TECHNICAL ASSISTANCE WORKSHOPS IN WASHINGTON D.C.

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000300400001-0
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 13
• Document Creation Date: December 12, 2016
• Document Release Date: February 8, 2002
• Sequence Number: 1
• Publication Date: June 30, 1973
• Content Type: OUTLINE

Approved For Release 2002/0
technical
assistance
workshops
IN WASHINGTON, D.C.
JULY I, 1972-
JUNE 30,1973
GENERAL S E R V I C E S ADMINISTRATION
NATIONAL ARCHIVES AND RECORDS SERVICE
OFFICE ? RECORDS
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Richard M. Nixon
President of the United States
Arthur F. Sampson
Acting Administrator of General Services
James B. Rhoads
Archivist of the United States
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TECHNICAL ASSISTANCE WORKSHOPS
July 1, 1972 through June 30, 1973
The National Archives and Records Service (NABS), General Services
Administration, develops workshops as a part of its Government-wide
responsibility (44 USC, Chapters 27-33) for promoting cost reduction
and increased efficiency in Federal paperwork and information
management.
The NARS workshops differ significantly from the usual training courses
and seminars, and are designed primarily for Government employees
whose responsibilities and duties within their agency will make it
possible for them to personally apply the knowledge and skills gained
from the workshop. The NARS workshops, therefore, include numerous
exercises in which the attendees are required to participate in
solving actual or simulated paperwork problems. Also, extensive use
is made of graphics in order to hasten the learning process and
simplify the workshop presentations. Further, the participants
are furnished a variety of guides and other aids, including the
related Records Management handbooks, to provide them with the
proper background material and tools to carry out the project when
they return to their agency.
WORKSHOP PRESENTATIONS
(1) At NARS, Washington, D. C. The workshops conducted by NARS
central office personnel, wit a few exceptions as explained in the
workshop descriptions which follow, are intended for management
analysts, agency officials who will be giving the workshops in their
own agency, or those who have managerial responsibilities in the
paperwork area covered by the workshop. There is no charge for
attendance at these workshops.
(2) At Government agencies, by agency personnel. In order to reach
a greater audience and thus accelerate the application of improved
paperwork concepts and techniques, Government agencies are urged to
conduct their own workshops. In addition, this provides an excellent
means for developing in-house expertise, since the instructors, in
the course of conducting the workshops, usually become highly knowl-
edgeable in the subject matter fields in which they teach. NARS
will supply the instructor's manuals, workshop graphic materials,
and student kits, charging only for the reproduction and packaging
costs. A complete description of workshop materials is included at
the back of this pamphlet.
(3) At Government agencies, by NARS central office personnel NARS
central office personnel will conduct onsite workshops at agency
locations upon request of agency officials. Normally, the agency
will be required to reimburse NARS for the cost of providing the
instructor. The charge is approximately $135 per workshop day and
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"get ready" time, plus travel and per diem, if applicable. NARS central office
will also provide instructors, on the same basis, for assisting agencies in
launching their own workshops. Agencies desiring to avail themselves of this
service should contact the Workshop Director whose address and telephone
number appear below.
O At field locations by GSA regional records management personnel. Workshops
afe also conducted by NARS regional office personnel. Inquiries should be
directed to the appropriate NABS Regional Director.
HOW TO APPLY FOR WORKSHOPS AT NABS. WAS-IINGTON, D. C.
An Optional Form 37, "Nomination-Registration for Training," (August 1964)
or "Nomination for Interagency Training," (July 1969) should be used to apply
for each workshop. Nominations should be received by NARS not later than 15
days before a workshop begins. Workshops will be limited to 25 participants.
Applications or requests for information concerning the procurement of workshop
materials should be addressed to:
Workshop Director
National Archives and Records Service (NRP)
General Services Administration
Washington, DC 20408 (Stop 220)
Phone: [phone] or Code 13, ext. 34154
Workshops scheduled in this announcement will be held in the Training Room,
ground floor, Interocean Building, 512 9th Street, N.W., Washington, D. C.
Agency officials responsible for selecting nominees are urged to screen
carefully all applications to insure that they satisfy eligibility require-
ments as explained in the individual workshop descriptions which follow.
TITLE AND DESCRIPTION (WORKSHOP NUMBERS ARE SHOWN IN PARENTHESES) DATES
RECORDS MANAGEMENT (lA): A 2-week workshop designed to provide
a broad perspective of the scope and objectives of records
management as a whole. The principal topics analyzed through Jan. 22 -
lectures and discussions are: managing records, correspondence, Feb. 2, 1973
directives, reports, forms, and mail; records scheduling; records
disposition; office machine selection and utilization; source
data automation; clerical work measurement; vital records
handling; information retrieval developments; conducting a
total records systems study; and do's and don'ts of an
effective records management program. Records officers,
management analysts, supervisors, and others who have broad
responsibility for management of the program areas listed
above are eligible. (Individuals attending workshop 1B
should not attend this workshop.)
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TITLE AND DESCRIPTION (WORKSHOP NUMBERS ARE SHOWN IN PARENTHESES) DATES
RECORDS MAINTENANCE AND DISPOSITION (1B): A 5-day workshop
covering the following areas of records management: files
operations, such as subject classification, records inven- Nov. 13-17,
torying, scheduling, and storage (including a tour of the 1972
Washington National Records Center, Suitland, ND); mail May 14-18,
management; vital records protection; office information 1973
retrieval; conducting an effective records systems study; and
do's and don'ts of an effective records program. Management
technicians, records liaison personnel, records supervisors,
and similar personnel who have records management responsibility
for one or more of the functions listed are eligible. (Indi-
viduals attending workshop lA should not attend this workshop.)
FORM AND GUIDE LETTERS (2A): Three half day sessions designed to
improve productivity, reduce costs, and achieve simplicity and
standardization in the preparation of repetitive correspondence. Feb. 21, 22,
Demonstrations and simulated problems highlight the development 23, 1973
of a predesigned reply system that includes both guide (pattern) (nwrnings only)
letters and form letters. Management analysts, persons who will
be serving as instructors, or those having managerial respon-
sibility for operations where letterwriting is a significant
part of the workload are eligible.
CORRESPONDENCE MANAGEMENT (2B): A 2-day workshop explaining
when a correspondence management program is needed and how to
develop one. It deals with the costs of written communica- Oct. 26-27,
tions, how to reduce these costs, and how to prepare letters 1972
that are clear, concise, and effective. Management analysts,
persons who will be serving as instructors, or those having
managerial responsibility for preparation of correspondence
are eligible.
SPEEDING THE MAIL (2C): Two half day sessions concerning
the handling of incoming correspondence and the clearing
of replies. Methods are discussed by which shorter in-shop March 26-27,
time for correspondence requiring a reply can be achieved. 1973
How and where improvements can be made is determined. (mornings only)
Management analysts, persons who will be serving as
instructors, or those who have managerial responsibilities
in offices having a large volume of mail are eligible.
FORMS ANALYSIS AND DESIGN (3A): A comprehensive 10-day
workshop covering how to establish and operate a forms
management program and the relationship of this program Sept. 18-29,
to other records management programs. The workshop shows 1972
how to analyze and design forms as an efficient means Apr. 30-May 11,
of recording, collecting, transmitting, and processing 1973
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TITLE AND DESCRIPTION (1ORKSHOP NUMBERS ARE SHOWN IN PARENTHESES)
information. Also included are the development of forms
specifications, flow charting procedures, and the application
of the survey approach to forms design. Forms analysts and
trainees, forms liaison representatives, forms managers,
and others needing a technical knowledge of forms analysis
and design methods are eligible.
FORMS IMPROVEMENT (3B): Two half day sessions presenting
and applying techniques to smooth the flow of paperwork
by simplifying and improving the forms used. Effective
principles for improving, simplifying, combining, and
eliminating forms are discussed and used. Participants
redesign and simplify a heavy-usage form. Management
analysts, persons who will be serving as instructors,
or managerial personnel concerned with the problem of
forms management are eligible.
FORMS FOR AUTOMATION (3C): A comprehensive 5-day workshop
designed to acquaint participants with requirements,
specifications, and practical techniques and applications
for developing efficient, economical forms for use in
processing information in conjunction with ADP equipment.
Special projects provide practical experience in
applying the standards and techniques discussed.
Participants should either have attended workshop 8B,
"Mechanizing Paperwork Systems," or be well versed in
automation. In addition, they should either have
attended workshop 3A, "Forms Analysis and Design," or
be experienced in basic forms management principles
and techniques. Forms analysts and others directly
involved in the preparation of forms for ADP equipment
are eligible.
DIRECTIVES SYSTEMS IMPROVEMENT (4A): A 2-day workshop
designed to improve the communication of policy,
procedures, and instructions in the clearest, most
effective manner. It concentrates in the areas of
directives planning, organizing, writing, illustrating,
and editing. Management analysts, persons who will be
serving as instructors, or those who manage directives
systems are eligible.
MJDERNIZING MANAGEMENT REPORTS (SA): A comprehensive
program presented in five half day sessions concerning
the continuing need for better management information
and reporting. The workshop focuses on management
information requirements. It demonstrates and develops
ways to get the desired information at the right time
Mar. 12-13,
1973
(mornings only)
Apr. 2-6,
1973
June 21-22,
1973
Nov. 27 -
Dec. 1, 1972
(mornings only)
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TITLE AND DESCRIPTION (WORKSHOP NUMBERS ARE SHOWN IN PARENTHESES) DATES
through the clearest possible communication. It stresses
how to stop unneeded reporting to achieve the lowest
possible cost. Case histories illustrate application
of the workshop techniques. Participants, working in
groups, consider real or theoretical problems of
their agencies. Groups of four registrants from a
single agency provide the most effective pattern to
study practical problems. Management analysts, reports
managers and others having managerial responsibilities
relating to development, preparation, or utilization
of reports are eligible.
INFORMATION SYSTEMS DESIGN (5B): A 5-day workshop designed
to acquaint the participants with methods for developing
a large information system. The workshop covers the Mar. 19-23,
various steps of system design, identification of informa- 1973
tion requirements, organization of data, network analysis,
input and output methods, preparing systems proposals
and specifications, testing, and measuring benefits.
Participants work in groups to solve the problems of a
fictional transit agency. When the workshop is con-
ducted within an agency, participants consider its
actual problems. Previous participation in the "Moderni-
zing Management Reports" workshop is desirable.
Management analysts, reports managers and others having
managerial responsibilities relating to development,
preparation, or utilization of reports are eligible.
REPORTS IMPROVEMENT (5C): A 1-day workshop designed
to assist individuals who require management reports
or who otherwise have some influence on making improve-
ments in a reporting system. Prior to attending the
workshop, each participant will gather copies of
reports familiar to him and bring them to the work-
shop. Using the techniques of the workshop, the
participant will identify those reports which can
be improved. Management analysts, reports managers
and others having managerial responsibilities relating
to development, preparation, or utilization of reports
are eligible.
June 19, 1973
OFFICE INFORMATION RETRIEVAL (6A): A 5-day workshop
designed to show how and under what circumstances
modern information methods and equipment may be applied Apr. 16-20,
to improve dissemination, storage, and retrieval of 1973
information. Participants are introduced to the
techniques and systems in use today and some of those
5
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TITLE AND DESCRIPTION (WORKSHOP NUMBERS ARE SHOWN IN PARENTHESES) DATES
being developed. They are shown how to conduct infor-
mation retrieval surveys, how to design a coordinate
index system, and how to select the appropriate system
and equipment. Management analysts, persons who will
be serving as instructors, systems personnel, and
others who may be directly involved in designing and
installing an information retrieval system are eligible.
FILES IMPROVEMENT (7A): A 2-day workshop designed to
help Government offices save time and money through
effective filing systems. Participants develop
solutions to problems simulating actual filing
situations. Management analysts, persons who will
be serving as instructors, or those with broad
responsibility for files management are eligible.
RECORDS DISPOSITION (7B): A 1-day workshop concerned
with the major practices, procedures, and programs
related to effective records disposition. The work-
shop concerns the operation of an efficient records
disposition program, preparation of records control
schedules, identification of permanent records, use
and function of Federal Records Centers, and the
relationship of records disposition to other records
management programs. Management analysts, persons
who will be serving as instructors, or those whose
duties include responsibility for control and dis-
position of records are eligible.
MECHANIZING PAPERIRK SYSTEMS (8B): A 5-day workshop
designed to help management analysts and supervisors
mechanize or automate their paperworking systems. The
focus is on the use of automation, but the workshop
includes the use of mechanical tools when automation
is not justified. Participants determine how to locate
potential areas for mechanization in their offices
and how to develop improvements. When accepted for
the workshop, applicants will be sent a special
form ("Potential Mechanization Projects") which
must be filled out and brought to the workshop on
the opening day. These projects will be analyzed
and preliminary plans developed by the participant
during the workshop, with emphasis on the use of
Source Data Automation (SDA) techniques. Management
analysts, persons who will be serving as instructors,
or those who have direct responsibility for super-
vising systems involving paperwork or information
processing are eligible.
Jan. 17-18,
1973
May 31, 1973
Oct. 2-6,
1972
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WORKSHOP MATERIALS
The workshop materials described below may be purchased from the National
Archives and Records Service (NRP), General Services Administration,
Washington, DC 20408 (Phone: [phone] or IDS Code 13, Extension
34154). Additional information, including prices, will be furnished upon
request.
RECORDS MANAGEMENT (lA) and RECORDS MAINTENANCE AND DISPOSITION (1B)
WORKSHOPS
Scripts, handouts, and related materials for these workshops are available
on a limited basis, only.
FORM AND GUIDE LETTERS (2A)
Instructor's Packa e includes materials needed by the instructor in
presenting the workshop: Script, 35mm slides (27), flannelgraphs (10),
and sample of student handouts.
Student's Package includes required materials for student use: 20 sets
of following items -- Form Letters handbook, Guide Letters handbook,
and student handouts.
CORRESPONDENCE MANAGEMENT (2B)
Instructor's Package. Workshop B Instructor's Package consists of
materials needed by the instructor in presenting the PLAIN LETTERS
workshop, including the script, 35mm slides (33), 8" x 10-1/2" prints
of the slides, flannelgraphs (23), samples of student handouts, and
instructor's key.
Also available is an Instructor's Package which may be used at the
discretion of the instructor in teaching PLAIN LETTERS FOR EXECUTIVES
consisting of a Lesson Plan (Script), Student Workbook, Instructor's
Key, and 35mm slides (82). Additional instructional material is
listed in the Lesson Plan. (The flannelgraphs used in the PLAIN LETTERS
Workshop described above may be used in the PLAIN LETTERS FOR EXECUTIVES
Workshop at the discretion of the instructor.)
Student's Package for PLAIN LETTERS: Required materials for students
in the workshop, including Plain letters handbook; Workbooks A, B, C,
and D; Fog Index, Sample Letter; 4-S Formula; and pocket folder.
Student's Package for PLAIN LETTERS FOR EXECUTIVES: Student's Workbooks.
SPEEDING THE MAIL (2C)
Instructor's Package includes Instructor's and Student's Training
Kits, 35mm slides and flannelgraphs.
Student's Package includes printed materials for student use.
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FORMS ANALYSIS AND DESIGN (3A)
instructor's Kit: Material needed by the instructor in presenting
the workshop, including an illustrated script, vinyl binder, 35mm
'Aides (133), flannelgraphs (56), and vugraphs (77).
Student's Kit: Workbooks, vinyl binder, flowchart template, and 3
handbooks -- Forms Management, Forms Analysis, and Forms Design.
FORMS IMPROVEMENT (3B)
-Instructor's Package: Materials needed by the instructor in pre-
.;enting the workshop, including the script, 35nm color slides (47),
flannelgraphs (55), copies of Forms Improvement Log, copies of
Forms Improvement Report, and samples of student handouts. Also
1. flip chart, "SMA CASE HISTORY," size 30" by 40", for one-time use.
Student's Package: 20 sets of student handouts -- Forms Improvement
Kit, forms set of 7 for each student), Challenge Each Copy,
filled-in Forms Improvement Report, and Simplifying Forms.
FORMS FOR AUTOMATION (3C)
I_nstructor's Kit: Illustrated script, vinyl binder, slides (198),
and flannelgraphs (26).
Student's Kit: Workbook, vinyl binder, Port-a-Punch Cards, stylus,
.>ponge, and 3 handbooks -- Form Anaysis, Forms Design, and SDA.
DIRECTIVES SYSTEMS IMPROVEMENT (4A)
Instructor's Kit: Materials needed by the instructor in presenting
the wor shop, including notebook, script, 35rfmm slides (76), flannel-
graphs (40), packet of student exercises, and student handouts.
Student's Kit: 20 sets of student handouts, notebooks, and exercises.
MODERNIZING MANAGEMENT REPORTS (5A)
Instructor's Kit : Illustrated script, 35mm slides (37), and flannel-
graphs (26).
Student's Kit: Workbook
INFORMATION SYSTEMS DESIGN (5B)
Instructor's Kit: Illustrated script, vinyl ':binder and 35mm slides
(255). Keysort instruction kit (manual, needle, jogging block, punches,
Correction tape, etc.) may be ordered from Automated Business Systems,
Division of Litton Industries (any local office). One box Projection
Transparencies No. 588 (100 sheets) may be ordered from 3M Company
(any local office).
Student's Kit: Workbook, template, and Keysort term cards.
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OFFICE INFORMATION RETRIEVAL (6A)
Instructor's Package: Materials needed by the instructor in presenting
the workshop, including the Instructor's Manual, 35mm slides Al - A25,
Bl - B4, Cl - C179, and Dl - D38; flannelgraphs Al - A4, B1 - B5, Cl -
C25, Dl - D20, and El - E10; one set of previously punched hand-punched
cards; Set II, optical coincidence cards; Set IV, optical coincidence
cards, and one Student Kit. (In addition, instructor will need one
optical coincidence display, or light box, which may be purchased
directly from the manufacturer.)
Student's Package: Required materials for student in the workshop,
including one Student Kit per student; one stylus per student, one
3-1/2" x 7-1/2" sponge per student, and six blank hand-punched cards
(IBM Form D36915) per student. (In addition, students should be
provided with 1 each of the following NARS-GSA Handbooks: Subject
Filing, Files Operations, File Stations, Information Retrieval,
Information Retrieval Systems, and Microform Retrieval Equipment
Guide.)
FILES IMPROVEMENT (7A)
Instructor's Kit: Script, 35mm slides (94), flannelgraphs (134),
mock-up boxes for a case file and a subject file, 1 student kit
containing 8 problem packets and the Files Operations handbook.
Student's Package: Student kits containing 8 problem packets and
the Files Operations handbook.
RECORDS DISPOSITION (7B)
Instructor's Package: Materials needed by the instructor in pre-
senting the workshop, including the script, 35mm slides, flannel-
graphs, and one Records Disposition student's package.
Student's Package: Student's package containing material for use in
the workshop.
MECHANIZING PAPERMRK SYSTEMS (8B)
Instructor's Kit: Materials needed by the instructor in presenting
the workshop, including an illustrated script, slides (417) and a vinyl
binder.
Student's Kit: Workbook and binyl binder. (In addition, students
should be provided with one each of the following handbooks: Simplified
Flowcharting (and plastic template), Source Data Automation, Source Data
Automation Equipment Guide, Information Retrieval, Information Retrieval
Systems, Microform Retrieval Equipment Guide, Microfilm (to be published"
in and mputer Output Microfilm (to be pubis eh in 1973).
9
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Agency field personnel should direct all inquiries concerning applica-
tions, scheduling, and related information about NABS technical assis-
tance workshops to the appropriate NABS Regional Director below:
GSA Regions 1 and 2
Regional Director, NABS
General Services Administration
26 Federal Plaza
New York, NY 10007
FTS : [phone]
Tocal :. 264- 3514
GSA Region 3
Regional Director, NABS
General Services Administration
Room 7016, 7th & D Streets, SW
Washington, DC 20407
FTS: [phone]
local: 962-2455)
GSA Regions 4 and 5
Regional Director, NABS
General Services Administration
1776 Peachtree Street, NW
Atlanta, GA 30309
FTS: [phone]
local: 5-26---S 11
GSA Regions 6, 7 and 8
Regional Director, NABS
General Services Administration
819 Taylor Street
Fort Worth, TX 76102
FTS: [phone]
local: 334-2759)
GSA Regions 9 and 10
Regional Director, NABS
General Services Administration
49 Fourth Street
San Francisco, CA 94103
FTS: [phone]
loc : 556-3425)
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