GLOSSARY FOR RECORDS MANAGEMENT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000100020044-4
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 148
• Document Creation Date: December 9, 2016
• Document Release Date: April 24, 2001
• Sequence Number: 44
• Publication Date: January 1, 1966
• Content Type: REPORT

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A; rapid advance in paperwork management concepts has characterized the present
changes in office work. This advance has been accompanied by a ?very consider-
.. able increase in the use of technical terns. A technical term is an expression
wh~.ch is deliberately restricted in its meaning and to a specified field of
knowledge. Every distinct branch of science and technology has its awn extensive
~ vocabulary, without which workers in the same or allied field cannat easily qr
precisely communicate with each other. Paperwork management is no exception.
If technical terms are to serve their purpose, they need to be carefully,
i.e. accurately, used. "Everyday words"~ it has been said, "tend to beceane
vague:Rn:~xea?~1ing and rich in association." This vagueness weakens them for the
`~ professional who moist use words that he can define exactly and has few irrelevant
associations. Much of the fogginess about paperwork management stems from care~-
less use, even misuse, of its basic terms by a multitude of people. Whether this
glossary, or any glossary, can affect usage remains to be seen
A,~lossary, for an emerging body of public administration doctrine, begins as
an attempt to come to a common agreement by the many different practitioners. It
forces a reconsideration of contemporary terminology, purging many concepts, con--
solidating others. As a glossary is developed at the national level it does more
than document agreement, it helps create it. We hogs this glossary will continue
to merit the confidence of those who use it to come to grips with the literature
of paperwork management. It is organized as a companion volume to the $ibl.io~-
raphY for Recoxds Managers, published in 196+, Federal Stock Number 710-9~5-23~7-
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CONTENTS
PART ONE, TERMS B'Y SUBJECT MATTER
1. Records Management - General
2. Correspondence Management
3. Forms Management
~+. Reports Management
5. Directives Management
6. Mail Management
7. Files Management
8. Records Disposition
9. Office Systems Eruipment and Supplies
a. recordkeeping
b. duplicating
c. microfilming
a. c~.ectro-mechanical processing
b. e.Lectronic processing
c. ~Lata transmission
l2. Clerical-Work Standards and Quality Control
:a.3. O:I`fice Tn#ormation Retrieval
1~+. Archives Administration
PART TWO. AS~PHABFTTC TNDEX OF TERMS
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Analysis. A study process by which work is resolved into its elements.
The objective is to determine what work is necessary to be accomplished
and how it may best be done. Unless done to bring a new work plan
into existence,. analysis is remedial diagnosis - making recommendations
for change and demonstrating the advantages of such change. An
indication of how basic this concept is to information processing is
to note its many specializations. Using the part two index, see cost
analysis, forms analysis, management analysis, methods analysis,
operation analysis, organizational analysis, procedural analysis,
statistical analysis, and systems analysis.
Communications. All letters, post cards, memoranda, disc recordings,
telegrams, cables, teletype messages, reports, annotated routing slips,
Forms, airgrams, and lettergrams sent or received by an agency in the
conduct of its functions.
Communications ma~ement. See records creation.
Documentation. The retards containing adequate and proper information on
the organization, functions, policies, decisions, procedures, and
essential transactions of an agency, designed to furnish the information
necessary to protect the legal and financial rights of the Government
and of persons directly affected by the agency's activities. Derived
from Section 506 (a) of the Federal Records Act of 1950,
Federal Property I~~a.nagement Regulations. Those rules issued by the
Administrator of General Services to the heads of Federal agencies
Containing in Chapter B the standards pertaining to records rna,nagement
authorized by the Federal Records Act of 1950, which are codified in
Chapter ~+l of the Code of Federal fieoulations, part 101 - 111.
Federal Records Act of 1950. The statute which prescribes the records
management responsibilities of the Administrator of General Services
and of the heads of Federal agencies. Enacted as Title V of the
Federal Property and Administrative Services Act (USG 391-x-02). See
also Federal property management regulations.
Hoover Commission. Popular name given to the two Commissions on Organiza-
tion of the Executive Branch of the Government headed by former President
of the United States, Herbert Hoover. The first Commission met from
197 to 19+9; the second from 1953 to 1955. The first Commission issued
a task force report on records management; the second, a tasl~ force
report on paperwork management, in two parts. One of the results of
the first Commission Baas the Federal Records Act of 1950.
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Paperwork management. {1) The application of Cost reduction principles to
a~.l recordkeeping and recoxdmaking processes, particularly correspondence,
forms, directives and reports. (2) As popularized by the Second Hoover
Commission, a broadly based program based upon an analysis of the Federal
Records Act of 1950.
Fro~ram evaluation. A term used Tmy the National Archives and Records Service
to describe its managerial appraisal made of an agency's compliance with
the Federal Records Act of 1850 and Chapter ~+l of the Federal Property
Management Regulations.
Public records. (1) The records that are by law or custom open to public in-
spection; there is an implication that public records, in contrast to
pubJ3c documents, are not published. The final opinions and orders file
is an example of this type of record; (2) also used to refer to records
accumulated by agencies of government.
Records. Defined in the Records Disposal Act of 1q~+3 (~1+ U.S.C. 36b-380),
as including "all books, papers, maps, photographs, or other documentary
materials, regardless of physical form or characteristics, made or
received by any agency of the United States Government in pursuance of
Federal law or in connection with the transaction of public business
and preserved or appropriate for preservation by that agency or its
legitimate successor as evidence of the organization, functions,
policies, decisions, procedures, operations, ar other activities of
the Government or because of the informational value of the data con-
tained therein.
Records administration. A concept developed in the late 1g30's whereby organiza-
tions would control, the disposal of records by scheduling, provide standards
for filing equipment and supplies, control correspondence format and
practices, and work closely with the archivists in designating the per-
manently valuable records.
Records creation. Bringing communications into existence to document an admin-
istrative process. One of the three principal breakdowns of records manage-
ment. Somelttames called communications management.
Records Dis osal Act of ,1 ~ The statute controlling disposal of Federal
recordsi U.S.C.^-- 3~>6-380). Defines records and provides far their
scheduling.
Records dis osition. Any means of changing the custody or existence of records.
1t may involve a) the preparation of disposal standards (schedules); (b)
disposal by destruction or salvage or donation; (c) transfer to a records
storage area or center; (d) transfer from one organization to another; (e)
retirement ?to an archival institution. A major element in records manage-
ment.
Records Liaison. Usually used in can,junction with "officer" to describe an
official whose work includes coordination of records management work in a
subelement of an organization.
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Retards maintenance. A planned system or method applied to the classifi-
cation, indexing, filing, protection, servicing, and preservation of
records. A major element of retards management.
Records management. A program designed to provide ecomony and efficiency
in the creation, the organization, maintenance, and use, and the
disposition of records, assurance that needless records will not be
created or kept and that vaJ.~_zable records will be preserved. A con-
cept, developed in World War II, to supersede that of records adminis-
tration. See also records creation, records mainte-
nance, and records disposition.
Records management officer. An indiv-1dua1 designated by an organization to
assume the statutory responsibility for effectively accomplishing in
that organization the various phases of the records management program
specified in the Federal Records Act of 1950 and the Records Disposal
Act of 1g~+3.
Standard. The yardstick ar criterion which serves for comparison or measure-
ment purposes. J:t may be expressed as a unit cost, work rate, error rate,
elapsed time, staffing ratio, or operating plan expressed as a numerical
or descriptive norm. Someti~laes described as "the one best way."
Survey. A major records management study of a paperwork problem, with a
formal report of findings and recommendations.
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2. CORR~SPOND~NCN MANl1Cr ~ +NT
Action copy. The copy of a communication that is directed to the per-
son or agency responsible for taking the action indicated. There
may be more than one action copy of the same communication.
Addressee's code/s~mb~ol. A letter, number, word, or any combination
o these ident fyi ing the originator of an incoming letter. On the
reply, the code may be repeated-after a typed or printed caption
such as "Your reference;".
Attachment, Used in some agencies to denote an enclosure that is
stapled or .otherwise physically affixed to a communication. The
term "enclosure" has been accepted in correspondence management
to cover "attachment."
Attention line. A notation that may be included in the address to
denote the ultimate recipient of a communication intended to go
through appropriate authorities. The line appears on the face of
the communication and on the envelope, if any. The usual form is:
"Attention; Mr. Joseph D. Martin."
Authentication.' Determination by an authorized person of the genuine-
ness of ail or part of a communication or of a reproduced copy of a
communication. Usually applies to the signature, stamp, or notation
of the authentication, placed on the document itself.- Sometimes
called '"certification."
Aut~hor~it~line. A notation sometimes used as part of the signature to
~iden--- tidy the official above the signer, at whose direction the com-
munication was prepared. The line is in such form as "By direction
of ," or "For :"
Blind cop~o. A copy of a communication intended for a person or office
n~ dentified in the distribution shown on office copies. Distribu-
tion is not shown on originals.
Block style. The arrangement whereby each-line of typing begins at the
left margin. A modified block style permits indenting variations,
for example, first or alf-lines of sub-paragraphs.
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Book message. An identical communication sent two or more addressees.
sualiy the addressees are ail action or all information addressees,
not a combination of the two. It differs from the multiple address
message, in that ordinarily an addressee does not know of other ad-
dressees.
Brief. (N) A short summary possibly including explanation and back-
- ground Information of the content of a communication submitted for
approval or signature. Often called a covering brief or briefing
memorandum. (V) To,summarize an incoming communication, with
identifying data, for mall control or informational purposes.
Certification. In correspondence, same as authentication.
Checklist form letter. A form letter containing a Itst of statements
with a box ~ in front of each for checking when applicable.
Circular letter. A letter, identical copies of which are sent to
persons or offices addressed as a group, such as "Managers,-Ail
District Offices," or "All Regional Offices."
Classified correspondence. For Executive Agencies correspondence
c ass led in accordance with E.O. 10501, as amended, thus requiring
special safeguarding in the interest of national security. The de=
gree of security required is indicated at the top and bottom of each
page of the document. See also security classification.
Clearance. Same as concurrence.
Concurrence. Agreement with. the content and style of an outgoing cam-
munication received for review. Usually indicated by handwritten.
initials or name on the official file copy. May be conveyed by
memorandum.
Confirmation. (I) A written record of a conversation, by telephone or
tace-to-'ace, agreed to by the participants as a true presentation of
the matter discussed. (2> A copy of a telegram, teletype, or other
speed message, transmitted by mail ar mess?nger to verify the delivery
and the accuracy of the original.
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Convenience copy. An inclusive term applying to copies of an outgoing
communication, not intended for action or for offtciai record. Copies
so described may be courtesy, information, follow-up, reading, and
others retained for convenience or reference.
Co A reproduction, by any method, of an original communication.
-For specific types, see action, blind, convenience, courtesy,
follow-up, suspense, information, official file, promise, tickler,
tracer, and record.
Correspondence. Communications consisting of incoming and outgoing
etters, memorandums, postal cards, and annotated route slips.
Tele-communications are customarily included.
Correspondence guide. A compilation of pattern letters and paragraphs
used to produce correspondence effectively and economically. See
also (correspondex).
Corres ondence management. The application of management techniques
o correspondence practices to increase efficiency, improve quality,
and reduce costs.. Specifically, it promotes plain writing, use of
form and guide letters and of window envelopes, creation of fewer
copies,-and other methods of effective production.
Correspondence manual. A guide to the mechanics of preparing written
communications such as letters, memorandums, and telegrams. Pri-
marily for secretaries, stenographers,-and typists. They cover
format and editorial practices. Coverage is sometimes extended
to writing skills.=and mail operations. See also style manual..
Correspondex. Guide used by letter writers, typists, and reviewers
in .preparing correspondence. It consists of a collection of pre-
approved letters and paragraphs indexed by subJect and identified
by number. Its purpose is to simplify, standardize, and speed the
preparation of correspondence.
Courtes copy. An extra copy of an outgoing corranunication, enclosed
w th the original communication, for the convent-ence of the ad-
dressee. A courtesy copy is usually forwarded to members of Con-
gress, ,justic?s of the Supreme Court, and to top officials at
the White House.
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Cover brief. Same as brief.
-Cover sheet. A sheet of paper or of clear plastic used to cover the
face o~ an outgoing communication needing protection until it is
dispatched.
Oate-time group. The date and time, expressed in six digits and a
zone suffix, at which a telecommunication was prepared by the ori-
ginator. The first pair of digits denotes the date, the second
pair the haur, and third pair the minute, e.g., 061620. (Z refers
to Greenwich time.) ,.
Day-file copy. Seo Reading Copy.
Disposition form. A farm associated with a particular communication,
to origina-Fe action on'the communication or to record comments that
cannot be-added directly to the corr~nunication. The form usually
acquires record value. It is used chiefly by the military depart-
ments (DD Form 96}.
Distribution list. A gist of addressees often identified by a code,
to whom a circular-type communication is to be sent.
Draft. (N) A proposed text of a communication to be submitted for re-
view before it is prepared in final form. Usually double-spaced for
ease of revision. (V) To outline or to write, in rough form, a pro-
posed communication.
Enclosure.. A document associated with an outgoing communication, in
support or extension of the subject of the communication. The en-
ciosure may be sent under separate cover. Spelled "inclosure" by
some of the military departments. "Enclosure" includes "attachments,"
Endorsement. Form of communication to forward correspondence through
channels. Sometimes used to denote the reply placed on the face of
an incoming communication.
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Envelopes. Containers or coverings in which to transmit communications.
A-` vailable in varying-sizes and types, including regular, plain, air-
mail-, windowG neralnServices AdmgnistrationFCircularlNoab253 and the
:supply, see e
:.Federal Supply Schedule.
Facsimile .signature. An exact duplicate of a signature, applied to a
communication by rubber stamp or mechanical means.
File _copy. The copy of an outgoing communication, to be retained. in
an organized file, whether central or local.
Fili-in. Information typed or written in longhand in the space pro-
vided for it on a form letter or other preprinted. communication.
Fill-in form letter. A form letter with blank spaces in the body that
must be ed in by typewriter or longhand.
Fob index. A measure of readability, developed by Robert Gunning,
based on sentence length and syllable count, and expressed in years
With
of schooling required for comprehension of a piece of writing.
an index of 12, considered maximum for correspondence, writing can
be easily understood by a person with 12 years of formal schooling,
Follow-up co A dated copy of are automaticallynbrought fio attenned
that pending papers or ,actions
tion on a specified date. Variously called promise, suspense, tick-
ler or tracer copy.
Format. The arrangement of the components of a communication, including
order, position, and spacing. "Layout" is sometimes used instead.
Form letter. A letter printed or otherwise reproduced and stocked in
advance of its use. Furnishing constant information, often with
added variables, the form letter achieves improved quality of writing
as welt as economy in time and cast. For particular types, see
checklist, fill-in, plain, and reference).
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The 4-S formula. The prescription for better writing, as given in the
General Services Administration handbook, Plain Letters. .The 4'S are
shortness, simplicity, strength, and sincerity.
For ofificial use- onl A phrase used to mark a document that requires
special handling on control but does not require security classifica-
tion,
,Guide better/paragraph. A letter or paragraph drafted in advance of
its actual use, but not printed. When properly selected and typed,
the letters and combined paragraphs look and-read like individually.
dictated letters. They are sometimes referred to as "pattern" let-
ters and paragraphs, or as "stack" letters and paragraphs.
Idenfiification cede/symbol-. Same as addressee's code/symbol.
Indorsement. Same as endorsement.
Information addressee. A person designated to receive an information
copy.
Information copy. An extra copy of a communication sent to an official
having secondary interest, but who does not take action or prepares a
reply. The copy has only temporary value.
interim reply. A partial answer to a communication which cannot be
answered in full until a later date. it differs -from an acknowledg-
ment in that it contains some of the information essential to reply.
Joint letter. A letter signed by officials of two or more organiza-
tional units of equal status, each having an interest in the subJect
of the letter..
Layout. .Same as format.
~etterhe_ad coPY. The copy of a letter that is prepared on stationery
often t slue) headed with the name and usually the address of the
originating agency. Sometimes used to denote the original, that is,
the ribbon copy on bond Jetterhead.
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Mailing instructions. Indication of special mailing service desired,
such as "special delivery?' or "airmail." The notation may appear
on the face of the communication, on the envelope, or on both.
Memorandum. A communication resembling a letter, except that the
salutation and the complimentary close are omitted. Commonly used
within and between agencies of the Government. Optional Form 10
and United States'Government Memorandum stationery available for
the preparation of memorandums are described in General Services
Administration Circular No. 253.
Memo route slip. A referral slip with space for a written message.
Although one of the most informal means of communication used in
Government, it occasionally acquires record value.
M~e_ss~a_~e. In most agencies a communication, written or verbal, applies
on ~y~-to a communication intended for transmission by rapid means.
See also (telecommunication, telegram, and teletype).
Model letter/paragraph. Same as guide letter/paragraph.
Multiple-address letter. A letter to two or more addressees, each of
whom is individually identified by namo or title in the address of
the distribution list.
NOMA letter. Same as simplified letter.
Nate. Commonly a brief communication, less formal than a letter.
Seldom used in Government except in diplomatic affairs, where it
denotes a brief formal statement.
Officio! file copy. A record copy, with indication of signer, usually
yellow, regairdd for the central file or the file station primarily
responsible for the record..
Optional form t0. Same as memorandum.
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Original. Strictly the unique record or document that represents the
official action to which it pertains, as distinct from reproduced
copies.
Original copy. The ribbon copy of a typed communication, to which the
signature is added. The preferable term is 'brlginal" to distinguish
the unique document from carbon or processed copies.
Originator's code/symbol. A letter, number, word, or any combination
of these used to represent a person or organizational unit. It
serves to identify the preparing agent, and enables the recipient
to address his reply specifically. On outgoing correspondence, the
code may appear after "in reply refer to:". It may also appear as a
last entry on file copies only, to identify the preparing office.
Pattern letter/paragraph. Same as guide letter/paragraph.
Plain farm letter. A form letter, complete in itself, without need for
ifI-ins
Precedence. The relative order in which telecorrnnunications are handled..
Also used to indicate the order of handling other communications.
priorit (I) The highest precedence ordinarily assigned to a tele-
communication of an administrative nature. (Not used in General
Services Administration.) (2) Letters requiring immediate atten-
tian, such as those-from the White House, from members of Congress,
and from members of the Cabinet.
Programmed fetter. A letter produced on an automatic typewriter using
paragrap 5 ----pre-punched in paper tape.
Promise co~~. 5ame as follow-up copy.
Read~____i~~~n~~ __c~o pfir. A copy of outgoing correspondence, usually arranged i n a
chranoiogical file kept for i'he information of staff members. it is
sometimes called a day-file copy.
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Record copy. Copy of outgoing communication specifically intended to
be kept as a record. Usually means "official file copy."
Reference farm letter. A form letter with optional numbered statements
pr nted an the face or reverse, which can be referred to by writing
the app rapriate numbers in the spaces provided for the purposes.
Reference line. (i) The notation used to identify the originator of
a communication, by code. The line, if used, is printed or typed;
on stationery, in such form as "In reply refer to:". (7) The na-
tation used on a reply to identify the originator of the incoming`
communication. The line, if used, is printed or typed on statiornery,
in such form as "Your reference:".
Rewrite. Revision of a communication to such extent that content is
changed and that retyping is necessary. Retention of a copy of
the superseded communication is desirable. A retyping for correc-
tion of grammar, spelling, ar punctuation, or for minor improvement
of style, is not, for purposes of correspondence management, con-
sidered a "rewrite." in such cases, retention of a copy of the
superseded communication is not necessary.
Ribbon copy. The original of a document prepared by a machine, as
dust-ingu-Tshed from carbon copies made simultaneously.
Routine. Second highest precedence assigned to telecommunications of
an administrative nature. Below "priority," but above "deferred."
(Not used by General Services Administration.) Aiso used to denote
written communications of less urgency than those with "priority."
Sender's code/symbol. See originator's code/symbol.
Separate cover. See enclosure.
Short note reply. A brief answer recorded by hand, by stamp, or by
typewr7~'er on the face of the incoming communication. Similar to
.the 2-Way Memo, the Speed Memo, and the Speedletter.
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Signature block. The "sign-off" portion of a communication, consist-
ing of the handwritten or facsimile signature, the typed or imprinted
name of the signer, and, if any, the identification of the signer,
such as title, rank, ar position. The block is placed below the
complimentary close,- or directly below the body of the communica-
tion if there is na complimentary close.
Simplified letter. A letter with functional design, characterized
chiefly by~ gnrrrent of all components at the left margin and by
omission of the conventional salutation and complimentary close.
Sometimes referred to as the NOMA letter.
Specdal mailing instruction. Same as mailing instruction.
S eedletter. An urgent communication resembling a memorandum and its
~nformaility and possible range in level of signing. It is -dis-
tinguished from regular correspondence by a printed heading indi-
cating the necessity for priority in mail pt~rcessing. Similar to
the 2-Way Memo, the Speed Memo, and other forms of correspondence
flagged for quick handling.
Speed memo. A three-part, carbon-interleaved set so arranged that the
reply is placed on the page with the message. The Speed Memo is used
for brief, informal correspondence. Similar to the 2-Way Memo, the
Speedletter, and the Short Note Reply.
St~+le manual. ti) A publication setting forth rules for printing,
covering such subJects as typography, spelling, abbreviations,
punctuation, capitalization,~and numerals. The best know example~?
is the United States Government Printing Office Style Manual.
f2) A publication governing the format of letters and other
types of correspondence. The best known example is the United
States Government Correspondence Manual. See also correspondence
manual.-
Sub,Ject index. An outline of the subject matter covered by a corre-
spondence unit. it keys by number the guide and form letters and
paragraphs available for the preparation of replies. See also
correspondex.
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Subject line. The line completing the caption "Subjects:" which appears
o Q fianal Form 10 and similar memorandum forms. The line may be
added to letters. It compresses the contents of the cormr-unication
into a topical phrase.
Suspense copy. Same as follow-up copy.
Telecommunication. A message transmitted by telegraph, teletype, radio,
or ca Ica.
Tele ram. A message sent by telegraph. As used in correspondence,
covers cablegrams.
Telet e. A message sent by means of a teletypewriter; known also as
TWX from the abbreviation of "teletypewriter exchange."
Tickler file copy. Same as follow-up copy.
Time limits. In the preparation of correspondence, the period of time
aI owed for acknoe~ledgment and for full reply. Although varying,
the limits are usually two working days far acknowledgment of a
priority letter that cannot be answered within five days .and for
a routine letter that. cannot be answered within ten days.
Tracer Iotter. A copy of an unanswered letter, often marked "Tracer"
o~ at~iow-up," which is forwarded to the addressee as a reminder
that reply or action is due.
Transitory correspondence. Routine correspondence without prolonged
record value. Retention periods can be limited to the interval re-
qutred far completion of the action covered by the communication.
Transmittal letter. A letter,nlesstthesletteriexplainsrasdwelliasrinuce
the items it accompanies. U
troduces, it Is usually not necessary.
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2-1dar~ memo, A three-part, snap-out set so arranged that the reply to
a brief, informal message is placed on the page with the message.
(Optional- Form 27.? In its dual use, resembies such forms of com-
munication as the Speed Memo, the Speedletter, and the Short Note
Repiy.
Validation. In correspondence, same as authentication.
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3. FORMS MANAGEMENT
Agency form. A form that is originated and standardized for infernal use
throughout an individual agency.
~,ll.over coated. A sheet of carbon paper completely covered with ink on at least
one side, leaving no uncarbonized areas.
Basis weight. The weight in pounds of 500 sheets of a given grade of paper in
sheets of a specified size, which is regarded as standard for figuring the
weight of all other sizes of paper of the same grade. At the Government
Printing Office the basis weight is given for 1,000 sheets instead of a
ream. Thus a Government basis weight of 26 is the same as a commercial
weight of 13. Same as substance number.
Binding margin. The blank or unused edge of a from provided to permit punch-
ing or fastening or bath.
Bleeding. Ink coverage up to and off the edge of a printed sheet. To
accomplish this effect, the printer must run an over-size sheet through
the press to accommodate the extra ink coverage, then trim to required
side.
Block-out. A method used to eliminate certain entries from one or more copies
of a set of forms so as to obscure the carbon or ink image.
Book form. Identical forms bound between covers, without interleaved carbon,
such as account legers and logs. Not to be confused with sales book.
Bootleg form. An uncontrolled, non-standardized form, usually unnumbered.
Box design. A form style which encloses the caption and entry space for each
item or question on the form in a rectangular space. Captions are printed
in small d.istince type in the upper left corners of the space. This leaves
the remainder of the space (box) for fill-in. Same- as ULC.
Burster. A machine which detaches forma from continuous strips and stacks the
individual sheets in sequence.
Carbon basis weight. Popular one-time carbon weights are 52 lb., 8 lb., 9 lb.,
10 1b., and 12 lb. Weight usually is based on a sheet size of 20x30" --
500 sheets per ream. Coating with ink adds about 20'~ to the weight.
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+carbonized printing paper weights are usually based on a sheet size of
25x38" __ 500 sheets per ream.
Carbon bleed. A condition created by the migration of oils or dyes from the
carbon paper in a finished form to the copy sheets.
Carbon ~du_un~n ,. Sheets of paper and carbon assembled specifically for the pur-
pose of besting to determine the legibility of carbon impressions.
Carbon paper. Tissue to which has been applied a coating of carbon black in
combination chiefly with acids, waxes, and oils to permit producing a copy.
See allover. coated, die cut carbon, double face, feather edge carbon, finish,
floating reusable carbon,-..one time carbon, processed carbon, selvedge, spot
carbon, strip carbon, tack, and transverse coated.
stock. A heavy paper (70 to 110 basis weight) that is used in visible
files or for forms which receive much handling.
Check-list design. A form style in which questions or statements listed with
colua~s or boxes along the side for responding.
Columnar design. A form style used when several entries of the same type are
to be listed under one heading. The fill-in spaces are arranged in columns
with printed captions at the top of-each column.
Co~nvtroller General forms. Certain fund accounting forms prescribed by the
Ceanptroller General for use by a]1 Federal agencies under the authority
of Section 309 of the Budget and Accounting Act of 1921. Agency forme
developed for use in lieu of Comptroller General Forma require advance
approval of the Comptroller Genei^e~l.
Conaecutivo numbering. The placement of a number on single forma, unit seta,
continuous forme, book forms, etc., for control purposes. In multiple part
~+bta each form bears the came number.
Continuous :form -sot marginall3v_,uunched. One of a set of forme printed one
after another on a continuous sheet to eliminate repeated ineortiona in
xritiag machines.. They may ba in strip, fanfold or unit -oet format and are
usually'perforated for easy detachment of individual seta. See aloo opecialty
forma, marginalSy punched forme, pinfeed.
Continuoua-atrix~ marginally-punched forme. Single forms or cots of forma
produced fanfold is uaintorrupted strips, marginally punched for use over
alining davicoa on machines ouch ae a pinfeed typowriter, bookkeeping machine,
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or high-apeed printer. Usually supplied in roll form or accordion fold,
perforated for easy separation.
Cut form. S3.,ngle sheet forms, not folctied, bound, padded or otherwise attached,
usually printed on agency equipment. Same as flat forms. The opposite of
specialty forms.
Decolla,tor. A machine which removes the sheets of carbon paper from continuous
forma.
Die cut carbon. Carbon paper in a multiple part form in which holes are die
cut in the carbon paper to prevent xeproducing carbon impressions from one
copy to the other.
D3,e~ressed. The use of die or plate to stamp an image into another surface.
Applies particularly to mimeograph stencils or spirit masters. Both the
form and the fill-in data are reproduced at the same time.
Dingbats. Symbols, such as stars, arrows, circles, used to attract or stop
the eye and call attention to particular items on a form.
Double face. Carbon paper canted with ink on both the front and back. This
can be striped or allover coated -- even stripe coated one side and allover
coated on the other side.
Dumn~r. A layout and simulation shaving the size of page and general appearance.
It graphically informs the printer of the way to manufacture a form.
Edition date. A date placed with the form number to identify the current ver-
sion of the form.
Elite typewriter type. A size which produces 12 characters to an inch horizontally.
Fanfold form. Continuous forms or sets of forma printed across the width, altex-
nately on the front and back, of a wide strip of paper. They are perforated
vertically between the parts along the alternate or accordion folds of rigp~t
and. left edged and horizontally between the gets and folded fan-wise vertical.7.y
so a].l printing is face up. See also continuous-strip marginally-punched forme.
Feather edge carbon. Carbons that are longer than the opaque sheets of the set
and uncoated at the extended edge.
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Feathering. A carbon copy image which is not sharp and clear. Usually results
from using a carbon paper whose ink finish is too soft for the form involved
(allowing an excessive amount of ink to be deposited on the copy sheet upon
execution), or poor surface finish of printing paper, or too many characters
per inch.
Federal report form. Forms used by Federal agencies in gathering information
from the public. Under the Federal Reports Act of 19+2, the forms must be
approved by the Bureau of the Budget, as provided in Bureau of the Budget
Circular A-~+0. Same as public use form.
Fill"in. To place data on a form.
Finish. The degree of ink formulation and coating application on carbon paper
to obtain a desired intensity for sharpness of the copy of image, The usual
finish designations are Extra-Hard, Hard, Medium, Intense-and Extra-Intense,
Flat stitch. Binding with wire staples the assembled pages of a salesbook.
Floatin reusable carbon. Special carbon paper for repeated use on carbon
saving and carbon shifting devices, May be in roll or pack style.
Form, Predesigned document, usually paper, reproduced with spaces provided
for the insertion of information to facilitate work.
Certain printed items without fill-in space, such as contract provisions
instruction sheets, notices, letterhead, tags, labels, and posters, are
often considered as forms when it is advantageous to identify and control
them as forms for purposes of reference, printing, stocking, distribution,
and use with other forms.
Form distribution chart. Graphic presentation of the flaw of copies of a
multicopy form.
Form flow diagram, Graphic summaryof the movements of each copy of a form.
Form number. A number placid on a form for ease. in establishing and maintain-
ing its identity.
Form procedure chart. Graphic presentation of the use to which copies of a
multicopy form are put.
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Form title. Words selected to indicate the function and purpose of a form,
s rating the form number in maintaining a form's identity.
Farm-tapped stencil. Stencil with a facsimile of the printed form an the sur-
face, kiss-printed in a contrasting color to the stencil to act as a guide
for the typist in positioning copy.
Forms analysis. The weighing of the work implications of a form before it is
printed, determining the essentiality of the form, each copy, and each item
therein. Developing optimum construction for fill-in and processing of data.
Reviewing the controlling procedure and related farms to determine the
best methods of minimizing error and the most convenient and economical
way of sequencing insertion of information. A specialized kind of manage-
ment analysis.
Forms control point. The organization location at which a record is kept of
all forms used in an agency or office, having the responsibility for
registering all forms, assigning identification, issuing design standards,
determining specifications for reproducing forms, and developing specifi-
cations for storing and distributing forms produced.
Forms design.. The technique of placing the various entries on a form. to simplify
fill in, processing, and filing - usually in consonance with established forms
design standards to hold down cost, make for correct construction, and fit
into the controlling procedures. Design does not begin until an analysis is
made to resolve WHAT goes on the form. Forms design continues the analysis
until it resolves how to best arrange and present the information.
Forms desi,~n guide sheet. A sheet that is preprinted (3:n non-photographic blue
ink with graduations on it to help calculate proper spacing to fit the
writing method, 'both horizontally and vertically.
Forms design standards. The physical or graphic features required of a form for
simplicity of fill-in, for efficiency in processing, and for economy in
reproduction, usually expressed in terms of size-and shape, weight and grade
of paper, colors of paper and ink, typography and format, construction
characteristics, and methods of reproduction.
~'grms management. A program for assuring essentiality, standardization, economy,
nand correlation of procedures through forms design, procurement, and use.
Inherent in this concept is promoting the program and training agency per-
soxinel; analyzing the purpose and content of forms and related procedures;
promulgating design standards; registering all forms; eliminating unnecessary
forms and preventing creation of new foams which duplicate existing ones;
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determining specifications for reproducing forms; developing plans for
storing and distributing forms produced; following up to ensure sat3sfac-
toriness of forms designed.
Forms registration. Channeling each request for a new, revised, or reprinted
form to the control point to be recorded and assigned for analysis and
design. Not to be confused with printing registration.
Forms replenishment control. The techniques employed in maintaining inven-
tories of forms at predetermined levels consistent with probable usage
schedules and dissribution requirements.
Farms supersession notice. Notation that an existing form is superseded by
one or more new or revised forms. Often in the form of an appropriate
entry on the new or revised form.
Font. A complete assortment of type (typewriter, varityper, printing press)
of one style and size.
Foto-tyke. Individual printed reproduction of various sized type faces which
may be pasted together and used on copy for photo-offset reproduction.
Functional file. Arrangement of forms at the control point by purpose. Each
'~ orm s used to accomplish a.specifie informational task; by grouping the
forms according to this task, overlapping and duplicated information may
be observed when the forms within the group are compared. See also recur-
ring data analysis sheet.
Gang-printing. Printing of two or more different forms as one unit Prom the
same plate.
Gothic style type. A square-cut type with no serifs.
Grain. The direction in which the fibers lie in the body of the paper.
Gripper margin. That part of a sheet of~paper which is caught by the grippers
on the impression cylinder of a press during the printing process. Unusally
widthwise on small presses; lengthwise on large presses.
Halftone. An engraved copper or zinc plate with networks of depressed and
raised portions. The configuration determines the density of dots of ink
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used to reproduce images on paper. The density ,of the dots determines-the
intensity of the color of the reproduced images. The result is not com-
pletely dark or light; hence the term "halftone." A plate is produced
by photographing the copy through a screen which permits the desired pro-
portions of the copy image to be recorded.
Headliner. Trade name for a machine used to prepare copy From 6 to 8~+ point
type no photographic paper or film. Generally used for headings which
require larger than the 12 point type- which the Varityper provides.
Head-to-foot. Printing the reverse side of a sheet upside down so that it can.
be read by turning the sheet over from top to bottom.
Head-to-head. Printing the reverse side of a sheet so that it can be read by
turning the sheet over as in the pages of a book.
Italic type.. Type face v~ich slants to the right, in contrast to the upright
ve~ rticals. Most italics are sloped modifications of Roman letters.
Justified margins. The process of adjusting spaces between type in order to
produce lines of equal length, causing the right side of a column of type
to came out even.
Kiss-printed. Technique for printing the outline of a form. on a master or
stencil as a guide far filling in, and only the filled-in data reproduces
on printed forms. See also form topped stencil.
rSLVAIlt. Fully designed form on a foIIms design guide sheet to ,guide the com-
positor in the selection of the kind and size of type and rule weights and
the grouping of the printing master.
Le er. A stock of paper (2~+ to 32 basis weight) that is usually used for
forms that are subject to hard use.
Lightface type. A type which makes a light printed impression, as distinguished
from bold face.
Line weights. Same as xa].e weights.
-Local foam. Forms normally originated for internal use in the originating
____.---
office .
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Manifold form. See specialty form.
Marginally-punched forms. Same as continuous-strip marginally-punched forms.
Mi1_ 1 sheet. The standard size in which a particular stock of paper is pro-
duced by paper mills.
Numerical forms files. A form history file arranged in numerical order, con-
containing a separate Polder for each form. Each folder contains such
documents as the request for approval and justification for a new, revised,
or reprinted form, correspondence, a reference to the prescribing directive,
instructions for form use, and a copy of current and previous editions of
the form, and other related papers.
One time carbon. Carbon paper designed for 3,mmediate disposal after extrac-
tion fr~n interleaved set.
Optional form. A form, which is applicable to the operations of more than
one agency and which has been approved for optional use on a government-
wide basis by the Bureau of the Budget under the procedures in BOB cir-
cular No. A-17, Revised. See also standard form,
Ove, rp_~ t. Adding new material onto an existing form or printed item by a
second printing, including obliterating any material not wanted.
Padded forms. Forms bound together at one edge by means of a gum compound.
Forms may be grouped together so that either single sheets or a set can
be detached without disturbing the remaining forma in the pad.
P_antogra h. Alight ink tint screen used on Government securities and checks
as a safety feature. The tint is easily removed and thereby reveals any
tampering.
Perforation. A series of slits (lines) or pin holes pierced in paper to weaken
it fqr easy separation.
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Pica. (1) In typewriters a size of type producing l0 .characters to an inch
horizontally. (2) A printer's unit of vertical type measure, equal to 12
points, slightly less than 1/6 inch (6.04 picas~in,).
Pinfeed. A device for feeding, alining, and registering marginally punched
- forms on business machines. The paper is uniformly perforated along the
right and left hand margins. Movement is effected by a set of gears with
pin-shaped teeth at both ends of the platen.
Pitch. The number of characters a machine will print per linear inch.
point. The unit for measuring type. A point is nearly 1`72 of an inch -
~0~.3$3'T -inch.
Prepunched form. Forms punched during the process of manufacture fox filing
in binders or fastening to file folders.
printin~re~istration. (1) a precise adjustment ar correspondence of lines
and spaces so that fill-in blocks on two or more copies of a multipart
form, to be filled in at one writing through use of carbon, will be in
perfect alinement. (2) In color printing the exact superimposition of
the edges of the colors to prevent blurring.
Processed carbon. Carbon paper in rolls having any or a11. of these features:
.Marginal holes, 7/32~~ in diameter spaced 1/2" center to center, and~usua,lly
placed 1/~+" in from one or both edges; horizontal (cross) perforations,
usuall six ties per inch, at certain intervals as ordered; tabs (triangular
shaped placed above or below the cross perforation at any position across
the width; longitudinal perforations, usually six ties per inch, placed on
one or both sides usually 1~2" in frown the edge; and file holes, usually 1/~+"
diameter, placed in any position across the width of the roll.
Public use forms. Forms used in Federal agencies in gathering information
which, under-the Federal Reports Act of 1842 (56 Stat. 1078), must be approved
by the Bureau of the Budget. The procedure for getting that approval is con-
tained in Bureau of the Budget Circular No. A-40. See f~zderal r?port form.
Recurring data analysis sheet. A form used to display recurring data or
repetitive items on several different forms.
Register. See printing registration.
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Rule weights. Rules or lines on a form used primarily to guide, attract,
or stop the eye. They can be light, medium, heavy, double parallel, and
dash or dotted lines, depending on their use.
Roman type. Type faces based on the style of characters used on stone inscrip-
tions of the Romans, -The up and down strokes of the characters are upright
in contrast to the sloping strokes of italic fonts. Roman type has a erifs
added to the top or bottom of the vertical lines.
Saddle stitch. To bind a publication by wire stapling through the center fold.
Folded pages (or"signatures," as often called) are fitted together and
placed on the machine, saddle-like and wire stapled.
Salesbook. A handwritten business form generally consisting of Via) the form,
-~b the cover or binding, and (~c) the carbon. Can be supplied in one or
more parts.
San serif. "Without feet," descriptive of several type styles which use
straight unembellished lines .to form the individual characters. The
extremities of the characters do not have smell lines.
Scoring. The weakening of the fibers of sheets of paper by pressure rather
than by cutting so that the sheet can be folded on a straight line at a
given point.
Screen The process for reducing ink density on a form by breaking up the
image into a series of tiny dots. The density is determined by the number of
lines or dots of ink per square inch.
Self mailer. Any mailing piece so designed that one of the outside folds or
a cover provides room for addressing and mailing, thus dispensing with
envelopes.
lve e. The uncoated outer edges (usually about 1/16") of carbon coated
mill size rolls. This uncoated edge prevents cracking of the edges of the
roll during the coating operation. Occasionally the forms manufacturer
will use this edge to facilitate gluing the carbon into the form.
"Snapout" form. A trade name for unit set.
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Specialty forms. Multiple copy forms, such as unit sets, continuous sets,
die-impressed and form-topped stencils, hectograph and offset masters; any
special die cut, carbon-interleaved or perforated forms; and any type of
form which requires such special equipanent for its manufacture that the
source of supply steal]. be through the Government Printing Office.
w ~cifications. A statement of requirements to which the construction of a
form must conform. Requirements include such items as paper, carbon,
ink, number of copies, size,, perforations, punching, etc.
Spot carbon. Carbonized tissue which has been coated with ink only in predeter-
mined areas or zones at regular intervals along the width and/or length of the
sheet or roll. When interleaved into a form, certain .information may thus
be placed on same copies and not on others at the time of execution.
Standard. An established or accepted rule, or model, by which the degree
of satisfactoriness of a product is determined. See forma design standards.
Standard form. A form prescribed by one Executive Agency for the mandatory
use by two or more other agencies. Standard Forms must be approved by
$ureau of the Budget in accordance with the provisions of BOB Circular
No. A-~.7, and any deviation in use requires a written exception.
Standard size. The size of-the farm which can be out in even segments without
waste from. a standard mill sheet of paper.
Standardized form. A Form that meets an agency's forms registration and form
design standards - not to be confused with standard form.
Strip carbon. Tissue sheets carbonized in strips so that only the data entered
at the carbonized location are reproduced on the following copies. See also
spot carbon.
Substance number. Same as basis weight.
Tabular design. Same as columnar design.
Tack. A condition which occurs when, after writing, the carbon will cling or.
stick to the printed sheet it .faces at the point or points where writing
pressure was applied.
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Tag stock. A cylinder or Fourdrinier sheet ranging in basis weight from 100
to 270 pounds a ream (2~+"x36" in size) .
Tail letters. A style of numerical type fact used on typewriters, designed
to increase legibility of numerals on carbon copies.
Temporary-farm. A form approved for a limited time only; often a "test"
? form.
Throw. The fixed distance a typewriter is geared to travel in a vertical direc-
tion between lines of type. The most common throw is 1/6".
Transverse coated. A coating pattern in which there are allover coated and
uncoated areas on both sides of the paper. There is an ad,~acent relation-
ship between the coated and uncoated areas, and the two sides of the
paper. Mueh used in fold-over statement ledger forms.
Tumble style printing. See head-to-foot.
ULC. Acronym for upper left corner. Same as box design.
Unit set. A multiple set of forms held together by a pasted stub ready for
fill-in. Sets can be carbon 3.nterleaved, made of carbonless paper, or
backs of forms can be carbonized. The pasted stub is perforated which per-
mits easy extraction of carbon paper.
Upper case. The capital letters.
Varit~~. Trade name for a keyboard activated writing machine with inter-
changeable fonts of di~Perent styles and sizes used. principally to prepare
forms copy for offset.
Zip-a-tone. Trade name for a form of Ben Day screen used to obtain line
patterns.
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1~ . REPORTS MANAGIS~NT
Budget Bureau zzumber. Identification given reports showing they have Bureau
of the I3ud~;e-t approval.
B~-Product reporting;. Inforx~iation obtained as a by-product of a work process
or ano(;her report.
Circular A-Y1~0. See Federal Reports Act of 191+2.
Clearance procea.ures. Program requirement for review, analysis, coordination
and approval authorization) of new or rt~vised reports on the cancellation
of existing rcpor~ts .
Controlled report. A report., the requirement for t~rhich is sub,~ect to review
and a:ssigiv~ent of a report-control or report-exemption symbol.
Costin:g? Estimate of time, usually expressed in dollars, required to produce.
a report.
Crash review px?ogram. A technique for the simultaneous review of required and
prepared .reports by field. offices followed by a similar headquarters level,
taking into account the field comments and recommendations. The total pro-
gx?am i.s usually completed in 3-~ months. (See also Periodic Reports Review,
Continuing Reports Management Px?ogram.)
Cr~.tical-path scheduli~. A -technique to detexuiine the continuous chain of
opers,tions critical to completion of a project by its scheduled completion
date.
Data-keeping requirement. Cormnand by higher authority that records of certain
facts be maintained in a specified manner 'to yield data required by a report-
ing directive ox in anticips:tion of a future reporting requirement. Such
requirements are usually subject to review under a report control system.
Due date. Tee workc7.ay a report is to arrive at its prescribed destination.
Exception reporting. Reporting only conditions other than normal, changes from
a previous repoa?t or items needing corrective action. See also situation
report.
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Pxe.rnpt repast. A report whickz does not require clearance and assignment
o:C ~, reports sy:~~bo~..
' 1{~xterna,l requixemen~t. Reporting imposed by another Federal agency such as the
Civil Se:~~srice Conu-aission, the Congress, etc.
Federal Reports Act of 19~E2. The. statute {5 USC-139) requiring Federal agencies
to obtain the approval of the Bureau of the Budget for conducting ar sponsor-
ing the collection of inforration, upon identical items, from ten ox more
persons atl~er than Federal employees. Supplemental and interpreted by Bureau
of ?i;he Budget Circular No. A-4.0, Revised, May 25, 1962. ,
Feeder report. A report from which an activity draws part or all of the data
required for another report.
Format. Provision far uniform reporting, including narrative, printed form,
.figures or tables, charts or other graphic means.
Fre uc~ency. The periodic reporting period (e.g., weekly, monthly, quarterly,
semi-snnually, annually, etc.) or the situation frequency (e.g. upon each
occurrence of a si~Luation ox event of certain prescribed characteristics).
Functional file. A file of specimen copies of approved reports, classified and
arranged by futaction so as to permit analysis, consolidation and combination
of like items for the purpose of (1} elimenating duplicate information and
(.2} identifying gaps in reports data.
Internal report. A report required of one part of an agency by another part of
the same agency. Compare with external report-.
Negative report. A report which simply states or indicates that there is nothing
to report. Negative reports axe sometimes necessary when 100fo reporting is
required to be sure that all reporting offices have complied even though
there is nothing to report.
Non-xecurrin~; report. Same as one-time report.
One-time report. A special report prepared one time only by one or several
respondents. Anew request must be issued each -time a report is required.
Same as non-recurring report.
Period report. See receiYing report.
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Periad_~_c review, A review of reports by major groupings, scheduled over a
pex~.od cx~ t_~me (i . e , , znanths or years) .
Person, _in public reportin. Any individual, partnership, association,
corporation, business trust, legal representative, organized group, state
or texx?itor~.al govcrz~metlt or 'branch thereof, political subdivision of any
state oi' terzitory, or .branch of any such political subdivision.
PFR'I', "Progr~xn Rvo,luation rz.nd Review Technique ." A scheduling concept using
p1.an and repast procedures. It cart be an integrated reports management
system which-identi:~3.es the interrelationships and interdependencies in the
-work ?~o be perfox~ned, thereby perczitting .ready determination of the effects
of any schedule slippages on-.the entire project ar production program, and
thus focusing niana~;ement's attention on the areas whexe corrective action
is most izeeded. Primarily a plan and repast technique for project scheduling.
Plan.. In public reporting under the Federal Reports Act of 19ZE2, (1) Any
general or specific regzaixement in public reporting for the establishment
or maintenao.ce of records which axe to be used or are available for use in
the collection of information on identical items from 10 or more persons
other than Federal employees. (2} Any requirement affecting the content,
- prepara-tian, return, or use of a plan or repast form. (3) Any contract or.
agxcement which will .result in the collection of information on identical
items by ar fox 'the contractor from 10 or mare persons other than Federal
employees,
Pr~a~rin~ office, The activity which, actually compiles or prepares the report.
Progxam. A plan or scheme of action designed for the accomplishment of a
def~.ni~te objective which is specific as to 'the time~phs,si_ng of the work to
be done arzd the means proposed for its accomplisYment .
Public reiaort:Lng. The reporting of 3.nformation to the Federal government by
private pexsbns. See also (Federal Reports Act of~l9tr2, person, plan.)
Recurr:t.n~ re~,or~t. a. Periodic Report. One which conveys essentially the same
type of inforrr?ation regularly at prescribed intervals (e.g. daily, weekly,
monthly, annually, etc.) b. Situation Report. One which is prepared upon
each occurrence of an event or situation of certain prescribed characteristics
(e.g., "Upon graduation," "Upon occurrence of an accident," etc.)
Approved For Release 2001/07/17 :CIA-RDP74-000058000100020044-4
 Approved For Release 2001/07/17 :CIA-RDP74-000058000100020044-4
RecJ.itnclaracy e~a