Center
Department of the Navy
Their achievement, the design and development of an automated
personnel management information system with the dual capacity of
more efficient accomplishment of day-to-day personnel administration
tasks and providing needed information to the command and activity
management, represents a highly significant and valuable accomplish-
ment in the effective management of paperwork.
The system enables their department to provide data on a more
current basis and insures a capability to provide an amount of manpower
information not even possible under manual methods.
Both individuals, starting with an activity decision to develop such
a system, but neither having any prior knowledge or experience in this
type of endeavor, exhibited outstanding teamwork, ability, and leader-
ship in acquiring knowledge related to computers and automation, de-
veloping concepts related to system design and a priority schedule of
accomplishing various system phases, and overcoming the many obsta-
cles arising through the development process. As an indication of the
effectiveness of this system, the Canadian government recently reques-
ted information on it.
It has proven to be a valuable asset in the important task of effi-
cient manpower management.
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HAROLD HOOPER, Head, Paperwork Management Section
BOBBY DOVE, Asst. Head, Paperwork Management Section
MINOS GEORGARAKIS, Paperwork Management Technician
Library of Congress
Since 1968 these three have worked as a team in all areas of
paperwork management, but their special emphasis during the past
fiscal year has been devoted to improvement and economies in forms
management. They have conducted studies for the purpose of analyzing
Library of Congress forms to determine their basic purpose, to improve
their design, and to document the procedures involved in their use, in
addition to recommending new techniques to be used in the forms pro-
gram to achieve work simplification.
Through improvement in forms design, elimination of numerous
unnecessary and duplicate forms, as well as consolidation of forms ser-
ving the same basic, or similar, functions, stock storage area and bad-
ly needed office space have been released.
As a team they have achieved a high quality of work and effected
cost reduction in the Library's forms management program by clearing
the system of obsolete forms, consolidating some, and redesigning
others, resulting in a savings for the fiscal year ending Dine 30, 1971,
of $254, 347. 00.
A by-product of the above team effort will be a revision in the for-
mat of the next edition of the Library of Congress Forms Catalog, which
will result in further savings and a better reference tool.
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AUTOGRAPHS
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AUTOGR APHS
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AUTOGR APHS
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