FEDERAL PAPERWORK MANAGEMENT AWARD

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00313R000100190033-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 9
• Document Creation Date: December 12, 2016
• Document Release Date: April 29, 2002
• Sequence Number: 33
• Publication Date: July 21, 1972
• Content Type: MF

Approved For "@QRCIANT$1 0033-5
21 July 1972
MEMORANDUM FOR: Director of Personnel
SUBJECT : Federal Paperwork Management Award
The Central Reference Service nominates
I or the Federal Paperwork Management
Award; the Acting Deputy Director for Intelligence concurs
in this nomination. A nominating statement and I
Official Personnel Folder are attached.
STATINTI
Chief, Administrative Staff
ODDI
Attachments: als
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B. Machine-Assisted Dissemination (MAD)
1. Before MAD
Prior to MAD, a certain class of incoming classified
electrical messages, 1200 a day, were received via teletype
printer in 21 copies each--about 25,000 message copies/day.
Disseminators, who scanned the messages, determined the
recipients from a list of some 300 potential recipients.
The messages were then sorted for later courier delivery.
Extra copies--about half of those received--were put into
the classified trash. Records were required on the fate
of each message copy.
2. The MAD Sylstem
MAD was put into operation in August 1971. The
same electrical messages are received in a small computer,
collected on magnetic tape which is used as the input to
an IBM 370/155.
The requirements of the 300 recipients are compiled
into sets in the MAD Directory which is put into the computer
memory. Dissemination is now performed primarily by the
computer which performs a textual search of these messages.
The computer compares the textual content of each message
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against the user's requirements. A match in text words
against Directory words causes the computer to process a
message against a fixed set of rules which identify the
dissemination points for that message. Output is in the
form of high speed printer runs, segregated by customer
rather than messages. Dissemination is totally machine-
assigned on 50% of the traffic. Of the remaining 50%,
much of the dissemination points are machine-supplied.
Additions or deletions are made by a disseminator sitting
at a Visual Display Unit (VDU). In less than 5% of the
take, the computer is unable to determine any addressee.
This is indicated to the disseminator at the VDU who then
determines the recipient of the message.
* Did away with unnecessary printing and disposal
of some 12,000 message copies per day.
* Increased accuracy in Dissemination. The
machine memory is better able to cope with 300 dissemination
points.
* Better copy, more information. Formerly, the
copy was a blue carbon printed on unpaged paper rolls--
difficult to read or process. Now each recipient receives
a clear computer printout, plus a list of all addressees
receiving the same message.
* The messages are stored on magnetic tape.
Retrievals are made on a special purpose computer. Filing
and searching of voluminous paper is eliminated. Filing
space is significantly decreased.
* Collating and record-keeping is done by the
computer since output is by customer. This saves clerical
effort.
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C. Future Developments
1. The basic MAD system and use has already been
expanded to process and disseminate a voluminous classified
publication. Savings are apparent in analyst time for
searching, duplicating copies of items of interest, filing,
and storage space.
2. Tests are being conducted on the feasibility of
processing other types of electrically-received messages
via the MAD system. The results are favorable.
3. Studies are under way to determine the feasibility
of modifying/enlarging the basic MAD capability to provide:
On-Line Indexing of Documents - This would be
an extension of the present on-line dissemination feature
of MAD whereby the disseminator adds or deletes addresses.
Present manual indexing requires significant paper, paper
handling, and processing steps--more paper.
* Automatic Message Extract - Abbreviated versions
of messages can be produced by the computer using the basic
techniques of MAD. These may be substituted for whole
messages in order to reduce digital storage required to
support information storage and retrieval or they may be
used as a basis for index listings.
* User Interaction - There is the potential for
certain users to review their message traffic on a Visual
Display Device in lieu of receiving hard copy paper form.
The user could then opt to reject the message knowing it
would be available in a central storage system or he could
indicate permanent storage in a selected file.
D. Digest
STATINTL has been instrumental, a prime mover in the
development of an automated dissemination process that is
now a demonstrated success. The basic system has the
capability to do more of the same and can be modified to
accomplish further significant changes/improvements in the
processing of essential papers. His contribution is a
significant one, in an essential area, and worthy of
recognition.
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CONFERENCE
COMMITTEE
Chairman
Mr. Benjamin F. Oliver
National Archives & Records Service
Inter-Ocean Building, Room 804
Washington, D. C. 20408
962-1814 (13-21814)
Vice Chairman
Mr. I larold E. Dyer
International Bank for Reconstruction
and Development
1818 I-I Street, N. W.
Washington, D. C. 20433
Registration
Mrs. Jane B. Evans
Dept. of Housing and Urban Development
Records & Forms Mgmt. Branch
Room B-264
Washington, D. C. 20410
755-5085 (138.55085)
Publicity
Mrs. Betty Prather
National Forest Products Assn.
1619 Massachusetts Ave., N. W.
Washington, D. C. 20036
332.1050 Ext. 204
Program
Mr. John W. Donovan
National Archives & Records Service
Inter-Ocean Building, Room 311
Washington, D. C. 20408
963-6426 (13-36426)
Program
Mr. Larry A. I Ierrman
U. S. General Accounting Office
441 G Street, N. W.
Washington, D. C. 20548
386-3581 (129.3581)
Exhibits
Mr. Marlin C. Peril
Air Force Systems Command (DAD)
Andrews Air Force Base
Washington, D. C. 20331
981 3651 (185-3651)
Treasurer
Mrs. Lorna S. Anderson
Department of the Navy
(Op-0981) Room BD-778, Pentagon
Washington, D. C. 20350
OX7-7103 (1.1-77103)
Hotel Arrangements
Mr. William R. Boucher
5956 Kedron Street
Springfield, Virginia 22150
451-1356
Hospitality
Mr. Sidney F. Musselman
National Aeronautics & Space
Administration
Code DI IA-I
Washington, D. C. 20546
962-4831 (13-24831)
Host Chapter President
Mr. Vincent J. Bosak
Crnrral Intaniarnrn Aunt-,
ASSOCIATION OF RECORDS EXECUTIVES AND ADMINISTRAT GREATER WASHINGTON, [). C. CHAPTER
P. O. BOX 89, WASHINGTON, D. C. 20044
July 20, 1972
Honorable Richard Helms
Director of Central Intelligence
Washington, D. C. 20505
Recently you received a letter requesting nominations for the
Eighth Annual Federal Paperwork Management Awards. Several
agencies have already responded favorably. Since the deadline
date of August 1, is approaching, we felt you would appreciate
this reminder.
Each year the President has sent a message manifesting his
personal interest and appreciation for the significant contribu
tions to economy and efficiency which those so honored have
made. It is our hope that you can assist in making this a
banner year in terms of meaningful results and the widest
possible participation and recognition.
Thank you for your cooperation and favorable response!
Sincerely,
HAKOLIf J. KOENIG
President
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 STATINTL
Appr
?S ER WI L.
S NFIDENTIAL
SECRET
OFFICIAL ROUTING SLIP
TO
NAME AND ADDRESS
DATE
INITIALS
1
C/DDI Admin. Staff
2
3
4
5
6
ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
RETURN
CONCURRENCE
INFORMATION
SIGNATURE
Remarks :
At a recent meeting of the CIA Honor
and Merit Awards Board called to consider
CIA candidates for public service awards,
Mr. Fisher advised the Board of
Mr. Colby's distress that the Agency has
submitted no candidates for the Federal
Paperwork Management Award. He suggested
that one be found. I am therefore
submitting the attached application for
of CRS. If you
approve, will you please forward same
to Mr. Fisher for consideration for this
award.
OLD HERE TO RETURN TO SENDER
FR : NAME, ADDRESS AND PHONE NO.
DATE
H. C. SEN SS
D CRS 2E60
UNCLASSIFIED
CONFIDE
FOAM No. G237 Use previous editions
1-67
STATINTL
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