USE OF WORD PROCESSING EQUIPMENT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP94B01041R000300070025-3
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: December 12, 2016
• Document Release Date: November 8, 2001
• Sequence Number: 25
• Publication Date: January 17, 1979
• Content Type: BULL

GENERA 5`- 1/ 5 i R O
Approve me jb lgi1 l :~1A-I DP9 B01041 R00U00070025-3
January 17, 1979
GSA BULLETIN FPMIR B- 86
ARCHIVES AND RECORDS
TO : Heads of Federal agencies
SUBJECT: Use of word processing equipment
1. Purpose. This bulletin clarifies Federal agencies' responsibilities
to ensure that word processing equipment O4PE) is being acquired and used
in a cost effective manner, as required by FPMR 101-11.903. Word proces-
sing equipment (WTE) is being acquired and used where it is not cost
effective. The current methodology generally used in word processing
feasibility studies may lead to erroneous conclusions about the potential
for cost-effective use of WPE. This bulletin informs agencies about a
more accurate method, considering revision typing as either original
typing or repetitive typing, but not as a separate category of its own.
2. Expiration date. This bulletin contains information of a continuing
nature and will remain in effect until superseded.
3. Definitions. As used in this bulletin:
-a. An electric typewriter is a keyboard device that cannot store or
record keystrokes for automatic playback.
b. Word processing equipment (WPE) is a keyboard device capable of
controlled storage, retrieval, and automated typing.
c. Original typing is the first typing of a line or the retyping of a
line that has been, changed.
d. Repetitive typing is the retyping of a line that remains unchanged.
e. Revision typing is the retyping of a document containing a mixture
of changed and unchanged lines; i.e., a combination of original. and repet-
itive typing.
4. Background.
a. Word processing equipment (WPE) costs 6 to 30 times more than
electric typewriters. Federal agencies are spending an estimated $80 to
$100 million annually to lease and purchase WPE. Expenditures are in-
creasing at an estimated rate of nearly 25 percent a year.
b. Before WPE is acquired, a WPE feasibility study is required by
FIh1R 101-11.903 to determine whether WPE would be cost effective. However,
Approved For Release 2002/01/08 : CIA-RDP94B01041R000300070025-3
 Approved For Release 2002/01/08 : CIA-RDP94B0l041 ROQ0300070025-3
GSA Bulletin B--86 January 17, 1.9719
cup rent n ethodology for f,TPE feasibility studies has led to so:-.1e inaccurate
conclusions. In many instances, despite a feasibility study conclusion:
that -tiPE would be cost effective, it has not been so in operation.
c. The current methodology generally used in word processing feasi-
bility studies categorizes typing as original, revision, or repetiti~?:.
Significant productivity increases can result from the use of hPE for
repetitive typing, but the use of WPE for original typing generally does
not result in productivity increases. The ratio of repetitive to original
typing is needed to determine if WPE can be cost effectively used. To
determine the ratio of repetitive to original typing, revision typing t st
be divided into original typing and repetitive typing and the volume of
each separately determined.
S. Determining cost effectiveness in acquiring ti?.PE
a. Identifying total annual costs. To determine cost effectiveness an
agency sh.ottl.cFdetermine its annual equipment and personnel costs required
to type on electric typewriters the total number of original and repet-
itive lines produced annually by the work stations for which t;PE is being
considered. Certain repetitive typing, such as identical letters or multi-
ple addressees and standard responses to inquiries, should not be counted
when copies or form letters would be appropriate and more cost effective.
Total annual costs should be determined as follows:
(1) Compute personnel costs required to type on electric type-
writers the number of original and repetitive lines, of representative
material normally produced in 2 weeks (a minimum test-. period reflecting an
average workload) and multiply by 26.
(2) Determine annual equipment costs by amortizing the original
cost of the electric typewriter(s) over a S-year period.
(3) Add annual personnel and equipment costs to determine total
annual costs.
(4) Compute the total annual costs required to produce the same or
similar material on the WPE under consideration in the sane manner as
described above. If applicable use actual lease costs and include mainte-
nance costs. Include any additional costs that would result from the pro-
posed use of WPE that would not be incurred if electric typewriters were
used; e.g., space-alteration costs, carpeting, drapes, etc.
(5) If the total annual cost of using hPE is greater than that of
electric typewriters, WPE should not be used.
b. Saving time by using UTE ma not result in cost savings. In con-
ducting cost analyses or WPE feasibility studies, agencies should distin-
guish carefully between (1) actual cost savings and (2) benefits that may
Approved For Release 2002/01/08 : CIA-RDP94B0l041 R000300070025-3
 Approved For Release 2002/01/08 : CIA-RDP94B0l041 R000300070025-3
January 17, 1979 --- (, t Bulletin FP.!R B-S6
not result in actual cost savings. Time saved by using VTE will rc ult in
cost savings if personnel positions or overtime are reduced, or if the
time saved can be used to accomplish other essential work. Only actual
cost savings should be used when conducting cost analyses.
6. Determining cost effectiveness of WPE currently in use. Agencies
shoul
c -F-take the following, steps to assess the cost effectiveness of current
WPB applications:
a. Eliminate WPE repetitive typing production of correspondence for
which form letters or copies could be used.
b. Use the methodology prescribed in subparagraph 5a to compare the
cost of WPE with that of electric typewriters.
c. Terminate leases or allow them to expire, whichever is more advan-
tageous to the Government, if leased WPE is not cost-effectively used.
d. Take appropriate remedial action, if owned.WPE is not cost-
effective, such as:
(1) Consolidate material with a high ratio of repetitive-to-
original typing for production by WPE, and use less WPE;
(2) Increase the amount of time the WPE is operated, to reduce pro-
duction costs to a cost-effective level; and
(3) Reassign the excess WPE to a cost-effective use elsewhere in
the agency. If there is a cost-effective use of leased WPE in the agency,
terminate the leased equipment and replace it with excess owned equipment.
A moratorium on WPE acquisition should be declared until all currently
owned equipment is cost-effectively used.
7. Assistance to agencies. Additional guidance may be obtained by con-
tacting the Chief, Automated Information Management Branch, National
Archives and Records Service, [phone]; mailing address: General
Services Administration (NROI), Washington, DC 20408,
AS B. RHOADS
Archivist of the United States
Approved For Release 2002/01/08 : CIA-RDP94B0l041 R000300070025-3
 STATINTL Approved For Release 2002/01/08 : CIA-RDP94B01041R000300070025-3
Approved For Release 2002/01/08 : CIA-RDP94B01041R000300070025-3