EVALUATION OF QUICK COPY CENTER

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R001000150001-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 8
• Document Creation Date: December 27, 2016
• Document Release Date: December 12, 2013
• Sequence Number: 1
• Publication Date: March 11, 1963
• Content Type: MISC

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Evaluation .8
3TAT
STAT
ck Copy Center klarch
1. General
An evaluation was made of the material reproduced by the Quick Copy
Center to determine:
a. What use is made of the copies reproduced
b. If there is a real need for these copies
c. If there is a more effective way to obtain copies
The evaluation wad made during the week of NOvember 13..19, 1962
,
typical week with a representative workloa4.
1963-
The establishment of the Quick Copy Center eliminated 22 copying machines.
However, 30 machines at 26 individual stations remain in use.
Findings
A. Number of copies made by Bureau.
2,060 copies were made exclustve of work done for Bureau of Chief
Postal Inspector. Reproduction breakdown by bureaus and of ices
as fol1ows:
Bureau of Finance ?
401
Bureau of Facilities
214
Office of Research and
Bureau of Personnel
188
Engineering
327
Postmaster General
149
Bureau of Operations
303
Deputy Postmaster General
105
Office of General Counsel
272
Bureau of Transportation
101
B. Need for copies and number of copy jobs.
hbst copies consisted of two or more for each it reproduced with
an average of over four pages each
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11.96 of 10G
1. Other than addreeeee needed information copy of
material received. 53
2. File copy needed 52
a. more than one case covered
original returned - Congress onal Mai
c, original belonged to another office
d. damaged by coffee (1); reading copy ( )
3. Individual copy for divisioo directoro branch head,
section chief 43
4. Project information 37
5. General information or precedent 27
6. To postmaster, regional director, etc. for report,
? receipt, comment, or action to be taken. (Facilities
? uses this a lot to obtain receipts for blanket ship-
ments) 24
7. Each participant at conference or ou committee
(regional controllers conference* plant maintenance
engineers, etc.) 20
8. Statement for distribution at hearing or in court 18
9. Information copy for others than listed on copy distri-
bution 13
10. Information copy to each regionsd office or Federal
Reserve Bank 18
11. Furnished another government agency 12
12. To industry (principally concerning projects or claims) 11
13. Background information for other in section 11
14. Incufficient copies typed for addresses or file 12
15. Clearance copies 10
16. For Headquarters diecussion, report or investiga on 12
17. Form letter, unauthorized form or worksheet 9
18. Official personnel folder of individual named 2
19. Form 186 /oat; copy made to continue clearance 2
20. Advance copy for approval of bureau officials 2
21. Changed mind and did not distribute 7
22. Personal whim 2
23. Tracer copy 1
In at /east seven instances an original only of a memo was typed, then
15 or more copies run on the Xerox 914 machine.
There were 15 occasions of typing insufficient copies. More copies than
needed were run for 11 persons. Facilities put "10" in the wrong fill-in
box and got 80 more copies than needed.
Same distinct lack of need, or doubtful areas uncovered, were for example:
1. An additional copy of a weekly report made by a division
while sufficient copies were available at the source .p
Office el the Assistant Postmaster General.
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2, Copies were"made of 137 replieo to an inquiry to ilaeilitatE4.
preparation of bueeaula reply to each one and then.apparent/Y .
not used. -
3, A pencil original was prepared and then copied instead of
typing with sufficient carbon copies,
4. A job consisting of 14 pages was mialaid in the division and
rerun.
Much of the copy work is due to the trend at Headquarters of doing things
by project, committee, or by coordinators. More people need copies to be
informed.
C. Internal Operation
Clerks using the center are not familiar with Headquarters Circular
dated April 24, 1962, Headquarters quick 'Copy Service Center. There is little
or no instruction on the individual machines. These machines vary from time
to time as eew models or experimental ones are introduced. Employees do not
know which machine in the most efficient for their particular needs.
Machine utilization is seldom up to a normally expected standard. This is
due to machine shutdown for mechanical reaaons which is caused by machine
malfunction, or incorrect operation by the employee. Machines are often
out of paper or mats are lacking. While refills are made, tha multilith
or a Xerox 914 ie out of operation. The constant variations in adjustments
of the machines by persons running their own copies produces a waste of paper
and time. Roughly, for every good copy run, one goes in the waste basket,
doubling the cost per copy.
Conclusions
A. There is not a real need for ten percent of the copies reproduced
which repreeeets a minimum of $2600 annually in man hours and materials.
For example:
1. The addressee often furnishes unsolicited to others an
information or alibi copy which is not needed.
2. The original copy could circulate more often for the infor-
mation of others and then be filed in a central file for further
use of all. This also reduces the volume of duplicate filing
material.
3. The originator, by better p1amtLn, can provide sufficient
copies at the source.
41.
4. There is a certain amount of waste that can be eliminated
by simply being more careful, such a0 jobs rerun because first
Iin mi&lnid_ AnA nrelprm clarotantity lawittan feyr Immynnor mmemntA.
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STAT
STAT
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H. The extent to which each bureau or office uses the Quick Copy
Center is not particularly aigaificant in view of the fact
that in addition to this center, there are 30 machines at 26
individual stations at Headquarters.
IV.eeeommendaeions
The following recommendations provide e more effective way of obtaining
necessary copies.
A
Issue the attached Headquarters Circulsr instructing personnel
to plan correspondence and typed material so that sufficient
copies, up to the capacity of the typewriter, are prepared at
the source. This Circular to include the fact that "copies"
are creating additional records and files. Cooperation of all
must be stressed to hold the copies to a 'need to know" basis.
The originator of the material, whether et Headquarters or in
the field, know the required number of copies so they can be
prepared at the source. The originator must prepare a mat for
reproduction 04 the bkatilith if 15 or more copies are to be
reproduced, in accordance with the procedures and operating
rules for the Copy Center; pee C and D, Headquarters Circular
B. Distribute Headquarters Circular at the Quick Copy
Center and to each employee using facilities of the Quick Copy
Center with instructions to read and learn.
C. Quick Copy Center employees instruct employees using the Center
on the proper operation of each machine. If using employee does
not show a satisfactory degree of proficiency, request the bureau
or office to send another employee who can learn.
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#924
#813
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? 'OFFICE MACKIES
RENTED )1a1OX MCKIM
36. each now rented (Includes 4 each in PSD)
Basic rental $25.00.:per.month plus .035 per copy Cost.
illinimUm of 2,000 copies per month
ResUlts in' monthly minimum of $95.00 each...
16 each now rented ,(Includes 1 each. in PSD)
Basis rental .$10.00 per month plus .045 per copy cost
Minimum 'of 800 copies-per month
Results in monthly minimum of $46.00 each.
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Declassified in Part- Sanitized Copy Approved for Release @50-Yr 2013/12/11: CIA-RDP70-00211R001000150001-5
' DUPLICATING AND COPYING MACHINES'
(3610)
Nomenclature
_Duplicating Machine
Offset Process Multigraph
-.duplicating Machine
Spirit Process
.Duplicating tfachine
Stencil Process
,..---Printing and Heat Developing %chine
? The.rrao.f_ax
Printing and Wet Developing Machine
(Autostat) (Verifax)
Printing and Dry Developing?Machina
(Ozalid)?
Photocopying - Processing Machine
(Photocopier - Electrostat)
Photoco? pying and. Processing Machine
Photostat
Reproduction Machine
Xerox Copyflow Model #1
Xerox Copy low Model #2
Quantity Dollar Value
59
234./554.70
40,911.64'
72
71.571.06
221
72,191.60
47
13,081.00
24
42
TOTALS???????????44?4?444.04?4 571
53,957.24
35,812,50
.112.792.00
105,000.00
118,000.00
:,857,851.74
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Declassified in Part- Sanitized Copy Approved for Release @50-Yr 2013/12/12: CIA-RDP70-00211R001000150001-5
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Declassified in Part- Sanitized Copy Approved for Release @50-Yr 2013/12/12: CIA-RDP70-00211R001000150001-5
Declassified in Part- Sanitized Copy Approved for Release @50-Yr 2013/12/12: CIA-RDP70-00211R001000150001-5