DDA EXCHANGE DOCUMENTATION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP86-00114R000100010001-8
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 159
• Document Creation Date: December 9, 2016
• Document Release Date: April 10, 2001
• Sequence Number: 1
• Publication Date: August 20, 1980
• Content Type: REQ

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DDA EXCHANGE DOCUMENTATION
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DDA EXCHANGE DOCUMENTATION
TABLE OF CONTENTS
I. Organization
TAB
Editorial Structure 1
Current List of Senior Editors 2
Operating Policy Statement 3
Supporting Documentation 4
Early Background Information 5
II. Content
Policy Statement 6
Classification 7
Supporting Documentation 8
III. Production Process
Schedule 9
Sample Request Form 10
ETECS instructions 11
Layout and Design 12
Examples 13
Master Layout Grid 14
IV. Distribution
Current Mailing List (Automated) 15
Example of automated system 16
V. Article Index
Comment Authors List 17
Comment Standard Request Memo 18
Quote of the Quarter List 19
Article List 20
Documentation of Automated Lists 21
VI. Minutes of Editorial Board Meetings 22
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I. ORGANIZATION
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DDA EXCHANGE
EDITORIAL STRUCTURE
Multiple participation and commitment are
required to accomplish the purpose for publication
of Exchange. The organization of contributors to
Exchange, therefore, rests on this thesis.
The Exchange is supported by an editorial
structure which consists of the following
elements:
EXECUTIVE BOARD
MANAGING EDITOR
SENIOR EDITORS
EDITORIAL BOARD
ADMINISTRATIVE ASSOCIATE
A brief description of the functions and
membership of each follows.
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EXECUTIVE BOARD
Function: Establishes, monitors, and reviews basic
editorial policy. The executive Board sets the
purpose; determines the character and overall slant;
defines the nature of the content by which the purpose
is to be achieved; indicates special mood or tone; and
establishes the physical characteristics, timing,
distribution, and organization.
Membership:
DDA
ADDA
C/MS
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MANAGING EDITOR
Function: monitors and assures appropriate action is
taken in the preparation, production, and distribution
phases leading to publication of Exchange within the
policy framework approved by the Executive Board and
the recommendations and/or decisions of the Editorial
Board.
Membership:
C/MS
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SENIOR EDITORS
Function: serve as managing editor within the
individual DDA office of assignment and as a member of
the Exchange Editorial Board.
Membership:
A nominee from each DDA office. These editors
usually are members of the office planning teams.
They function as the arm of the Exchange within an
individual office, and arrange for office article
submissions.
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EDITORIAL BOARD
Function: plan the theme and content of future issues
of Exchange, critique past issues of the magazine,
monitor reader reaction, seek new ideas and
improvements, and make appropriate recommendations to
the Executive Board on policy matters.
Membership:
Managing Editor
Senior Editors
Administrative Associate
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ADMINISTRATIVE ASSOCIATE
Function: Performs secretarial service to the
Executive Board and to the Editorial Board and provides
administrative and clerical support to the Managing
Editor.
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ADMINISTRATIVE ASSOCIATE
DDA EXCHANGE
You will .
1. Set up meetings with Associate Editors
with Senior Editors
a. Take notes at the meetings
b. Prepare draft minutes for C/MAS approval.
c. Prepare final copy for:
(1) File - Exchange File
(2) Chief, MAS
(3) Each Attendee or absentee at the meetings
(NOTE: In your minutes, be sure to note any special assign-
ments given and the date articles should be submitted
to MEAS for next issue.
2. Note submission date for articles from Senior Editors
and give them reminders if necessary.
3. As articles come in, check preparation.
a. If not prepared in ETECS type & format, retype.
b. If in ETECS, proof typing and format--be sure
classification is typed as well as stamped/written
on the final draft.
4. Xerox a hold copy for your use in case of questions
from PPD.
5. Give the final drafts to Chief, M&AS for establishing
order of print.
**
a. Prepare necessary index after order is set up.
b. Schedule any meetings required with C/M&AS & PPD.
6. Prepare Form 70 (Printing requisition) for PPD - (Get
requisition If from Chief, DDA/Registry).
In addition to regular index to be printed, prepare
a reference index which shows all the articles to
appear in. that issue.
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ADMINISTRATIVE ASSOCIATE
DDA EXCHANGE
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7. Deliver Form 70 and original draft in ETECS format to
P&PD, ETECS-room,(GJ-56 Hqs.) Graphics go to GD-79 (Linda).
8. Pick up and return when notified the galley proofs from
ETECS room.
Graphics & Visual Aids will call to bring up the layout
for approval.
10. PPD will call again when final is ready for approval--
pick up copy and call if okay for distribution.
11. PPD will deliver # copies ordered for you to distribute.
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CONtliiL44
OFFICE
OC
ODP
OF
OL
OMS
OS
OTR
OIS
P&PD CONTACTS
Graphics & Visual Aid
GD-79 Hqs.
PPD
154 P&P Bldg.
ETECS Room
GJ-56 Hqs.
SENIOR EDITORS
NAME
CONFIDENTIAL
11 August 1980
EXTENSION
4011
2967
7724
5311
2320
3033
6063
5593
5700
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DDA Exchange
. A Proposal for Change
I. BACKGROUND
EA0
A. Origin
The DDA Exchange has been published quarterly since April 1976. In
its initial conception, it was to be . . . "A, publication designed to_furnish a
medium for the exchange of ideas, concepts, information and techniques that are
of common interest to the personnel who are engaged in resource management in
the DDA." Readership increased so much during the first year that the statement
of purpose was altered in order to broaden it, and the distribution was changed
to include not only Directorate planning officers but all Directorate personnel.
The statement of purpose now reads "A quarterly publication of the exchange
among DDA personnel of ideas, concepts, information, and techniques that are of
common interest." Our total readership numbers several thousand, hundreds of
whom we estimate are interested non-Directorate Agency personnel.
conducted a reader interest survey in 1977. The Exchange
emerged with igh marks for its role as a communication medium for DDA personnel.
The publication has remained essentially unchanged since this survey, I assume
because of the good ratings it received.
B. Organization
The Exchange, at least on paper, is supported by the following editorial
structure:
Executive Board
Membership - DDA, ADDA, C/MS/DDA, CMO/DDA
Function - sets basic editorial policy
Managing Editor
Membership - C/MS/DDA or designee
Function - takes publishing action based on policy framework
Senior Editors
Membership - one planning officer from each DDA office
Function - managing editor within a DDA office and a member of
the Editorial Board
Associate
Editors
Membership - EO/DDA, CMO/DDA
Function - Serve as consultants and members of the Editorial
Board
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Editorial
Board
Membership
Function
C. Format
- Managing Editor, Senior Editors, and Associate
Editors
- plan the theme and content of future issues and
make recommendations to the Executive Board on
? policy matters.
The Exchange has a fluid composition but basically each issue consists
of: a quote of the quarter, a CONVIBT by a senior Agency official, and a series
of articles under department headings. The department headings are:
FEATURE
FORUM
DEFINITION
EVENTS
INNOVATION
NOTE
- one or more articles chosen by the Managing
Editor for highlighting
- contribution from an office(s) that is generic
rather than organizational
- an article that explains an Agency acronym
(GAS, FOIA, etc.)
- actions .of: interest
- discussion of trying a new idea (failures included)
- a space for the Managing Editor to make. any
administrative comments
Various other department headings have come and gone since 1976, including DEBATE,
FEEDBACK, PERCEPTION, and others. Since the structure varies, not all departments
appear each month, and there may be more than one article under a department head-
ing, including the FEATURE department.
Articles and photographs are submitted within each office to the
Office Senior Editor, who selects the office contribution(s) each quarter.
Submissions are selected, edited, and formatted in the Management Staff and
printed and circulated by Printing and Photography Division, Office of Logistics.
D. Policy Decisions
Other than frequency of publication, classification decisions, and
circulation directives, there have been few policy decisions connected with the
Exchange for some time.
While there is a body of established policy concerning content, I do
not necessarily feel bound to it. Very early on (circa 1976), the Editorial
Board deemed the following items not appropriate for inclusion in the Exchange:
-- letters to the Editor
-- personality profiles
-- informal essays - think pieces
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reports of findings
interpretation of trends
personal experience - was also included an the list, but the
decision was not enforced in subsequent issues of the magazine,
and articles -detailing personal experiences have since been
published.quite frequently.
None of these early editorial policy decisions appear to have been revisited
since 1976 or,so.
MAJOR ,POLICY RECOMMENDATIONS
...' ? .. ???
After four years of 'basically the same editorial structure and format,
I feel it might be time to give Exchange a fresh look. This paper documents
several proposed policy recommen tions. They are:
A. Streamline the editorial structure so that it refl cts actual practice.
This would only involve the elimination of our two Associa ditors (E0/DDA and
CMO/DDA).
AGREE
B. Develop a current policy statement regarding
proposed statement is attached.
AGREE
DISAGREE
of articles. A
DISAGREE
C. Solicit articles from non-DDA components, asking that they describe
some aspect of their mission Ono organization charts) within acceptable security
bounds. Include these articles as available and appropriate. Some suggestions
are:
STATSPEC
- OGCR (maps)
-- ORD (anything they can publish)
- NPIC (example of photointerpretation)
- OER (petroleum analysis)
AGREE
DISAGREE
D. Devote a part of most issues to a general theme. Ask for office
contributions which, in some way support or add to the development of the general
theme. Some theme ideas are: Technology, Energy Conservation, Nostalgia (The
Good 01' Days, complete with pictures), DDA in 1990. The use of themes leaves
us with a great deal of editorial flexibility and is intended to help us make
Exchange a more interesting and a more relevant publication.
AGREE Olt" DISAGREE
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III. FORMAT AND CONTENT SUGGESTIONS
I plan to.continue_the process of reinvigorating Exchange by incorporating,
over time, additional changes., to the format and content of the magazine.- These
suggestions do not .have. I plan to meet regularly with
the Senior Editors and elicit additional editorial suggestions from them before
proceeding. Listed below are some of the ideas that I have for Changes to Exchange.
We wouldexpect_others_to.be_forthcoming from the offices_
A. Changes. to Department Headings and Content
1. Eliminate_DESCRIPTION, PERSPECTIVE, INNOVATION, and all other
headings except.forCOMEENT and FEATURE...
2. Retain. COMMENT section as it currently is.
3. If headings are needed, make them flexible descriptors of
article groupings. or of theme discussions.. Don't force the use of
headings if they don't add to the presentation of the article.
4. Introduce a section on. Current Events--short paragraphs on .
recent office happenings of general interest.
5. Introduce a section called Update, designed to add informa-
tion on a previously reported topic e.g., an update on Assessment
Centers). The Managing Editor will be responsible for inviting
these contributions_
B. Use a larger variety of photographs, within security limitations.
C. Add more graphics.
C
D. Encourage the submission of first person articles rather than imper-
*
sonal third person pieces. 1rde..
4. 0
E. Continue to keep office rhetoric to as low a level as possible. (190ffir'b
IV. 0.1-14CE RESPONSIBILITIES
As a result of the proposed changes, quarterly office submissions will
consist of:
o Current Events - a three- or four-sentence discussion
of interesting office occurrences during the quarter
o
Articles of Interest - no change from past submissions
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? Theme Articles - We would hope each office would attempt to
develop an article which supports the theme. If they are unable
to write an_article appropriate to the theme, we would accept an
unrelated_ submission.
Offices will also be asked, as they are now, to maintain a member of their
staff as a Senior Editor of the Exchange.
V. MILESTONES IN THE PLAN FOR IMPLElvIENTING CHANGES
The steps involvedAmplementing the changes discussed above are few and
s imple :
A. Meet with Senior Editors to discuss format and content suggestions
and to elicit further ideas in those areas.
B. Incorporate the changes gradual ly.
C. Elicit and evaluate readership reaction to changes to ensure that
don't get out of touch with our readers.
25X1A
Attachment:
Proposed Policy Statement
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SUPPORTING DOCUMENTATION
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S
8 AUG 1980
MEMORANDUM FOR: Director of Communications
Director of Data Processing
Director of Finance
Director of Information Services
Director of Logistics
Director of Medical Services
Director of Security
Director of Training
25X1A FROM:
let, Management Staff, DDA
SUBJECT: DDA Exchange -- Changes and New Directions
1. Recently/ Don approved some suggestions we made for changes
to the DDA Exchange publication. We requested the changes in order to
effect a reinvigoration of the publication. The same general
editorial structure and format remain.
2. For your information, a synopsis of the major changes
follows.
--We streamlined the editorial structure so that it now
reflects actual practice.
--We developed a policy statement on content of articles.
(attached)
--We agreed to solicit articles from non-DDA components
where appropriate.
--We instituted the idea of a "theme issue". Our October
issue, for example, will have the theme -- the DDA in the
1990s.
--We made some format and content changes primarily in order
to effect a livelier presentation of articles.
3. Also for your information, we are planning to meet on a
scheduled basis with the senior editors from each of your offices in
order to exchange ideas, questions, theme possibilties, and the like.
The next such meeting is scheduled for 13 August 1980.
4. We anticipate that the proposed changes to Exchange will not
involve any additional effort by the Senior Editors nor by those
people in your organization who are asked to contribute articles.
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5. The DDA Exchange continues to present a positive picture of
the DDA, its functions and its work force. We thank you for your
office's current cooperation, and request that you take any
opportunity you can to encourage your office's continued involvement
with the DDA Exchange.
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Attachment:
As Stated
Distribution:
10 1 - Each Addressee
1 - DDA/MS Subject
25X1A 1 - DDA/MS Chrono
1 - TBC Chrono
xt. 5226 (8 Aug 80)
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8 AUG 1930
MEMORANDUM FOR: DDA Exchange Senior Editors
25X1A
FROM:
Chief, Management Staff, DDA
SUBJECT: Theme Issue of DDA Exchange
1. The October issue of the DDA Exchange will incorporate our
first theme presentation -- the DDA in the 1990s.
2. If you can, please submit an Exchange article which addresses
the theme. As a suggestion, you might enlist the services of the
"prime futurist" of your office or elicit a series of opinions from
your careerists. The articles should present a profile of Agency
operations from your organizational perspective; for example --
present what data processing or logistics or financial operations will
look like in fifteen years, and how that picture will affect the
Agency at large. If the theme is not something you can comfortably
address, I would still appreciate a regular article from you which
incorporates some of the ideas which we discussed at our last meeting.
3. As you may also remember, we have started a new feature
called "Current Events" which is a very short -- three or four
sentence -- description of a recent office development. I would
appreciate a contribution to "Current Events" from you in addition to
your article submission.
4. I would like to meet with you on 13 August 1980 at 1530 hours
in 7032 Headquarters, to discuss this first theme publication and
other ideas or suggestions you may have for future editions of
Exchange. I will need your articles by 1 September 1980 in order to
make a mid-October publication date.
25X1A 5. If you have any questions or if I can be of any help prior to
the meeting, please call me or on extension 5226.
Ddstribution:
1 - Each Addressee
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1 - DDA/MS Chrono
1 - TB h
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EARLY BACKGROUND INFORMATION
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. ORGANIZATION
Pl-
1-e,sci ete. 191(t)
Multiple participation and commitment are required to accomplish
the purpose for publication of exchange. The organization of
contributors to exchange therefore, rests on this thesis.
I. EXECUTIVE BOARD
Function: Establishes, monitors, and reviews basic
editorial policy. The Executive Board sets the purpose;
determines the character and over-all slant; defines the
nature of the content by which the purpose is to be
achieved; indicates special mood or tone; and establishes
the physical characteristics, timing distribution, and
organization.
Membership:
Mr. John F. Blake, DDA
Nr. John N. McMahon, ADDA
II. MANAGING
Function: Monitors and assures appropriate action is
taken in the preparation, production, and distribution
phases leading to publication of exchange within the
policy framework approved by the Executi7e Board and
the recommendations and/or decisions of the Editorial
Board,
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III. SENIOR EDITORS
Function: Serve as managing editor within the
individual DDA office of assignment and as a
member of the exchange Editorial. Board.
Membership:
Eight individuals. These are named by the
Office Planning Tem n (preferably a member
of the Office Planning Team). Nominations
will be requested at the DDA Planning Team
,conference
IV( ASSOCIATE EDITORS
Function: Serve as consultants and as members
of the exchange Editorial Board,
Membership:
V. EDITORIAL BOARD
Function: Plan the theme and content of future
issues of exchange, critique past issues of the
maga7ine, monitor reader reaction, seek new ideas
and improvements, and make appropriate recommenda-
tions to Executive Board on policy matters.
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V. EDITORIAL BOARD (continued)
r Membershi2:
Managing Editor
Seni6i-Editors
Associate Editors
25X1A VI. ADMINISTRATivt ASSOCIATE
PS/DDA
Fraction: Performs secretarial service to the
Executive Board and to the Editorial Board arta
provides administrative and clerical support to
the Managing Editor.
VII. OTHER PERSONNEL
Reporters
Columnists )
Feature -writers)
Designated by the Editorial Board
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II. CONTENT
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APPENDIX
POLICY STATEMENT ON ARTICLE CONTENT
FOR THE DDA .EXCHANGE
I. GENERAL
L_ S-13
In accordance with its statement of purpose, articles in the DDA Exchange
will be designed to present "ideas, thoughts, information, and techniques" of
common interest to DDA personnel.
II. ACCEPTABLE CONTENT
Those articles which will be judged acceptable for publication in Exchange
will meet the following content criteria:
A. They will be of common interest to most DDA personnel.
B. Personal opinions, ideas, or thoughts will be accompanied by a disclaimer
which makes allowances for an opposing view to be presented at a later date.
C. Anonymous articles will be accepted if, in the Managing Editor's judg-
ment, they reflect a prevalent concern of DDA employees.
D. Opinions which reflect dissent with Directorate policy will be accepted
if, in the Managing Editor's judgment, they reflect a prevalent concern of DDA
employees with that policy.
E. Classification level of articles will be SECRET or lower. Proper clas-
sification will be attached to paragraphs, titles, and names of individuals.
F. Names and/Orphotographs of individuals will be used only with the sub-
ject's permission.
G. Articles detailing a personal experience on the job will relate that
experience to a DDA function.
EL Articles which present personality profiles will be written only at the
direct request of the Managing Editor.
III. UNACCEPTABLE CONTENT
Those articles -which do not meet the requirements listed in II above will
not be published. In addition, the Editor will discourage articles with the fol-
lowing characteristics:
A. Those which, reiterate announcements such as those contained in .
Headquarters and office notices.
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B. Highly technical articles.
SPECIAL CONSIDERATIONS
A. Legality. The sole legal concern regarding Exchange appears to be
.compliance with the Privacy Act. .Adherence to the provision in item I(F) above
will allay any Privacy Act problems.
B. Editing: Unless substance is obscured or obvious error exists, no
editing for grammer, composition, etc., will be done-.
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tiEMORANDUM 'FOR-,THE-;?.RECORD
SUBJECT:'
Classification of EXCHANGE
DDA 76-1767
2 April 1976
1. Because Messrs. Gamb,inp and raised the
question of appropriate classificaticglig the magazine
. -
EXCHANGE, the undersigned_convened a .meeting on 7 April
2. Two issues were discussed:
a. How to "quick fix" the current edition so
that distribution can be made of the additional
copies.
b. Proper classification of future EXCHANGE
volumes.
3. The following was decided:
a. On the current issue, increase the size of
the "Secret" stamp on the front and back covers to
12-point, rather than 10-point, type. Additionally,
it will be green, rather than black. Each page of
the magazine will be stamped "Secret."
b. For future issues, classification on the
front and back of the magazine will be 12-point
type in the color of the. EXCHANGE logo. Each
page will be classified at the top and bottom.
Each article will bear its _classification, includ-
ing "Unclassified," at the end of each article.
25X1A 4. will check with Cover and Commercial
Staff on EI1C necessity for classifying the magazine at the
"Secret" level simply because a list of names is provided
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which would contain some officers who are under cover. .
Someone made the point that _official cover needed to be
classified "Confidential" and non-official cover classi-
fied "Secret."
25X1A
5. is to ,c.ontact concern- 25X1A
ing the num er_ ional copies Of the current edition
that need to be fixed for_ distribution.
Distribution:
Orig. DDA Subject
DDA Chrono
1 RFZ Chrono
EO/DD11111111111m (8 Apr 76)
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23 April 1976
MEMORANDUM FOR THE RECORD
SUBJECT: Editorial Board Meeting of Exchange, 19 April 1976
STATINTL 1. The Editorial Board met for the purposes of cri-
tiquing the first issue of Exchange and discussing plans for
.1 of th- econd i sue in Jul In attendance were:
o Irin ing an. o ograp y Division,
2. Reader Reaction:
Each of the senior editors reported on preliminary
reader reaction to the first issue. Reader reaction is mixed.
Excellent, articles too short, informative, no theme, good,
high school yearbook, too glossy and slick, not enough per-
sonal information, high quality, more pictures were some of
the generalized comments. Identification of authors is uni-
versally popular. Some of the editors commented that the
younger employees particularly found that the publication
helped them to relate their job to the "bigger" scene. OJCS
personnel savored photos of the where some STATINTL
would soon be working. Although many reader comments were
tabled, they cumulatively do not seem to form any pattern as
yet pointing the way to change. The single exception is
inadequacy of the classification notation. This, indeed,
had been called to the attention of the Managing Editor and
corrective action had been taken prior to distribution of
the magazine outside the Directorate.
3. Privacy Act:
One of the questions encountered in editing the first
issue was possible violation of the Privacy Act. To clarify
STATINTL this area, woke on the implications of the Privacy Act
STATINTL and the magazine, stated that the Privacy Act pre-
cluded use of information in a publication such as this which
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SUBJECT: Editorial Board Meeting of Exchange, 19 April 1976
is obtained from files on the individuals held by the organi-
zation without the consent of the individual. He commented
that the nature of the magazine and the articles are such
that it would appear we would face little danger of illegality
in this regard. He felt, however, that courtesy requires
that the individuals be contacted for permission for use of
their name in an article or use of a photograph. In the event
of any question concerning propriety or legality in use of
a name or picture of an individual, the Senior Editors should
STATINTL contact on extension 5226 for advice.
?
STATINTL
4. Classification:
STATINTL
Another problem encountered, which was also noted b
several of the editors, was classification.
spoke to the Group on classification policy. Her remarks are
covered in the Memorandum for the Record (Attachment A). The
Senior Editors were requested to assure that all manuscripts
or graphics submitted for publication bore appropriate
classification. Unclassified documents should be so marked.
The Senior Editors were reminded that the manuscripts were
themselves classified documents and, therefore, should show
the number of the classifying official. The published maga-
zine will bear the classification of the most highly classi-
fied section under the classification authority of the Managing
Editor. In the event the editors have any question on
classification, is available for consultation
and advice.
5. Manuscript/Graphics Format:
The meeting at this point was turned over to
to suggest how the senior editors can assist in to
int
of the magazine. Attached is a Memorandum for the Record
STATINTL prepared by Attachment B). In illustration of the
STATINTL suggestions ma there was distributed a
suggested format for typing t e manuscripts (copy Attachment
C). It should be noted that this format is a suggestion and
is not mandatory.
6. Manuscript and Graphics Selections:
We had anticipated that we would not have much material
to publish in the first issue and that we would not have to
make selections among contributions. We were pleasantly sur-
prised and pleased that OC and OP submitted several articles.
To limit the number of pages in the magazine, which in the
STATINTL
?
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SUBJECT: Editorial Board Meeting of Exchange, 19 April 1976
first issue totaled 56, the Managing Editor was forced to
make a selection among these articles. The selection was
based, of course, on personal preference, and may not have
been chosen by the individual Offices. The Senior Editors
agreed that preliminary selection will be the responsibility
of each Office. As a rule of thumb, not more than one
article will be submitted for each of the major sections of
the magazine; that is, "Forum," "Definition," "Innovation,"
"About DD/A." Although it is hoped that all manuscripts and
graphics submitted by the Offices can be published, there
is a possibility that further screening will be required to
limit the publication to the SO pages which is considered
maximum. It is understood that although an Office might sub-
mit up to four articles, an Office need not submit more than
one article ("Forum").
7. Letters to Authors:
The question of responsibility for preparing letters
of appreciation or letters of rejection had not been discussed
at earlier meetings and, therefore, the Managing Editor had,
for ?the first issue, requested each of the Senior Editors
to prepare the appropriate correspondence. The Senior Editors
concurred with the suggestion that the editors continue to
accept this responsibility.
8. Disposition of Manuscripts and Graphics:
Based on telephone concurrence of the Senior Editors,
the Managing Editor destroyed all manuscripts and graphics
used in the first issue with the exception of some which were
returned at specific request. Manuscripts and graphics not
published were returned to the Senior Editor. It was agreed
to continue this procedure in the future. The Senior Editors
will be responsible for identifying those to be returned to
him.
9. Editing:
The question arose as to responsibility of the editors
to edit manuscripts. The concensus was that unless the sub-
stance of the article which carries the author's byline, is
obscured or obvious error exists, no editing for grammar,
composition, etc., will be done. It was agreed, however,
that articles could be adjusted to accommodate spacing pro-
blems.
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SUBJECT: Editorial Board Meeting of Exchange, 19 April 1976
10. The next issue is due for publication on 1 July
which is a Thursday preceding the 4th of July weekend. The
suggested theme for this issue is the Bicentennial. The
Managing Editor reported that has asked Mr. EdSTATINTL
Historical Intelligence Collection Staff, to write an
article on "DD/A, 200 years ago."
11. Manuscripts and graphics selected for publication
will be forwarded to the Managing Editor by cob 9 June, and
by the Managing Editor to Printing and Photography Division,
OL by cob 16 June.
12. In answer to questions, Mr. McMahon was advised
that approximately 200 copies were distributed within the
DD/A and that, in accordance with Mr. Blake's request that
the magazine receive wide distribution, an additional 100
copies were distributed to the DD/A careerists assigned to
Headquarters elements in the other three Directorates and
the Office of the DCI. In addition to these 300, we still
had on hand approximately 25 for possible use. There were
no suggested changes in distribution and it was agreed to
have 300 copies printed for the July issue.
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,13act5rowtot
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re) )11-y
13 February 1976
MINUTES : EXCHANGE Editorial Board Meeting
5 February 1976
ATTENDEES:
STATINTL
1. This was the first meeting of the EXCHANGE Editorial
STATINTL Board. It was opened by Chairman, who explained
the respective roles of the Executive Board, which approves
basic policy for format and content, and of the Editorial
Board, which plans the theme and content of each issue,
critiques past issues, monitors reader reaction, seeks new
ideas and improvements. The Editorial Board consists of
senior editors individually named by each of the Office
Planning Teams, associate editors from O-DD/A, and the
Managing Editor.
2. The mock-up of EXCHANGE was reviewed by the
Editorial Board. In answer to question: classification
will be determined by highest classification of the contents--
subject matter, cover of authors, etc.; the size and shape
will be as in the mock-up, but number of pages will vary
with each issue depending on content; publication will be
quarterly; distribution to each DD/A Office will consist of
four copies, one each for the senior editor and each member
of the Office Planning Team, plus additional copies for
distribution as determined by the Planning Team; distribu-
tion to other Offices will be made on request.
?
3. Each section of the mock-up was then discussed
separately.
A. Quotation - agreed
B. Purpose - This was discussed with respect to its
limitation to "personnel who are engaged in resource
management". It was agreed that everyone in the Agency
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MINISTRATIVE INTERNAL USE OEL
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is involved in resource management, if only the
management of one's own time and workload. There
was some question as to just who the audience
(subscribership) of EXCHANGE should or will be.
C. Staff - The members of the Editorial Board
will be listed.
D. Editorial - It was suggested that a more
proper heading for this would be "COMMENT" and the
first "commentator" be Mr. Bush. This seemed like
a good idea to all on the premise that the writer
of this column have something to say of current
interest. However, after some discussion, it was
suggested that perhaps it would be better to wait
until the second or third issue to ask Mr. Bush.
No definite decision was made as to who would be
the "commentator" in the first issue.
E. Forum - This section will consist of a
contribution by each Office representing a generic
rather than organizational subject. A theme sug-
gestion for the first issue was "why EXCHANGE"? --
how does each Office address the subject of communi-
cation? It was agreed that it is more important
here to have a good substantive article rather than
one which literally sticks to the theme but has
STATINTL little substance. suggested that we
might consider using items from other Government
agencies on what they are doing in certain areas.
F. Definition - This column will address one
of the many acronyms of the Agency; i.e., SLUC, PDP,
GAS, etc. Another title for this column might be
"All about..." It was suggested that for the first
couple of issues it might be wise to have a couple
of lines next to or under the heading describing its
purpose. For the first issue, items will be soli-
cited from each Office. The Editorial Board will
meet and select one.
G. Events - upcoming, present or past. All
Offices who have something to contribute will be
asked to. A selection will be made by the Editorial
Board.
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H. Innovation - such as TAP (Typing and Processing)
at OTR. Contributions will be reviewed by the Editorial
Board.
I. P.S. - It was suggested that this section be
named ETC. This will be used when needed for one-time
articles such as MBO, etc.
4. In order to determine reader response, it was
suggested that a column entitled "Feedback" be used to invite
comments and suggestions.
5. Another suggestion was to have a cartoon page.
6. from Angus Thuermer's office attended
the last hali ot the meeting. unon reciuest, to give some hints
for successful journalese, has been involved in
writing the DCI's speeches and the (National Intelligence
Daily).
Some suggestions she made --
Be lively, but not like TIME -- not current events.
Don't try to conform to anything -- be new, different.
Do not use staccato writing. OCI, OCR, OPR all good
at formating -- would be helpful and have good ideas.
Repeat request for feedback -- which usually is not
much and not very substantive.
Make readers believe that EXCHANGE is communicating
with them and wants them to respond. Establish bona
fides.
Vary the article lengths -- a long think piece
(labeled as such and placed toward the back of the
magazine); an upbeat article; a thoughtful article;
etc. -- mix up.
The present titles (Events, Innovation, P.S., etc.)
are ambiguous and should be explained. They should be
freeflowing and used only if there is a worthwhile
article. Use short, lively, interesting subjects.
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- 4 -
Include subjects that are argumentative, provacative,
controversial, of concern - such as morale, one DD/A,
etc. A "pro-con" article (secrecy, need to know, are
we one Agency or not).
Include guest columns from other Directorates, OGC,
IG, etc.
Don't get locked into a format. Be informal and
spontaneous.
Future of the Agency a suggestion.
After first issue, go to Bush and ask if he would
like to speak to the DD/A through EXCHANGE.
Photographs for articles can be obtained through
CRS and PUD. Use pictures of people and things.
Use bylines -- they encourage participation and
opinions that do not necessarily have to be backed by
the individual's office.
Be careful not to create an elitist feeling by
limiting distribution.
A "Note" section might be included where a brief
description of studies, manuscripts, articles, etc.
can be included with its location where it is available
for reading for those who are interested. This will
keep from boring uninterested people in the EXCHANGE
magazine but will provide such information to those
who are interested.
ended by saying that she would be glad
to help in the future with suggestions or ideas.
7. The next Editorial Board meeting was scheduled for
1:00 on 5 March. At this meeting articles will be reviewed
for selection.
8. This Board meeting was resumed at 12:45 in the
Printing and Photography Building where
conducted a tour of the first floor of PP13 tor tnose w o
were able to attend.
A
Distribution:
1 - Each attendee
STATINTL
STATINTL
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-; . ? ??
eqr1r,
MEMORANDUM FOR:
STATINTL
Chief, Communications Engineering
Chief of Operations, OC
Chief, Communications Services
Chiefs Communications Se cu
Ce-01-76 Ogl
12. EP 197
SUBJECT : DD/A Publication - EXCHANGE
1. The Directorate for Administration is sponsoring a
publication called EXCHANGE. The purpose of the magazine, which
will be published quarterly beginning 1 April 1976, is to provide
a forum for the exchange of ideas for all offices of the DD/A.
The format consists of a number of sections not all of which will
be used each time. Some of these sections are:
?
COMMENT- Remarks of senior officials.
FORUM- Articles contributed from DD/A offices on
subjects of common concern of subjects
that are instructional and informative.
DEFINITION- Description of commonly seen but not always
understood initials and acronyms; i.e, SLUC,
MODE, HATS.
EVENTS- Reports on current happenings such as inter-
office seminars.
INNOVATION- New ideas developed by one office which may
have application to other offices.
FEED-BACK-
Serves a "Letter-to-the-Editor" function.
S-WFINTL
ef, Plans Staff,
2. The Managing Editor i
DD/A. The OC representative i
3. OC has innumberable topics which would be suitable for
publication in EXCHANGE. A few are listed on the attachment. You
undoubtedly have many more that you would like to see in print. We
ask for your contributions. They should be written in simple,
direct, non-technical language. They should identify people or money
or things where these resources are factors. (How many people, for
example, are aware that it costs $50.00 just to move a telephone
extension from one desk to another.) Although some articles might
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SUBJECT: DD/A Publication - Exchange
merit lengthy treatment, most should be handled in less than
1000 words.
4. Contributions for the first publication need to be
in the hands of the editor by 1 March 1976. I encourage OC
participation in this DD/A initiatiVe. Please submit your STATINTL
signed contributions to OC-PB by 26 February.
Director o ommunica ions
Attachment:
List of Possible Subjects for OC Articles
in EXCHANGE
411 Distribution:
1 - Each Addressee
1 - Managing Editor, EXCHANGE
2
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atoilm3piit@CIO oo_if
? ATTACHMENT - - 0S FE3 1976
?
?
Possible Subjects for OC Acticles in EXCHANGE
1.
Multimedia Communications - What a Way to Learnt
(WCS)
2.
Do You Want to Know Where You Stand?
(CMD)
(Techniques of Sub-Panel Counseling)
3.
APP - Friend or Foe?
(OC-S/AD)
4.
SKYLINK - Communicating Via Satellite
(OC-E,
OC-0)
5.
BYCEM - A Management Tool
(0C-0)
6.
FAN Management Techniques
(OC-E)
7.
HATS - The Secure Way of Communicating in the
Metropolitan Area
(OC-0,
OC-E)
8.
ITS - Imagery Transmission System
stacma
9.
Cable Dissemination - Automating a Mountain of
Paper
irljr*,n
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CONTENT e July /cup)
STANDING DEPARTMENTS
Editorial
A guest editor will be invited to contribute
an article each month. Saggest-legd-Uff-t7ith
.DDA-F-then-ADDA-Tmfd-then-eachroffirein
/'
ordel?of-"tincelm-rankm.
quotation of the Month
A feature appearing inside the front cover.
Suggest selection of quotation and appropriate
Illustration be rotated each month among
members of the Editorial Board,
Forum
This section provides for contributions each
month by each office. Subject matter, author-
.
ship, illustrations, etc., to be 3:eft-ttre?
lidi-S-ffetiTin-cf-each office Editorial Board.
It is suggested that generic titles be used in
? lieu of organizational titles.
Definition
There is a plethora of alphabet designations for
items of interest to the DDA Planning Team but
of which little is factually known. Examples
are SLUC,(i)DPI FRS, CM, KIQ, ICS, FOIA. Suggest
Editorial Board make selection of subject and
assign responsibility for preparation.
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Yes No
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STANDING DEPARTMENTS (continued)
Events
This would report actions of interest to the
DDA Planning Team. For example, installation
of additional computer capability by OUCS?
acquisition of new space by OL, etc. Items can
be gleaned from the weekly reports and/or can
be submitted by the senior and associate editors.
Innovations
Instead of inventing the wheel eight times, an
office that comes up with a new idea which it
has implemented would describe and evaluate.
This column should include failures and well as
successes.
MBO
This column could address either or both the
techniques and substance of MBO. Contributions
could be solicited from ODDA, the DDI offices,
or outside DDA.
Yes No
.10.11??????..N.Y.00,
,-
/Letters to the Editor (or.'Questions andliaswers)
------_ -
---
- - -.
Z L..,
This could be,the means o stimulate a dialogue
among the readership.
P.S.
(Plans Staff Post Script) This would be the column
for use by Plans Staff for administrative purposes--
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STANDING DEPARTMENTS (continued)
P.S. (continued)
announcement of a quarterly meeting of the
DDA Planning Team; comment on matters per-
taining to exchange. Although a "standing
department", the column would be used only
when item of sufficient imortance to warrant
publication.
GENERAL ARTICLES - solicited and unsolicited
"How to cto it"
Informative
Yes
11.?????????????????????????
Personal Experience (e.g. report by DD.!1on trip STATINTL
N\
Personality Profile (if new office director is appointed,
N\
Mo sketch or interview) ?,--
Informal Essay (think piece, for
Reports of findings,activities, etc. (e.g. consolidation
\\\_?????+??????????????????
committee)
example)
Interpretation of concepts, trends, development,(e.g. the
future role of mini-computers)
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r".
Jerry,
A-few notes from the last half of the 5 February 1976
DD/A Planning Team meeting which was held in the DD/A conference
room:
STAT1NTL
STATINTL
1. was the guest during this portion of
the meeting and had apparently been invited by
to share her ideas as to how to make the proposed magazine,
"Exchange," a roaring success right off the bat. Pat works
for Angus Thuermer who is Assistant to the Director and,
as I understand it, has done a considerable amount of speech
writing for Mr. Colby. She was also in on the creation of
the National Intelligence Daily (NID). Needless to say,
she is a mighty sharp gal and most interesting to listen to.
Some of her ideas and comments were as follows:
a. Feedback - She stressed the importance of feedback
? and urged that the team find a way to obtain it (e.g.
letters to the editor). She said that "reader reaction"
is very important, particularly during the early life of
a new publication. Suggested that, in the first issue,
editor should specifically ask readers for comments.
In recalling the early period of the NID, she said that
? she obtained little, if any, feedback-- nothing ever sub-
stantive--usually only a complaint once in a while. There-
fore, she further suggested that the editor might repeat
the request for reader comments in the first several
issues.
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?
b. Format - Pat said that it would be good to
categorize the magazine in sections, but cautioned
against locking yourself into a set format which would
have to be followed in each and every publication.
c. Style - She suggested that the length of articles
be varied as much as possible in each issue but, in general,
articles should be fairly short. Whatever the length,
though, make them lively. Use variety--update pieces,
thoughtful pieces, but if it is a "think" piece and
fairly long, label it as such and place it near the
back of the magazine. Use pictures whenever possible.
Write a humorous article once in a while. Argumentative
and provocative subjects are good--attract more readers.
Bylines are important, especially if the-writers home..
office does not necessarily endorse his article.- 'Don't
try to label your audience--division and staff chiefs may
?want to pass the magazine around for general reading at
lower levels. Don't write extremely technical articles. ?
If one has been written that you think is exceptionally
worthwhile, make reference to it by author, subject, date,
etc. Might have a "note section" in back of magazine for
this purpose. It's good to use short sentences but don't
overdo it--don't make your article sound choppy.
d. Subject Ideas - "Occasionally address issues to
Headquarters Building subjects--morale items--after all,
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SSI NTL
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0010001-8
one purpose of the publication is to improve morale."
Other ideas might be:
(1) Secrecy - Where is the boundary line?
Thoughts pro and con.
(2) Media Leaks
(3) Security
(4) Freedom of Information
(5) Ask Mr. Bush for an article. Give him the
opportunity to speak to all the troops in DD/A. He
may not have the time to make the rounds completely.
2. asked that articles (in draft) be sent
to her on or before I March. She is shooting for 1 April as
first publication date. Next meeting will be on 5 March
since all contributions should be in by that date. Per Jim
however, this date is tentative and he will advise
further.
3
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STATINTi_
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III. PRODUCTION PROCESS
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?
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DDA EXCHANGE
PRODUCTION SCHEDULE
EVENT
DURATION
(DAYS)
Senior editors submit articles
MS proof manuscripts type in ETECS format 5
P&PD prepares galleys 5
MS proofs galleys 2
P&PD corrects galleys 5
MS sends corrected proof to G&VA for mockup 9
MS approve mockup - send to P&PD 1
P&PD prepares dylux copy 5
MS approves dylux and sends to P&PD 1
P&PD prints and distributes 5
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Senior 'Editors: De- MAS: Proof manuscripts;
liver manuscripts to retype if necessary into
MAS. W06?e cFrdefibilefassteake01405/03
order of publication and
prepare necessary indexes.
Printing:
G&VAS:
G&VAS:
MAS:
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Printing: Deliver galley MAS & G&VAS: Proof galley
(1 ea.) to MAS & G&VAS. (last chance for "major"
changes.
G&VAS:
stamasassaar
MAS & G&VAS: Approve
dylux proof and
return to Printing.
G&VAS:
MAS: Approve mock-up
& return it to G&VAS.
Printing: Go to press. Printing:
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,
Printing: Get approv
of final copy and deliv
total number of copies to
MAS: Distribute.
-8
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Approved For Release 2001/05/03 : CIA-RDP86-00114R000100010001-8
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Approved For Release 2001/05/03 : CIA-RDP86-00114R000100010001-8
ETECS INSTRUCTIONS
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ppreved ler Releeee 2001/05/03 - CIA RDP0C 0011411000100010001 0
CPYRGHT
OE. .1?????
01.1101M?
011=1
MN. MED MM.6.W rW.21
=NM
1111M.
MOO
iM= MIMS:
MN=
almlo
1=0. ?=1?1111,
010??=116
5000 SERIES
AUTOREADER
FEBRUARY 1M4
DOCUMENT M-104
ETEC5
(E-Lee+RoNic7i14 &Mal AND COMposeriod 51s1er)
COPY PREPARATION
4/ rev 4.w w?,iromdciaid,
Cat k Effc xv,r41
cra
ECRM, INC. 205 BURLINGTON ROAD, BEDFORD, MASSACHUSETTS 01730
Telephone: [phone] ? Telegrams: AUTOREADER ? Teiex: 92-3349
Approved For Release 2001/05/03 : CIA-RDP86-00114R000100010001-8
Modified Courier 12 Font ONLY (set to 10 pitch)*
Impression Selector (Set to 3)
Multiple Copy Control (Set to A)
Double or Triple Space Text
DO NOT type page numbers on copy - Stamp or Write in with RED marker
No Time Stamps
No Rubber Stamps (Unless true red ink is used)
Paper Size:
8'' wide
6? minimum length
48? maximum length
No Staple Marks (holes)
Clean - Original Copy only will be accepted No Xerox or Carbons
Deletion corrections must be above the height of the tallest character
(please refer to ECRM Manual; page 8)
To use quotation marks you must type a-single quote twice ('')
Black felt-tip markers must be used to delete characters
Do Not X out typos
Do Not use ballpoint pens at any time on prepared copy
DO NOT use White OUt or any type correction fluids
Do Not use self-adhesive correction tape
2s2. Xat type lower case L's in place of the number '1' (one) and vice
versa
Do Not use the cap letter 0 for the number zero (0)
Margins - 1.' minimum
Paragraphs should be indented 8'spaces; leave two blank inches at top
of each new Section
The ECRMscanner will not read true red ink; therefore, any handwritten
editor corrections should be lade with a red felt marker.
Please refer to the ECRM Copy Preparation Manual for detailed
information on how to type and prepare text. You may obtain a copy of
this manual from the ETECS room (GJ56 Hqs.)
BeneE 1-714,40 WO?6/4 O'k Ad/e3 lo le/9,5E 1164e/?
Apep or lease 2001/05/03 : CIA-RDP86-00114RO00100010001-8
?
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CPYRGHT
COPY PREPARATION
..0 PURPOSE
This document provides specific instructions for the
preparation of typewritten copy suitable for accurate
processing by the ECRM Autoreader. It describes general
specifications to be followed, commonly-made errors to
be avoided and basic editing procedures.
2.0 PAPER CONSIDERATIONS
Standard white bond paper is recommended for copy preparation.
If multiple copies of the manuscript are prepared) theoriginal
copy (not a carbon copy) must be used for Autoreader processing.
(or Xerox)
Paper must be 8-1/2 inches wide by a minimum of 6-inches
to a maximum of 48-inches in length. Copy may be prepared
by the standard "cut and paste" method up to the 48-inch
(not correction tape)
maximum. When using this method, a non-water based adhesive should
be used to prevent wrinkling or buckling of the copy.
Tape may also be used. In addition,to. insure smooth operation
(on back of copy)
of the Autoreader paper feed mechanism, the edge of a
continuation sheet should be "pasted" underneath the edge
of the previous sheet.
A
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CPYRGHT
Minimum specifications call for 1/2-inch margins on all
typewritten copy; however, if possible, it is considered
good practice to allow 1-inch margins to accomodate last
minute editorial insertions or changes and still insure
accurate processing. Allow two blank inches at top of page
and at the beginning of each new section.
3.0 TYPING CONSIDERATIONS
3.1 General. An IBM Selectric I or II typewriter with a black,
carbon ribbon and a Modified Courier 12 Font should be used.
Pitch should be 10 characters/inch and copy should be double
or triple spaced to allow room for editorial insertions.
CAUTION
CONSIDERABLE CARE AND GOOD JUDG/MENT SHOULD BE
USED IN HANDLING TYPEWRITTEN COPY TO PREVENT
IT FROM BECOMING SMUDGED, STAINED, TORN, WRINKLED
OR OTHERWISE ABUSED. GOOD, CLEAN COPY INTO THE
AUTOREADER INSURES AN ACCURATE OUTPUT. TIME
STAMPS OR OTHER SUPERFLUOUS INFORMATION MUST NOT
APPEAR ON THE COPY.
Standard typing practices may be used if consideration
is given to the following specific points.
2.
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CPYRGHT
3.2 Strikeovers. If an error is made, do not backspace and
"X out" the erroneous characters or word. Strike the
spacebar several times, re-type the word correctly and
continue with your copy preparation. When the paper is
removed from the typewriter, glance through the copy quickly,
notimg where page "gaps" occur in the copy. Using the
editing procedures outlined in paragraph 4.0, delete the
erroneous words preceding the gaps. If a strikeover occurs
accidentally, handle it in the same manner as described above.
3.3 Similar Characters. The typewritten "one" and lower case "1"
as well as the "zero" and "o" appear similar; however, they
must not be used interchangeably when preparing copy for
the Autoreader. Use care to strike the correct key.
3.4 Shifted/Unshifted Comma & Period. The shifted and unshifted
comma appear identical on the typewritten page. The same
is true for the shifted and unshifted period. The
Autoreader does not distinguish between shifted and unshifted
characters in these two particular cases; therefore they
may be used interchangeably.
3.
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CPYRGHT
3.5 Quotes. Single and double quote characters are recognized
as "opening" or "closing" quotes by the Autoreader exen
though direction is not indicated by the quote chAracters
from the typewriter (i.e. the same character must be used
for open and closed quotes
, either single or double).
Based on common syntax rules used by the system software,
quotes are interpreted and the correct single character
code is output, for open or closed quotes.
3.6 Fractions. Ten pre-defined fractions may be output by
the Autoreader as their single character equivalent. These
fractions are defined in the BASIC-PREP Workbook (ECRM Document
M-105) and must be of the form 1/4, 1/8, etc. (single digit
numerator and denominator). If multiple digit fractions
are typed on the copy (e.g. 1/32), the fraction outputs
13
as four or more single characters (e.g. -- . 13/64).
64
4.
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CPYRGHT
3.7 Hyphen. Hyphens that occur in a line of text are treated
normally and output as hyphens. Those occuring at the
end of a line to indicate a split word connector are recognized
as such by the Autoreader, discarded from the output and
the split word is connected normally 'with no space or
hyphen. In the special case where hyphenated compound
words are desired and the hyphen happens to be at the
end of the line, it will also be discarded. To save it
in the output, another hyphen must be typed at the
beginning of the next line.
3.8 Ellipsis. To create an ellipsis in the output, a series
of three or more periods separated by space must be typed on the
copy. A space must also separate the first period from
the preceding character and the last period from the
next character. Periods typed in this manner will be
recognized as an ellipsis and the output will consist of
period, EN SPACE, period, EN SPACE, period, etc.
5.
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CPYRGHT
3.9 EM Dash. The code for an EM DASH is recognized whenever
a double hyphen is typed with no spaces.
4.0 BASIC EDITING TECHNIQUES.
The following pages illustrate basic editing techniques to
be used in the preparation of copy suitable for processing
by the Autoreader. Editing is done on a line-by-line basis.
This includes deletion, correction and insertion of
characters, words or phrases using a non-scan marker*.
(red felt-tip)
After hand editing, the insertions are typed just below
the line to be edited and deletions are drawn through
with a black pen.
Since corrections are typed below the line containing the
deletions, care must be taken in vertical positioning of
the inserted material. If the correction is too close to the
line above or below, or if it touches a vertical deletion,
the Autoreader may eliminate the information. Do not XXX out
mistakes. If you make an error while typing, skip a couple
* A non-scan marker is a pen that contains red ink that is
"invisible" to the Autoreader. A suitable pen is a Mark
IIX Chiffon sign pen. If there is a question about a pen
being suitable, consult ECRM.
b.
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GHT
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of spaces, retype the word, and draw a horizontal line
through the unwanted material. Deletions are permitted in
correction copy. The corrections are bounded at the
beginning by a space-slash and at the end of the
correction by a slash-space.
eletions (character and word) may also be accomplis
using the etion symbols that have been ected
for the Autoreader S
bein sed. In most cases the
# symbol is used to ete a chara and the + symbol
is used
lete a word.
Examples of most editing and typing situations that
will be encountered while preparing copy for the Autoreader
are presented on the following pages. Consult your ECM Sales
Support Specialist for special options to provide editing
capabilities beyond those shown in the examples, if
necessary.
7.
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CPYRGHT
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VERTICAL DELETIONS
A vertical strikeout is used to eliminate a single character
or space. The deletion mark should start at the center of the
character and extend straight upwards through the character.
The line should be straight, not slanted, and should not
infringe upon other characters. It is very important to
remember that the vertical deletion must not extend below the
character to be deleted. The overall length of the
deletion mark should be approximately 1/6 of an inch.
GOOD delete starts in center, not slanted,
POOR - delete of "0" extends below character limit,
POOR - delete of "e" extends into the outer limit
of the "y"; "y" will be deleted.
8. .
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?
1-'YRUH I
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HORIZONTAL DELETIONS
Horizontal strikeouts are used when deleting multiple
characters and/or spaces. All of the characters to be
deleted should be lined through with a continuous black
line. The line should begin at the center of the first
character to be deleted and end at the center of the last
character to be deleted. It is unnecessary and undesirable
to completely obliterate characters by coloring them out.
A single, continuous black line is sufficient. By drawing
the mark from center to center, unintentional deletion of
aZjacent characters caused by a mark that is too long
will be avoided.
CAUTION
DO NOT DRAW A BLACX LINE THROUGH TEXT UNLESS
THE COPY IS TO BE DELETED.
9.
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CPYRGHT
GOOD - delete starts in the center of first
character and ends in the center of
the last character
POOR - Strikeout extends too far; "v" will be
deleted unintentionally. Strikeout
extends into the outer limit of "y";
"y" will be deleted even though not
$1ctually touched.
1 0 .
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DELETING PUNCTUATION
Punctuation that consists of more than one part (It="1;?)
must have All parts deleted. Punctuation that doesn't extend
into the center of the line must be deleted by having the deletion
mark extend to the center of the line.
POOR -
rt
strikeout does not overlap bottom part of
";", will not be deleted.
POOR - strikeout should be centered in
position for some punctuation.
ri
ft
character
GOOD both parts of ";" will be deleted.
GOOD - strikeout in center of line for
superscript character.
GOOD - strikeout extends to the center of
both symbols and it is in the center
of the line.
11.
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CPYRGHT
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SINGLE DELETIONS
The two examples shown below illustrate a typical vertical
deletion mark that is used to eliminate a single character
or a single space.
A mark or line that is either "too high"
or "too wide" to be a standard character is identified as
a deletion by the Autoreader. If a vertical mark is more
than two line spaces high; if its lower end is tilted too far
away from the intended central position; or if it infringes
on other characters, undesired deletions may occur. Practice
with the Autoreader will show you that considerable freedom is
allowable for hand-made vertical deletions of various widths.
ORIGINAL:
EDITED ORIGINAL:
AUTOREADER OUTPUT:
A vertical
A vertical
A vertical
stroke deletes
stroke deletes
stroke deletes
a single chharacter.
a single chiaracter.
a single character.
EXAMPLE 1 - Single Character Deletion
ORIGINAL:
EDITED ORIGINAL:
AUTOREADER OUTPUT:
A vertical stroke de letes an extra space.
A vertical stroke delletes an extra space.
A vertical stroke deletes an extra space.
EXAMPLE 2 - Single Space Deletion
12.
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MULTIPLE DELETIONS
Examples 1,2 and 3 illustrate the use of horizontal marks
for deletion of groups of two or more characters or spaces.
Example 2 illustrates that the Autoreader eliminates words
and spaces. Example 3 on the next page illustrates the
deletion of spaces at the beginning of a paragraph. A horizontal
deletion mark does not have to be vertically centered, but it
must touch the characters to be deleted.
ORIGINAL: A horizontal stri stroke deletes words and spaces.
EDITED ORIGINAL: A horizontal ti stroke deletes words and spaces.
AUTOREADER OUTPUT: A horizontal stroke deletes words and spaces.
EXAMPLE 1 - Deletion of Two or More Characters.
ORIGINAL: Delete a word and some or all adjacent space.
EDITED ORIGINAL: Delete amwesi and some imeis allemei+seeftemspace.
AUTOREADER OUTPUT: Delete a and some allspace.
EXAMPLE 2 - Deletion Of A Word, Leaving One Space Or No Spaces.
?
AP-
13.
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A NNW," "SA IM)... 1????.?,..... *IAA of ine /".1 A in I 1, es n A ? ??????????? A a. ? a. ? a. ? ...
- - ' -
MULTIPLE DELETIONS
ORIGINAL: This was the start of a paragragi
but should not be; please remove the
indention.
the
EDITED ORIGINAL: ......This was start of u paragraph
but should not be; please remove the
indention.
AUTOREADER OUTPUT: This was the start of a paragraph
but should not be; please remove the
indention.
EXAMPLE 3 - Deletion Of An Indention
EDITED ORIGINAL: Deletion of "space" between two adjacent
characters is not possio1e.
/i/
AUTOREADER OUTPUT: Deletion of "space" between two adjacent
characters is not pos??1e.
EXAMPLE 4 - Illegal Editing. (results of edit unknown).
4.
14.
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S
?
HYRGH I
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INSERTIONS
Insertions and corrections are accomplished by directing the
substitution of new text in place of deleted text. As illust-
rated on the next page, an "editing line" is typed below the line
to be corrected. The editing line consists of one or more
insertions, each bounded by slashes left and right. The
successive insertions appearing on the editing line are
destined for insertion in the line above at successive
deletion marks. For visual convenience, each insertion may be
located directly below its corresponding deletion mark in the
line above, although such location is not necessary.
However, the insertions must be typed in the order in which they
are to be included.
The extremities of an insertion are bounded (delimited) by
space-slash and slash-space pairs, as illustrated in the following
example. Specifically, the Autoreader locates delimiters according
to the following procedure:
The first space-slash pair on a line identifies that line
as an editing line and left-delimits the first insertion.
b) The next-encountered slash-space pair constitutes the
trailing (right) delimiter.
3.5.
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CPYRGHT
c) The next-encountered space-slash pair left-delimits the
next insertion. The same space may be in a trailing
delimiter and also in the subsequent leading delimiter, as
indicated by the slash-space-slash combinations shown
below.
d) The cycle is repeated until the editing line is fully de-
ORIGINAL: Little Mister Muffet sat on his tuffet,
eating his cruds and wheat.
EDITED ORIGINAL: Little Mist's"' Muffet sat on hie tuffet,
/s/ /er/
eating hie clouds and wheel*.
/er/ turf /Y/
AUTOREADER OUTPUT: Little Miss Muffet sat on her tuffet,
eating her curds and whey.
EDITING LINE:
/s/ /er/
TRAILING DELIMITER: SLASH-SPACE
LEADING DELIMITER: SPACE-SLASH
TRAILING DELIMITER: SLASH-SPACE
LEADING DELIMITER: SPACE-SLASH
EXAMPLE OF AN "EDITING LINE" - Leading and Trailing Insertion
Delimiters
16.
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1/4..,r I rck_, 11 I
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HANDWRITTEN INSTRUCTIONS
When insertions or corrections are made by hand, rather than
directly by the typewriter, the procedure is as follows: First,
the editor makes a deletion mark and then writes the correction
just above with a non-scan pen as shown in EXAMPLE 1. Next,
(red felt-tip)
the correction typist overwrites the editor's delete mark with
a black pen which can be seen by the Autoreader and then types the
appropriate editing line just below the line. Because the
editor uses a non-read pen for his corrections/instructions
they are not recognized.
In the first example, the spaces were not included within the
insertion: therefore, the incorrect insertion was deleted and
retyped correctly a little farther to the right.
In the second example, a word was deleted rather than a space,
thereby avoiding the use of the vertical deletion mark. Horizontal
deletion marks are easier to make and less subject to human
error than vertical deletion marks. The horizontal mark is
recommended.
17.
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Approved For Release 2001/05/03 : CIA-RDP86-00114R000100010001-8
HANDWRITTEN INSTRUCTIONS
CPYRGHT
ORIGINAL: Modern music is mellowing.
EDITED ORIGINAL:
AUTOREADER OUTPUT: Modern music is slowly mellowing.
EXAMPLE 1
ORIGINAL: Modern music is mellowing.
iS
EDITED ORIGINAL: Modern music imp mellowing.
/is slowly/
AUTOREADER OUTPUT: Modern music is slowly mellowing
EXAMPLE 2
* these words written with a non-scan marker
18.
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CPYRGHT
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"ED/TING-LINE" SPACING
An editing line may be separated from the line-to-be-edited
by an arbitrary vertical gap. A number of fully-deleted lines
may appear in this gap without affecting the intended inser-
tions. Referring to the example below, the insertion "paint"
will be substituted for the deleted word "gild", rather than being
inserted at the intervening deletion "iss". The deleted char-
acter group "iss" is not a proper line-to-be-edited because it
does not contain undeleted characters. The arbitrary vertical
gap is eliminated in the processing and the resulting output
is just as shown.
AUTOREADER INPUT: To ik the lily or polio* gold
low
/paint/
is silly.
/gild/
AUTOREADER OUTPUT: To paint the lily or gild gold
is silly.
19.
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Approved rer Releeee 2001/05/03 . CIA-ROM-0011411000100010001-8
TRANSPOSITION
1/4..,r I SLfl
Two different ways to indicate the transposition of two
adjacent words are shown below. The first way, straight
deletion and insertion, is the most straightforward and is the
recommended procedure. The second way, insertion and deletion,
is somewhat more complicated than the recommended simple horizontal
deletion because the vertical deletion mark is used.
ORIGINAL: to now consider the two recent plans here received
"ecai ve *
cons.d..r no*,
EDITED ORIGINAL: to mow?een.s-ifiee the two recent plans/here PfigeVar
'wean/edit
AUTOREADER INPUT:
coos-pc/ea- now*
to sam.arempieleT the two recent plansihere wool"
/consider now/ / received /
AUTOREADER OUTPUT: to consider, now the two recent plans received here
* these words written with a non-scan marker
20.
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U1-'1'1-
see ..excnange
page 58 VOLUME 2, NO. 2
A publication designed to furnish a me-
dium for the exchange of ideas, concepts,
information, and techniques that are of
common interest to the personnel who are
engaged in resource management in the
Directorate of Administration.
NATIONAL SECURITY INFORMATION
? Unauthorized Disclosure Subject to Criminal Sanctions
Classified by 000288
Exempt from General Declassification Schedule
of E.O. 11652. exemption category:
15E(1). (21. and (3)
Automatically declassified on:
date impossible to determine
2 CONFIDENTIAL
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Approved For Release 2001/05/03 : CIA-RDP86-00114R000100010001-8
example 10
?
CONFIDENTIAL
2* staff index
2EX1A
2E.X1A
OS
OP
OC
OMS
OL
OF
ODP
OTR
CMO-DDA
A-DDA
EO-DDA
5311
7165
.11.
Epp
6979
3107
4142
5117
6535
M&AS-DDA 5226
SSOCIATE
M&AS-DDA 5226
COMMENT
4
FORUM
8
DEFINITION
30
Where are you?
30
APP-Annual Personnel Plan
31
INNOVATION
34
What's New In Secure Voice
34
Equal Employment Opportunity
36
FEATURE
40
Position Classification
40
Community Headquarters
42
ABOUT DDA
46
Leave Your Travel Worries With Us ..46
CONFIDENTIAL
3
25X1A
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25X1A
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25)4
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,25)(
1A
1A
SECRET
the Government's accepted projection of a
six percent rise in the rate of inflation.
Although the SLUC program has not attain-
ed its primary goal of establishing a new
construction fund, it certainly has made
managers aware of space costs and the
need for better space management and
utilization.
The Real Estate and Construction
Division-OL has been given the migraine-
inducing task of preparing the SLUC
budget; reviewing the SLUG billings for ac-
curacy in assignments, square footage
figures, and overall costs. You, the Agency
managers of this space, can help lighten this
task by your timely advice to RECD of your
individual requirements for new space and
the prompt disposal of space no longer re-
quired.
OL
25X1A
4
16 SECRET
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25X1A
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8-1?0001.0001.000th71?1?00-98dati-VI3 C0/90/1?00Z aseeieu JOd peAOJCIdV
8-1?0001.0001.000th71?1?00-98dati-VI3 C0/90/1?00Z aseeieu JOd peAOJCIdV
Approved For Release 2001/05/03 : CIA-RDP86-00114R000100010001-8
example 15
SECRET
Certificate of Merit
:tostites of
5 4,11
.N.tienev,
ilY/Wrr/,',////?;)
giertifinae of iliera
,i;rne/ in 1/,;
vi?iat4;i7rAw.14:i.,44.1.1
/5e
'Zimsktvi l?imM214164/r.mr
Certificate of Distinction
(I:Leland :311aellitotce rAtleocu;
&;i
01-ertificute tiE :1,,ligitistetion
PP-719:d 4;114J1/-4/e0yr;te;
SECRET
49
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25X1A
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Next 1 Page(s) In Document Exempt
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MASTER LAYOUT GRID
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48 picas (8 inches)
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35 1/2 picas (5 7/8 inches)
1/4
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master layout grid
42 picas (7 inches)
15 picas
5 1/2 picas
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Nti
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IV. DISTRIBUTION
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CURATOR
NFAC/MAG ? OCO/NFAC
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EST FEDERAL C.U.
ARTS COMMISSION
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1H1107HQS
1S316 213
6F20 HQS
4F21 HQS
3F50 HQS
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PDB/OCO/NFAC 7E47 HQS
HIC/OCR/NFAC 1E41A HQS
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DD/R&P/OPPPM 806 AMES
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DD/SP/OPPPM 5E13 HQS
DD/P&C/OPPPM 1022 AMES
1J33 HQS
OPPPM/PMCD 1022 AMES
2D26 HQS
DTR 936 CO
C/AD/TR 936 C 0
TR/PB 936 C 0
TR/B&F 936 C 0
TR/REG 936 C 0
TR/LB 936 C 0
TSD/TR 936 C 0
C/TR/CIMS 936 C 0
TR/ISC 936 C 0
TR/MS 936 C 0
DD/OT/TR 936 C 0
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CSI/TR 936 C 0
CTS/TR 936 C 0
1110(R
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CONHOFML
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COMM. SEC. GROUP
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SPD/P/ODP 2D0105HQS 4
ED/P/ODP 2D0105HQS 4
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CD/A/ODP 2D0105HQS 3
DD/A/ODP 2D0105HQS 2
TS/A/ODP 2D0105HQS
BD/A/ODP 2D0105HQS 2
IS DD/PTOS
DD/PSI
C/CD
C/HSB
C/TSD
C/PSD
C/SSD
11101(
TIONIST
C/SAG
C/POLYGRAPH BR
C/ST&OB
C/ICB
C/AS
C/SSC
C/ISSG
C/IRG
C/SRD
C/SEG
D/FIN
OF/AD/CM
AD/L
OF/AD/PP
OF/CD
OF/CSAD
OF/MON
OF/AD
936
202
4E58
3E54
1E20
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8
4E27
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KEY
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KEY
KEY
O/D/OC 2B07
OC-FND 2B07
OC-DND 2B07
OC-ED 2B07
OC-HRD 2B07
OC-CSD 2B07
OC-SSD 2B07
0C-P&B 2B07
OC-PS 2B07
2B07
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253(1A
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OL/PMS 2G20: 3
2G20:
2G20:
2G20:
3E14 10
158 15
2G20 4
2G20 3
2G20 14
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OL/SS
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OL/RECD
OL/SD
OL/R&SB
OL/B&F
OL/SAB
OL/P&PS
D/MS
P&SS
OMS/FOD
R&SS
PD
APC
CAD
LABORATORY
NURSING BRANCH
NURSE
PSS
SPD
100 AMES
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CON
DENTIN_
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25AllA
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I .
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INSTRUCTIONS FOR USE OF
MAILING LABELS SYSTEM
(ALL PROGRAMS ARE ON DISK DDA 114)
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?
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Slabels
TO ENTER LABELS DATA
TYPE THE WORD CAMEXEC
R WHEN IT RESPONDS AND ASKS FOR COMMAND TYPE THE WORD LABELS
IT WILL THEN ASK YOU FOR WHICH LABELS FILE YOU WANT AND
IT WILL LIST WHICH FILES ALREADY EXIST ON YOUR DISK
TYPE THE FILE NAME OF AN OLD FILE TO UPDATE OR GIVE
A NEW NAME IF YOU ARE CREATING A DIFFERENT SET OF LABELS
WHEN FINISHED HIT RETURN TO EXIT MENU
AND WHEN IT ASKS FOR COMMAND TYPE SIGNOFF
THEN... WHEN READY TO GET PRINT OF LABELS
.TYPE THE COMMAND BC JOB LABELS AND ANSWER QUESTIONS
TO CHECK STATUS WHILE PRINTING TYPE BC S
R;
>camexec
CAM STARTED
ENTER COMMAND
labels
FILENAME FILETYPE FM FORMAT LRECL RECS BLOCKS DATE TIME LA
1 8/26/80 13:38 DDA107XCHANGE CEFILE AS F 80
THE ABOVE IS A LIST OF THE CAMEXEC FILES ON YOUR MINIDISK.
TO UPDATE AN EXISTING LABEL FILE, ENTER A FILE NAME FROM THE LIST.
TO CREATE A NEW LABEL FILE, ENTER A NEW NAME NOT ON THE ABOVE LIST.
ENTER FILE NAME.
xchange
ODP EXCH MAILING LIST SYSTEM
1. ADDRESSEE/TITLE:
DATA ENTRY MENU
2. OFFICE DESIGNATOR:
3. ADDRESS:
4. BLDG:
5. COPIES:
USE THE TAB KEY TO MOVE FROM PLACE TO PLACE ON THE MENU>
TO EXIT THE MENU, HIT RETURN.
ENTER COMMAND
signoff
CAM TERMINATED
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CMS
>bc job labels
ENTER THE NUMBER OF COPIES YOU WANT
>1
** ENTER CLASSIFICATION FOR THIS JOB **
>secret
ENTER NAME OF THE LABEL FILE (E.G. DFS, WP, ETC.)
>xchange
** JOB ( NAME= R2OSVJCS 57 CARDS ) SENT TO VMJES3 VIRTUAL FOR PROCESSING
PUN FILE 8909 TO VMJES3 COPY 01 NOHOLD
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14:29:50 MSG FROM VMJES3:
* GC03 JOB G757 R2OSVJCS LABELS SENT TO NETWORK AT 14:29 PRTY= 8
>bc s
** REQUEST SENT TO VMJES3 VIRTUAL FOR PROCESSING **
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14:30:30
MSG
FROM VMJES3:
*
GC03
JOB
G757 R2OSVJCS LABELS
SENT
TO NETWORK
AT
14:29
PRTY=
8
*
*
GC03
JOB
2073 (G604) R2OTJ9CS
LABELS
PRINTING
AT
13:47
PRTY=
4
*
*
GC03
JOB
2065 (G602) R20T57CS
LABELS
COMPLETED
AT
14:24
PRTY=
4
*
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V. ARTICLE INDEX
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III
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DDA EXCHANGE
"COMMENT" AUTHORS
Apr 76
Blake
DD/A
Jul 76
Bush
DCI
Oct 76
Malanick
ADDA
Jan 77
Knoche
DDCI
Apr 77
Blake
DD/A
Jul 77
Turner
DCI
Oct 77
Wells
DDO
Jan 78
Dirks
DD/S&T
Apr 78
Bowie
D/NFAC
Jul 78
Waller
IG
Oct 78
Hetu
OPA
Jan 79
McMahon
DDO
Apr 79
Wortman
DD/A
Jul 79
Carlucci
DDCI
Oct 79
Ware
D/EEO
Feb 80
Clarke
D/NFAC
May 80
Aug 80
Hitz
LiptonCOMPT
OLC
Oct 80
ORD
Feb 81
Lenman
C/NIC
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SAMPLE COMMENT REQUEST MEMO
MEMORANDUM FOR:
FROM:
SUBJECT:
Director of Research and Development, DDS&T
Don I. Wortman
Deputy Director for Administration
"Comment" for October 1980 Issue of DDA
Exchange
1. The DDA Exchange is a quarterly Directorate publication that
is widely circulated to both DDA and non-DDA Agency employees. In the
time that we have been publishing the magazine, four years now, many
of the Agency's senior officers have contributed the lead article
"Comment". Attached for your perusal is the last copy of the Exchange
that we published.
2. I think that a "Comment" from you in our next quarterly
publication would be very appropriate. We have adopted a theme
presentation for the October issue -- the DDA in the 1990s -- and we
have requested each of our regular contributors to address the theme
by "blue skying" a little on their projected operations fifteen or
twenty years from now. I think that from your vantage point, you
could provide an interesting perspective on the DDA in the 1990s. The
choice of subject matter is entirely yours; however, as a suggestion,
you might address the impact of the introduction of high technology
(video, fiber optics, and the like) on areas where DDA offices
currently provide information handling services. Can we count on a
"Comment" from you?
3. The "Comment" article should be sized at about a thousand
words so as to leave sufficient room for your photograph and an
appropriate caption. In order to meet our next publication schedule,
we will need your contribution by 15 September 1980. We would
appreciate it if you would send your material to the Managing Editor,
DDA Exchange, 7D18 Headquarters.
Don I. Wortman
Attachment:
As Stated
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This file is
COMMENT SCRIPT
and is on minidisk DDA 110
(Imogene's).
A
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DDA EXCHANGE
QUOTE OF THE QUARTER
Apr 76 Plan ahead . . . it wasn't raining when Noah built the Ark.
General Features Corporation
Jul 76 All our actions should be regulated by one uniform Plan - and
that Plan should have one object only in view, to wit, the
good of the service. Where this is the case, although there
may be a diversity of opinion, there can be no real
obstruction. - I hope all of these little rubs will be done
away by your prudent management.
George Washington
Oct 76 . . . just as it is more exciting to build a new boat than to
scrape away the barnacles year after year, there is a
tendency to give higher priority to a new dramatic policy
initiative than to consider the programs we already have to
see how they can be improved- - to scrape away the
"barnacles", that build up over time around almost program or
agency.
Jan
77
Apr
77
Jul
77
Oct
77
President Ford
(Memorandum for D/OMB dated July 24, 1976, that inaugurates
the Presidential Management Intitatives program in the
Federal Government.)
All is straightforward to him who can understand, all is plain
to the man who has knowledge.
Proverbs
Coming together is a beginning; keeping together is progress;
working together is success.
Henry Ford
A mind stretched by a new idea never returns to its original
dimensions.
Today is not yesterday. We ourselves change. How then can
our work and thoughts if they are always to be the fittest,
continue always the same.
Carlyle
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Jan 78 No way of thinking or doing, however ancient, can be trusted
without proof.
Henry David Thoreau, Walden
Apr 78 I can say to you with real confidence that I doubt that
anywhere else in the business world or in government will you
find more dedicated, more capable public servants than in the
CIA and the other associated intelligence organizations in
our country. They have an admirable record, and with this I
am confident we have the foundation on which to rebuild
public confidence which is much deserved.
Turner
Jul 78 All human progress, like baseball, involves a certain amount
of risk. You can't steal second while keeping one foot on
first.
Oct 78 Men do not stumble over mountains, but over molehills.
Confucius
Jan 79 Tell me and I'll forget
Show me and I may remember
But involve me and I will understand
OTR
Apr 79 No quote
Jul 79 The rung of a ladder was never meant to rest upon, but only to
hold a man's foot long enough to enable him to put the other
foot somewhat higher.
Thomas Huxley
Oct 79 You'll get no laurel crown for outrunning a burro.
Martial
Feb 80 What is now proved was once only imagined.
William Blake
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III May 80 Laws should be like clothes. They should be made to fit the
people they are meant to serve.
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Aug 80 Never ask of money spent
Where the spender thinks it went.
Nobody was ever meant
To remember or invent
What he did with every cent.
Clarence Darrow
Robert Frost
Oct 80 I hold that man is in the right who is most closely in league
with the future.
Henrik Ibsen
Feb 81 Only one-third of the people of the world are asleep at any
given moment. The other two-thirds are awake and probably
stirring up mischief somewhere.
Dean Rusk, 1966
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4D -
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>
These two items (comment authors and quotes of the
quarter) are now kept as script files on DDA 110
(Imogene's minidisk). Filenames are:
EXCHCOM SCRIPT
EXQUOTE SCRIPT
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INSTRUCTIONS FOR USE OF
ARTICLE INDEX SYSTEM
(ALL PROGRAMS ARE ON DISK DDA 110.)
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?
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-5-exindex
TO ENTER ARTICLE INDEX TYPE EXINDEX AND ANSWER QUESTIONS
TO EXIT MENU TYPE XXX IN AUTHOR BLANK
TO GET A COPY OF INDEX TYPE EXINDPRT AND ANSWER QUESTIONS
CAM STARTED
EXECUTION BEGINS...
>AUTHOR
TITLE
OFFICE
ISSUE MONTH
ISSUE YEAR PAGE
ISSUE QUARTER
USE THE TAB KEY TO MOVE FROM PLACE TO PLACE ON THE MENU
WHEN ALL INFORMATION IS ON MENU HIT RETURN
TO EXIT MENU TYPE XXX IN AUTHOR SPACE
>exindprt
ENTER SORT CRITERIA
A FOR SORT ON AUTHOR
0 FOR SORT ON OFFICE FIRST AUTHOR SECOND
T FOR SORT ON TITLE
>a
DMSSRT604R ENTER SORT FIELDS:
EXECUTION BEGINS...
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VI. MINUTES OF EDITORIAL BOARD MEETINGS
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TL
TL
TL
TINTL
ADMINISTRATIVE- INTERNAL USE 01`TLY
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5 November 1976
MEMORANDUM FOR THE RECORD
SUBJECT DDA/Exchange Senior Editors Meeting, 3 Nov 1976
ATTENDEES: inaging Editor, DDA/MAS
TR
/DDA
.in Associate
11111111
1. opened the meeting by congratulating all
the Offices on 1 eir contributions to the October issWEATINIKIlew
Editors were then introduced as follows:
OL, replacing
w o as seen reassigned from TATINTL
PD
OMS, rep1acing1111111111=
who is now iii full-time training
The undersigned was introduced as the new Administrative Asso-
ciate replacing Ms.
2. noted that one of the Offices had re-
quested a critique of Exchange from their Management Advisory
Group, and a major point raised by that group was the question
of the expense of the "glossy" style publication as opposed
to a lower quality paper. Subsequently, OL/PUD was asked
by the senior editor to do a cost analysis and prepare a report
dstorial Staff of Exchange. Their representative,
was in attendance and gave a cost com-
parison
with the lower quality paper. odign4Teut
PD along with a samplingof the Exchange
parison o
that if the use of color on the cover were abancioiied, the
ADYI-LNJ ST RAT I VE - INTERNAL USE ONLY
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INTL
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NTL
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ATITNISTRATIVF-INTERNAL USE 01"Y
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savings for 400 copies would be approximately $15. A total
savings for the use of lower grade paper for the cover and
interior of the magazine would approximate $12. Handling
cost savings on the "cheaper" issue would total about $10
(removing extra drying/handling required for the glossy finish).
The final figures indicate a savings of only about 9. per
copy when the cheaper paper is used, and it was agreed that
the small extra expenditure was justified in presenting a more
appealing magazine to entice more readers.
3. A copy of the Exchange distribution list was given
to each of the editors for their information and review. Ms.
equested that the editors notify the undersigned if
a change in distribution for their Office is required.
4. stated that the DDA Staff held a meeting
before each publication to decide on a topic and possible
author for the ensuing issue. The other incumbent editors
were asked to share any experiences they might have had in
the 9 months of publication for the benefit of the new editors
present.
a. OTR, stated that so far, members
of the OTR Staitave voluntarily submitted articles
for publication with no solicitation. He also
noted that the magazine was gaining popularity and
is now being used as "orientation" reading material
wATINTL
in some of the training courses sponsored by OTR;
and he asked if the editr hd nv objection to this
use of the publication. ndiniraornINTL
all agreed thati wasan-excellent en
idea--a wider distribution/use of the magazine is
desirable.
b. reported that Exchange is gaining
more popularity i he Office of Personnel, and that
some individuals have expressed an interest in doing
a series of articles for the magazine,
c. According ti obtaining arti INTL
from the Office of Finance employees has been NTL
what of a problem. He stated that the Exchange is
distributed
d. reported the publication is
getting a positive reaction in OC, and that more copies
have been requested throughout the Office. Articles
are being submitted voluntarily and he has a few in
reserve.
ADMINISTRATIVE-INTERNAL USE ONLY
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NTL
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ADMINISTRATIVE-INTERNAL USE ONTY
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4. as a new editor, asked if there
might be interest in a series of "profile" articles on the
various positions in Logistics, such as "Profile of a Courier
It was agreed that there would, indeed, hc interest and that
she should follow through on the idea. LNTL
if a tribute to a retiree was an acceptable sub] Or
Exchange, but stated that earlier in the life
of the magazine it was decided to avoid personal articles.
5. asked that articles for the January 1977
issue be submitted DDA/MAS by 3 December 1976, and that
they be prepared in the ETECS format and typing font whenever
Possible, (This supercedesrrevious instructions to prepare
on preparation of material for - . alSTATINTL
in 4 inch columns, etc.) g short brisfAIATL
reminded those present that an article containing fhe name of
an employee under cover must be classified,
6. Mr. Blake requested a review and evaluation of the
ne in connection with the April anniversary issue. Ms.
requested the editors to make whatever recommendations
estions they might have as to how this should be done.
STATNTL
1111111111111111111
Administrative 1 ssocia1
DDA Exchange
WALT SIRA.1.11LE- INT.ERNAL USE ONLY
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NTL
NTL
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23 April 1976
MEMORANDUM FOR THE RECORD
SUBJECT: Editorial Board Meeting of Exchange, 19 April 1976
1. The Editorial Board met for the purposes ofSTA TINTL
cri-
tiquing the first issue of Exchange and discussin: plans for
in ing an. ' o ograp y Division, OL.
2. Reader Reaction:
Each of the senior editors reported on preliminary
reader reaction to the first issue. Reader reaction is mixed.
Excellent, articles too short, informative, no theme, good,
high school yearbook, too glossy and slick, not enough per-
sonal information, high quality, more pictures were some of
the generalized comments. Identification of authors is uni-
versally popular. Some of the editors commented that the
younger employees particularly found that the publication
helped them to relate their job to the "bigger" scene. OJCS
personnel savored photos of the where ATA
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would soon be working. Althoug a er comments were
tabled, they cumulatively do not seem to form any pattern as
yet pointing the way to change. The single exception is
inadequacy of the classification notation. This, indeed,
had been called to the attention of the Managing Editor and
corrective action had been taken prior to distribution of
the magazine outside the Directorate.
3. Privacy Act:
One of the questions encountered
issue was possible violation
this area sake on
and the magazine.
cluded use of informa
ion in
in editing
of the Privacy Act. To clarify
the implications of the Privacy
tated that the Privacy Act pre-
a publication such as this which
the
first
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SUBJECT: Editorial Board Meeting of Exchange, 19 April 1976
is obtained from files on the individuals held by the organi-
zation without the consent of the individual. He commented
that the nature of the magazine and the articles are such
that it would appear we would face little danger of illegality
in this regard. He felt, however, that courtesy requires
that the individuals be contacted for permission for use of
their name in an article or use of a photograph. In the event
of any question concerning propriety or legality in use of
a name or picture of an individual, the Senior Editors should
contact on extension 5226 for advice.
4. Classification:
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Another problem encountered, which was also noted b
several of the editors, was classification.
spoke to the Group on classification policy, tier remarks are
covered in the Memorandum for the Record (Attachment A). The
Senior Editors were requested to assure that all manuscripts
or graphics submitted for publication bore appropriate
classification. Unclassified documents should be so marked.
The Senior Editors were reminded that the manuscripts were
themselves classified documents and, therefore, should show
the number of the classifying official. The published maga-
zine will bear the classification of the most highly classi-
fied section under the classification authority of the Managing
Editor. In the event the editors have any question on
classification, is available for consultation
and advice.
5. Manuscript/Graphics Format:
The meeting at this point was turned over to
to suggest how the senior editors can assist in the printing
of the magazine. Attached is a Memorandum for the Record
prepared by (Attachment B). In illustration of the
suggestions rwacie ty there was distributed a
suggested format for typing the manuscripts (copy Attachment
C). It should be noted that this format is a suggestion and
is not mandatory.
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6. Manuscript and Graphics Selections:
We had anticipated that we would not have much material
to publish in the first issue and that we would not have to
make selections among contributions. We were pleasantly sur-
prised and pleased that OC and OP submitted several articles.
To limit the number of pages in the magazine, which in the
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10. The next issue is due for publication on 1 July
which is a Thursday preceding the 4th of July weekend. The
suggested theme for this issue is the Bicentennial. The
Managing Editor reported that has asked Mr"TlYU. NTL
Historical Intelligence o ection Staff, to write an
article on "DD/A, 200 years ago."
11. Manuscripts and graphics selected for publication
will be forwarded to the Managing Editor by cob 9 June, and
by the Managing Editor to Printing and Photography Division,
OL by cob 16 June.
12. In answer to questions, Mr. McMahon was advised
that approximately 200 copies were distributed within the
DD/A and that, in accordance with Mr. Blake's request that
the magazine receive wide distribution, an additional 100
copies were distributed to the DD/A careerists assigned to
Headquarters elements in the other three Directorates and
the Office of the DCI. In addition to these 300, we still
had on hand approximately 25 for possible use. There were
no suggested changes in distribution and it was agreeSTCVNTL
have 300 copies printed for the July issue.
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12 January 1976
MINUTES : Executive Board Meeting, EXCHANGE Magazine STATINTL
9 January 1976 STATINTL
PRESENT : Messrs. Blake McMaho
REFERENCE: Agenda (attached)
I. Design. The meeting opened with
glWiTTL
a brief summary of events that have occurred since she first
received approval to begin work on a DD/A publication. Mr.
"unveiled" the mockup of the publication which PPD/OL
produced. It was introduced as the first effort which the
PPD people had a free rein with since the recent report by
the Federal Design Improvement Program/National Endowment
for the Arts. The Executive Board approved the mockup, with
the exception of classification. Mr. Blake stated that each
issue must be classified according to the highest classified
article within.
II. Purpose. Mr. Blake rewrote the statement of purpose
to read asfollows:
"A publication designed to furnish a medium for
the exchange of ideas, concepts, information, and
techniques that are of common interest to the person-
nel who are engaged in resource management in the
Directorate of Administration."
III. Organization. The draft organizational description
was approved as submitted.
IV. Content.
A. Editorial. Guest editor approved, but rather
than "time in rank", it was preferred to request
someone involved in a project of current interest.
B. Quotation of the Month. Approved.
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C. Forum. Approved -- except Mr. McMahon changed
"Subject matter, authorship, illustrations, etc., to
be left to the discretion of each Office Editorial
Board" to " , etc., to be contributed by each
Office Editorial Board".
D. Definition. Approved, but use in order of
highest interest priority.
E. Events. Approved
F. Innovations. Approved
G. MBO. Approved
H. Letters to the Editor. Dropped
I. P.S. Approved
J. General Articles. No. Such a column could
lead astray of the purpose of the publication.
V. Publication Dates and Distribution. It was agreed
?that a quarterly schedule would be best to start with. Dis-
tribution will be as proposed (DD/A Planning Team members,
guest editors, authors of articles with by-lines, 0/Comptroller/
AG, and Executive Board). Additional copies will be provided
upon request to personnel from all Directorates. One hundred
copies of the first issue will be printed.
ciate
EXCHANGE Magazine
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Agenda
exchange Executive Board Meeting
9 January 1976
Policy Considerations
I. DESIGN
Review of physical properties--size, cover, logo,
typography, paper stock, column spacing, length of
articles, illustrations, colors, classification, etc.
II. PURPOSE
Review statement of purpose which will be included
as lead-off statement in each issue of exchange.
See attached PURPOSE.
III. ORGANIZATION
Review proposed assignments of responsibilities
for publication of exchange. See attached ORGANIZATION.
IV. CONTENT
Selection of "standing departments" and review of
types of features. See attached CONTENT.
V. PUBLICATION DATES AND DISTRIBUTION
Review of publicationfrequency--montbly? bi-monthly,
quarterly,, non-scheduled. Review of distribution--
DDA Planning Team members, guest editors, authors of c
. articles with by-lines, 0/Copt/AG, Executive Board,
and additional-copies as requested.by--DDA-Plag
Team-members..
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