TECHNICAL ASSISTANCE WORKSHOPS IN FIELD INSTALLATIONS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000300400003-8
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 12
• Document Creation Date: December 12, 2016
• Document Release Date: February 8, 2002
• Sequence Number: 3
• Content Type: OUTLINE

Approved For Release 2002/609
00400003-
NOW
technical
assistance
workshops
IN FIELD INSTALLATIONS
WOR S OAP MATERIALS
AAA
GENERAL SERVICES ADMINISTRATION
NATIONAL - AND RECORDS SERVICE
OFFICE ? RECORDS MANAGEMENT
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Ricriard M. Nixon
President of the United States
Rod Kreger
Acting Administrator of General Services
James B. Rhoads
Arcriivist of the United States
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TECHNICAL ASSISTANCE WC)RKSHQPS
The National Archives and Records Service (NARS), General Services Administra-
tion, develops and presents workshops in various areas of records management
for the purpose of improving Government operations. These workshops pertain
to the activities for which GSA is responsible under 44 USC, Chapters 27-33.
The workshops differ from conventional training courses. They are intended
only for persons who can apply the concepts immediately. Agency officials
are normally expected to follow through in improvement efforts and to report
the results to the appropriate NARS paperwork management officials on
GSA Form 6827, "Summary of Benefits to Federal Agencies," or other means.
WORKSHOP PRESENTATIONS
NARS Workshops are presented in three ways:
. Within the agency by agency personnel.
. Within the agency by NARS analysts, as a part of the technical
assistance provided by NARS in developing paperwork systems
improvements.
. At GSA Regional offices, at agency field installations and at the
National Archives and Records Service in Washington, D. C., by
NARS analysts, for participants from several agencies.
Agency officials responsible for selecting nominees are urged to screen
carefully all applications to insure that they satisfy eligibility
requirements set forth in the workshop descriptions below.
An Optional Form 37, "Nomination for Interagency Training," or a letter
addressed to the appropriate NARS Regional Director should be used to
apply for workshops presented in GSA Regional Offices or agency field
stations.
To apply for workshops given in Washington, D. C., nominations should be
addressed to: Workshop Director, National Archives and Records Service (NRP),
General Services Administration, Washington, D. C. 20408. (Phone: (202)
963-4154 or IDS Code 13, Extension 34154.) However, before applying for
workshops in Washington, D. C., inquiries should be made to the appropriate
NARS Regional Director for information about availability of the workshop
locally.
There is no charge for individual participation in NABS workshops conducted
on an interagency basis. At the discretion of NARS officials, charges may
be made for special workshops conducted primarily for personnel of one
agency. These charges will be based upon costs for providing instructors
and workshop materials.
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,3ESCRIPT_I T (VORKSHOP_ NUMBERS ARE SH[ ^?~I _L" RENTNESE $)
< ( OR])S tiIA:'4AGIINT (1A): A a-week workshop Jesignec- to provide a broad
oerspec-ive of the scope and objectives of records ranagement as a whole,
orinci-)al topics analyzed through lectures anu ciscussions are:
nai jag r r a: records, correspondence, directives, repur5_ forms, arid mall;
ocords sc:reduling records disposition; off ice maciine selection anti
1 r_':io:l; source data automation; clerical work rieasurenrent; vita
e or l; t j:adling: information retrieval deve l opmerrt~, ; conducting a total
records svstems study; and do's and don'ts of an ef_..ective records manage-
at or :)T;r:arn. The workshop is designed for records otficers, management
n.?lvsr.>. supervisors, and others who have broad responsibility for
.9tannager.tent of the program areas listed above. (Ind__vyduals attending
,vorksho o 1.6 should not attend this workshop. i
;:', ;;)12T) MAINTENANCE AND DISPOSITION (IB) : A S-dav ti,orksnop covering the
s "ollowi:ag areas of records management : tiles opera-:ions, such as sut )j ect
::ssi ication, records inventorying, scheduling, aid storage; mail manage-
tezrt;tal records protection; office information -etrieval; conducting an
fcct"de records systems study; and do's ana don't:- of an effective
r cords program. This workshop is designed i or rash temnent technicians,
records iiaison personnel, records supervisors, and similar personnel who
have re=-.orbs management responsibility for o rte or m+r4: of the functions
1 =;ted , individuals attending workshop I A should ot attend this workshop.)
flPM ) { JUDE LETTERS (ZA) : Three halt day sess i.o:.s designed to improve
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Productivity, reduce costs, and achieve simplicity :nu standaraization in
the prcoaration of repetitive correspondence. Demon-trations and simulated
;r cr1>ents l-ighlight the development of a predesigned reply system that
includes both guide (pattern) letters and tot-in left -rs . `Those having
; esponsibi iity for operations where ietterwx Ming i_ a signifi,:ant part of
to worKlead are eligible.
:oRRESI'ONDENCE MANAG NT (2B): A 2-day workshop e Rp l aining wren a
rnrresronaen.ce management program is neeaed and how t, develop one. It
$?eals :ith the costs of written communications, how t0 reduce these costs,
and how to prepare letters t.ilat are clear, concise, and effective. those
?esnonsible for writing or reviewing correspondence as well as those who
?.re re:-oorsible for its management are eligiile.
i'1~EDT~^ (~ THE MAIL (ZC) : Two halt day sessions conc~'rning the Ranching of
incoming correspondence and the clearing of replies . Methods are discusses
which :shorter in-shop time for correspondence re.i,.ring a reply Can be
c n eved . How and where improvements can sae made i > tee termined. 1"r; is work-
op . designed primarily for personnel in program offices where a large
sl_ume of action mail is handled.
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FORMS ANALYSIS AND DESIGN (3A): A comprehensive 10-day workshop for forms
analysts and trainees, forms liaison representatives, forms managers, and
others needing a technical knowledge of forms analysis and design methods.
How to establish and operate a forms management program and the relation-
ship of this program to other records management programs are explained.
The workshop shows how to analyze and design forms as an efficient means
of recording, collecting, transmitting, and processing information. Also
included are the development of forms specifications, flowcharting
procedures, and the application of the survey approach to forms design.
FORMS IMPROVEMENT (3B): Two half day sessions presenting and applying
techniques to smooth the flow of paperwork by simplifying and improving
the forms used. Effective principles for improving, simplifying, combining,
and eliminating forms are discussed and used. Participants redesign and
simplify a heavy-usage form. Supervisory and administrative personnel,
professional specialists, and technicians are eligible.
FORMS FOR AUTOMATION (3C): A comprehensive 5-day workshop designed to
acquaint participants with requirements, specifications, and practical
techniques and applications for developing efficient, economical forms
for use in processing information in conjunction with ADP equipment.
Special projects provide practical experience in applying the standards
and techniques discussed. Participants should either have attended
workshop 8B, 'Mechanizing Paperwork Systems," 8A,"Source Data Automation,"
or be well versed in automation. In addition, they should either have
attended workshop 3A, "Forms Analysis and Design," or be experienced in
basic forms management principles and techniques.
DIRECTIVES SYSTEMS IMPROVEMENT (4A): A 2-day workshop designed to improve
the communication of policy, procedures, and instructions in the clearest,
most effective manner. It concentrates in the areas of directives planning,
organizing, writing, illustrating, and editing. Those who originate
directives or manage a directives system are eligible. Arrangements should
be made for a one-hour orientation for agency executives when this workshop
is conducted on-site in individual agencies.
MODERNIZING MANAGEMENT REPORTS (5A): A comprehensive program presented in
five half day sessions concerning the continuing need for better management
information and reporting. The workshop focuses on management information
requirements. It demonstrates and develops ways to get the desired
information at the right time through the clearest possible communication.
It stresses how to stop unneeded reporting to achieve the lowest possible
cost. Case histories illustrate application of the workshop techniques.
Participants, working in groups, consider real or theoretical problems of
their agencies. Groups of four registrants from a single agency provide
the most effective pattern to study practical problems.
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NFORMATION SYSTEMS DESIGN (5B): A 5-day workshop designed to acquaint
management analysts with methods for developing a large information system.
The workshop covers the various steps of system design, identification. of
information requirements, organization of data, network analysis, input
-nd outuut methods, preparing systems proposals and specifications,
testing, and measuring benefits. Participants work ir, groups to solve the
:rbblems of a fictional transit agency. When the workshop is conducted
,u thin an agency, participants consider its actual. problems. Previous,
.;Irticination in the "Modernizing Management Reports workshop is desirable.
s-]iFICE INFORMATION RETRIEVAL (6A): A 5-day workshop designed to show how
n::. under what circumstances modern information meth,oo-ds and equipment may
e applied to improve dissemination, storage, and retrieval of information.
a:.articinants are introduced to the techniques and systems in use today and
-ome of those being developed. They are shown how to conduct information
retrieval surveys, how to design a coordinate index system, and how to
s,-select the appropriate system and equipment. This workshop is designed
broaden the skills of management analysts, system. personnel, supervisors,
:.aid others who may be directly involved in designing and installing an
#ficient information retrieval system.
4u,s IMPROVEMENT (7A): A 2-day workshop designed to rielp Government
:ffces save time and money through effective filing systems. Participants
evelop solutions to problems simulating actual filing situations. The
project follow-up calls for participants to apply the standards and
echnioues discussed in the workshop to the files of their agency. Any
person required to set up or maintain files, including clerks, secretaries,
"Uld these who supervise filing operations, is eligible.
-CORDS DISPOSITION (7B): A 1-day workshop concern,, with the major
rprractices, procedures, and programs related to effective records disposition.
she workshop concerns the operation of an efficient records disposition
program, preparation of records control schedules, identification of
;,ec-manent records, use and unction of Federal Records Centers, and the
_1rticnshin of records disposition to other records management programs.
?ny person whose duties include responsibility for control and disposition
records is eligible.
OURCE DATA AUTOMATION (8A): A 5-day workshop exploring efficient irrtorma-
.on and data input devices, where they are needed, and how to evaluate
:heir p=otential. Emphasis is on the importance and reasibility of capturing
rta i ma nine language at the first recording or i the earliest practical
point in the system. The workshop is designed to pr-)vide guidance for
management analysts, systems personnel, supervisors, and others directly
involved in applying source data automation techniques. Participants
-Mould either have attended workshop 8B, 'Mechanizing Paperwork Systems,"
.r be well versed in automation.
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MECHANIZING PAPERWORK SYSTEMS (8B): A 4-1/2 day workshop designed to help
supervisors and others mechanize or automate their paperwork systems. The
focus is on the use of automation, but the workshop includes the use of
mechanical tools when automation is not justified. Participants determine
how to locate potential areas for mechanization in their offices and how to
develop improvements. When accepted for the workshop, applicants will be
sent a special workshop form ("Potential Mechanization Projects") which
must be filled out and brought to the workshop on the opening day. Projects
listed will be analyzed during the-workshop and preliminary plans for
mechanization or automation developed by the participant during the workshop.
WORKSHOP MATERIALS
The workshop materials described below may be purchased from the National
Archives and Records Service (NRP), General Services Administration,
Washington, DC 20408 (Phone: [phone] or IDS Code 13, Extension
34154). Additional information, including prices, will be furnished upon
request.
RECORDS MANAGEMENT (IA) and RECORDS MAINTENANCE AND DISPOSITION (1B)
WORKSHOPS
Scripts, handouts, and related materials for these workshops are available
on a limited basis, only.
FORM AND GUIDE LETTERS (2A)
Instructor's Package includes materials needed by the instructor in
presenting t eh worhop: Script, 35MM slides (27), flannelgraphs (10),
and sample of student handouts.
Student's Package includes required materials for student use: 20 sets
of following items -- Form Letters handbook, Guide Letters handbook,
and student handouts.
CORRESPONDENCE MANAGEMENT (2B)
Instructor's Package. Workshop B Instructor's Package consists of
materials nee by the instructor in presenting the PLAIN LETTERS
workshop, including the script, 35mm slides (33), 8" x 10-1/2" prints
of the slides, flannelgraphs (23), samples of student handouts, and
instructor's key.
Also available is an Instructor's Package which may be used at the
discretion of the instructor in teaching PLAIN LETTERS FOR EXECUTIVES
consisting of a Lesson Plan (Script), Student Workbook, Instructor's
Key, and 35mn slides (82). Additional instructional material is
listed in the Lesson Plan. (The flannelgraphs used in the PLAIN LETTERS
Workshop described above may be used in the PLAIN LETTERS FOR EXECUTIVES
Workshop at the discretion of the instructor.)
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:Stu~._ent's Package for PLAIN LETTERS: Required materials for students
TT, :rye workshop, 'including'- Plain Letters handbook; Workbooks A, F, C,
;i1ie D; Fog Index, Sample Letter;A-S Formula; and pocket folder.
'Stu: ent's Package for PLAIN LETTERS FOR EXECUTfV S: Student's Workbooks.
PDIN(, 'THIS MAIL (2C)
r=ucLor-'s Package includes Instructor's ana Student's Trainin
t:. , 'Semi sides d flannelgraphs.
en s Package includes printed materials for student use.
'MS AN_"-.LY,SIS AND DESIGN (3A)
+ns.ructor's Kit: Material needed by the inst.ru,:tor in presenting
wo-r sop including an illustrated script, vinyl binder, 35nn r.
--4_-a, es (133), flannelgraphs (S6), and vugraphs ('77).
3tu._ent's Kit: Workbooks, vinyl binder, flowchart template, and 3
'aaRiooks -Forms Management, Forms Analysis. and Forms Design.
MS IMPROVEMENT (3B)
ns:ructor's Package: Materials needed by the instructor in pre-
sen ink the wor sshan, including the script, 35nm color slides (47),
ne igraphs (55) , copies of Forms Improvement _og, copies of
7>= r improvement Report, and samples of student handouts. Also
in chart, "SMA CASE HISTORY," size 30" by 4C"', for one-time use.
>Lucient's Package : 20 sets of student handouts -- Forms Improvement
r,3 t SMA dorms (set of 7 for each student), Chal lenge Each Copy,
aThd-in Forms Improvement Report, and implifyi:ng Forms.
)RMS FOL AUTOMATION (3C.)
~. " ruvtor's Kit : Illustrated script, vinyl binder, slides (198
sic) flannelgraphs (26).
ent's Kit: Workbook. vinyl binder !'ort-a-Finch Cards, stylus,
.
.
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handbooks -- Forms Analysis, Fo1 Design, and SDA.
e, and
C TI'; : :-,YSTEMS IMPROVIIMENI' (4A)
R1 rector's Kit: Materials needed by tne inst-victor in presenting
tri(-- ks op, including notebook, script. 35mnT slides (76), flannel-
.s 40) , packet of student exercises, and student handouts.
s w ;.erg ? s Kit: 20 sets of student handouts. riot!~ioooks , and exercises.
11`'N1-NG MANAGEMENT REPORTS (5A
;. i'u . to s Kit: Ilustrateq. script, .3-,;Tun S 1C S (37), ani tlaiine -
2()
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Student's Kit: Workbook
INFORMATION SYSTEMS DESIGN (5B)
Instructor's Kit: Illustrated script, vinyl binder and 35 mm slides
255. Keysort instruction kit (manual, needle, jogging block, punches,
correction tape, etc.) may be ordered from Automated Business Systems,
Division of Litton Industries (any local office). One box Projection
Transparencies No. 588 (100 sheets) may be ordered from 3M Company
(any local office).
Student's Kit: Workbook, template, and Keysort term cards.
OFFICE INFORMATICN RETRIEVAL (6A)
Instructor's Package: Materials needed by the instructor in presenting
the workshop, including the Instructor's Manual, 3S um slides Al - A25,
Bl - B4, Cl - C179, and Dl - D38; flannelgraphs Al - A4, Bl - B5, Cl -
C25, Dl - D20, and El - E10; one set of previously punched hand-punched
cards; Set II, optical coincidence cards; Set IV, optical coincidence
cards, and one Student Kit. (In addition, instructor will need one
optical coincidence display, or light box, which may be purchased
directly from the manufacturer.)
Student's Package: Required materials for student in the workshop,
including one Student Kit per student; one stylus per student, one
3-1/2" x 7-1/2" sponge per student, and six blank hand-punched cards
(IBM Form D36915) per student. (In addition, students should be
provided with 1 each of the following NABS-GSA Handbooks: Subject
Filin , Files Operations, File Stations, Information Retrieval,
Information Retrieval Systems , anMicroform Retriev Tent Guide.)
FILES IMPROVEMENT (7A)
Instructor's Kit: Script, 35mm slides (94), flannelgraphs (134),
mock-up boxes for a case file and a subject file, 1 student kit
containing 8 problem packets and the Files Operations handbook.
Student's Package: Student kits containing 8 problem packets and the
Files Operations handbook.
RECORDS DISPOSITION (7B)
Instructor's Package: Materials needed by the instructor in pre-
senting the workshop, including the script, 35mm slides, flannel-
graphs, and one Records Disposition student's package.
Student's Package: Student's package containing material for use in
the workshop.
SOURCE DATA AUTOMATION (8A)
This workshop is being revised, and the new materials will probably
not be available until the latter part of Fiscal Year 1973.
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' IZ TNG PAPERWORK SYSTEM (8B)
nd wi7Z i.ncZarde the
purchase in the spring
L$ t ruetor g s Kit: Materials needed by the Instructor in presenting
to workshop, including an illustrated scripts slides and a vinyl
nder.
u;:ent's Kit: Workbook and virv'l hinder.
W,--)rkshop is expected to be av,y;:iZab e -o-P
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Agency field personnel should direct all inquiries concerning applica-
tions, scheduling, and related information about NARS technical assis-
tance workshops to the appropriate NARS Regional Director below:
GSA Regions 1 and 2
Regional Director, NABS
General Services Administration
26 Federal Plaza
New York, NY 10007
FTS: [phone]
(local: 264-3514
GSA Region 3
Regional Director, NARS
General Services Administration
Room 7016, 7th & D Streets, SW
Washington, DC 20407
FTS: [phone]
(local: 962-Z455)
GSA Regions 4 and 5
Regional Director, NARS
General Services Administration
1776 Peachtree Street, NW
Atlanta, GA 30309
FTS: [phone]
(local: 526-5611)
GSA Regions 6, 7 and 8
Regional Director, NABS
General Services Administration
819 Taylor Street
Fort Worth, TX 76102
FTS: [phone]
(local: 334-2759T-
GSA Regions 9 and 10
Regional Director, NARS
General Services Administration
49 Fourth Street
San Francisco, CA 94103
FTS: [phone]
(local: 556-3425)
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