GLOSSARY FOR RECORDS MANAGEMENT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000100010001-5
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 148
• Document Creation Date: December 12, 2016
• Document Release Date: January 29, 2002
• Sequence Number: 1
• Publication Date: January 1, 1966
• Content Type: LIST

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WORD copy
GLOSSARY
FOR
RECORDS
MANAGEMENT
GENERAL SERVICES ADMINISTRATION
NATIONAL ARCHIVES AND RECORDS SERVICE
OFFICE OF RECORDS MANAGEMENT
JANUARY 1966
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Arapid 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 terms. A technical term is an expression
which is deliberately restricted in its meaning and to a specified field of
knowledge. Every distinct branch of science and technology has its own extensive
J vocabulary, without which workers in the same or allied field cannot easily or
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"y it has been said, "tend to become
vague inireawing and rich in association." This vagueness weakens them for the
professional who must 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.
AI :glossary, 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 hope 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 Bibliog-
raphy for Records Managers, published in 1964, Federal Stock Number 7610-965-2387.
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PART ONE, TERMS BY SUBJECT MATTER
1. Records Management - General
2. Correspondence Management
3. Forms Management
4+. Reports Management
5. Directives Management
6. Mail Management
7. Files Management
8. Records Disposition
9. Office Systems Equipment and Supplies
a. recordkeeping
b. duplicating
c. microfilming
a. e';.ectro-mechanical processing
b. electronic processing
c. data transmission
12. Clerical Work Standards and Quality Control
13. Office Information Retrieval
11+. Archives Administration
PART TWO. ALPHABETIC INDEX 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 management. See records creation.
Documentation. The records 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 Management 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 management
authorized by the Federal Records Act of 1950, which are codified in
Chapter 41 of the Code of Federal Regulations, 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 (USC 391-402). 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
1947 to 1949; the second from 1953 to 1955. The first Commission issued
a task force report on records management; the second, a task force
report on paperwork management, in two parts. One of the results of
the first Commission was the Federal Records Act of 1950.
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Paperwork management. (1) The application of Cost reduction principles to
all recordkeeping and recordmaking 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.
Program evaluation. A term used by the National Archives and Records Service
to describe its managerial appraisal made of an agency's compliance with
the Federal Records Act of 1950 and Chapter 41 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
public 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 1943 (44 U.S.C. 366-380),
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, or 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 1930'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. Sometimes called communications management.
Records Dis osal Act of 1945. The statute controlling disposal of Federal
records U.S.C. 366-380). Defines records and provides for their
scheduling.
Records disposition. Any means of changing the custody or existence of records.
It 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 conjunction with "officer" to describe an
official whose work includes coordination of records management work in a
subelement of an organization.
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Records maintenance. A planned system or method applied to the classifi-
cation, indexing, filing, protection, servicing, and preservation of
records. A major element of records 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 va7.lxable 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 individual 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 1943.
Standard. The yardstick or criterion which serves for comparison or measure-
ment purposes. It 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. Sometimes 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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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 mbol, A letter, number, word, or any combination'
Wiese identifying 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 o a'rI 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,"
Authority line. A notation sometimes used as part of the signature to
identify the official above the signer, at whose direction the com-
munication was prepared. The line is in such form as "By direction
of 911 or "For 19
Blind co . A copy of a communication intended for a person or office
no Identified 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 all lines of sub-paragraphs.
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Book masse e. An identical communication sent two or more addressees.
Usually We addressees are rail 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 scary possibly including explanation and back-
ground information of the content ofa communication submitted for
approval or signature. Often_cailed a covering brief or briefing
memorandum. (V) To smm mari ze 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 list of statements
w th a box CD n 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, All
District Offices," or "All Regional Offices."
Classified corres ondence. For Executive Agencies correspondence
classified 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 com-
mun ca on received for review. Usually indicated by handwritten
initials or name on the official file copy. May be conveyed by
memorandum.
Confirmation. Cl) A written record of a conversation, by telephone or
a ofaace, 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 or messenger 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 official record. Copies
so described may be courtesy, Information, follow-up, reading, and
others retained for convenience or reference.
Copy. 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
letters, 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)0
Correspondence management, The application of management techniques
to 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.
Courtesy copy. An extra copy of an outgoing communication, enclosed
with the original communication, for the convenience of the ad-
dressee, A courtesy copy is usually forwarded to members of Con-
gress, justices 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 of an outgoing communication needing protection until it is
dispatched.
Date-timmee grow . 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 hour, and third pair the minute, e.g., 061620. (Z refers
to Greenwich time.)
Day-file copy. See Reading Copy.
Disposition form. A form associated with a particular communication,
to originate action on'the communication or to record comments that
cannot be added directly to the communication. The form usually
acquires record value. It is used chiefly by the military depart-
ments (DD Form 96).
Distribution list. A list 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-
closure 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.
Available in varying sizes and types, including regular, plain, air-
mail, window, messenger, and large kraft. For details about use and
.supply, see General Services Administration Circular No. 253 and the
Federal Supply Schedule.
Facsimile sT nature. 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.
Fill-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.
Fog Index. A measure of readability, developed by Robert Gunning,
based on sentence. length and syllable count, and expressed in years
of schooling required for comprehension of a piece of writing. With
an index of 12, considered maximum for correspondence, writing can
be easily understood by a person with 12 years of formal schooling,.
Follow-up copy. A dated copy of an outgoing communication so retained
that pending papers or actions are automatically brought to atten-
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'weli as economy in time and cost. 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 Serv ces Administration handbookp Plain Letters. The 4'S are
shortness, simplicity, strength, and sincerity.
For official use one. A phrase used to mark a document that requires
special handling on control but does not require security classifica-
tion.
;Guide let a-acrph. A letter or paragraph drafted in advance of
Its actua 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 "stock" letters and paragraphs.
Identification code/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
answeren 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-
tions units of equal status, each having an interest in the subject
of the letter..
Layout. Same as format.
Letterhead copy.. The copy of a letter that is prepared on stationery
o en t ssue) 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 letterhead.
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Mailing Instructions. Indication of special mailing service desired,
such as "special delivery" or 4?airmaiI." 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.
Message. In most agencies a communication, written or verbal, applies
only 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 name or title in the address of
the distribution list.
NOMA letter. Same as simplified letter.
Note. Commonly a brief communication, less formal than a letter.
Seldom used in Government except in diplomatic affairs, where It
denotes a brief formal statement.
Official file copy. A record copy, with indication of signer, usually
yellow, required for the central file or the file station primarily
responsible for the record.
Optional form 10. 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
s gna ure is added. The preferable term is "original" 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 form letter. A form letter, complete in itself, without need for
fill-Ins.
Precedence. The relative order in which telecommunications are handled.
Also used to indicate the order of handling other communications.
Priori . (1) The highest precedence ordinarily assigned to a tele-
communication of an administrative nature. (Not used in General
Services Administration.) (2) Letters requiring immediate atten-
tion, such as those from the White House, from members of Congress,
and from members of the Cabinet.
Programmed letter. A letter produced on an automatic typewriter using
paragraphs pre-punched in paper tape.
Promise copy. Same as follow-up copy.
Reading co . A copy of outgoing correspondence, usually arranged in a
chronological file kept for the 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 form letter. A form letter with optional numbered statements
printed on The face or reverse, which can be referred to by writing
the appropriate numbers in the spaces provided for the purposes.
Reference dine. (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 too". (2) The no-;
tation used on a reply to identify the originator of the incoming
communication. The line, if used, is printed or typed on stationery,
in such form as "Your reference.-".
Rewrite. Revision of a communication to such extent that content is
wed and that retyping is necessary. Retention of a copy of
the superseded communication is desirable. A retyping for correc-
tion of grammar, spelling, or 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~~co y~. The original of a document prepared by a machine, as
doss ng had 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.) Also 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
typewriter n 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, or position. The block is placed below the
complimentary close, or directly below the body of the communica-
tion if there is no complimentary close.
Simplified letter. A letter with functional design, characterized
chiefly by a l gnment of all components at the left margin and by
omission of the conventional salutation and complimentary close.
Sometimes referred to as the NOMA letter.
Special mailing instruction. Same as mailing instruction.
Speedletter. An urgent communication resembling a memorandum and its
nformaiiity 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 processing. 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.
Style manual. (I) A publication setting forth rules for printing,
covering such subjects as typography, spelling, abbreviations,
punctuation, capitalization, and numerals. The best know example,
As the United States Government Printing Office Style =Manual.
(2) 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.
Subject 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:" erhich appears
on Optional Form 10 and similar memorandum forms. The line may be
added to letters. It compresses the contents of the communication
into a topical phrases
Suspense copy. Same as follow-up copy.
Telecommunication,, A message transmitted by telegraph, teletype,, radio,
or cable.
Telegram. A message sent by telegraph. As used in correspondence,
covers cablegrams.
Teletype. 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
allowed for, acknowledgment and for full reply. Although'varying,
the limits are usually two working days for 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 letter. A copy of an unanswered letter, often marked "Tracer"
or "Fol ow-up,11 which is forwarded to the addressee as a reminder
that reply or action is due.
Transit. correspondence. Routine correspondence without prolonged
record value. Retention periods can be limited to the interval re-
quired for completion of the action covered by the communication.
Transmittal letter. A letter, sometimes preprinted, served to Introduce
the items it accompanies. Unless the letter explains as well as in-
troduces, it is usually not necessary.
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2-Way 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, resembles such forms of com-
munication as the Speed Memo, the Speedletter, and the Short Note
Reply.
Validation. In correspondence, same as authentication.
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3. FORMS MANAGEMENT
Agency form. A form that is originated and standardized for internal use
throughout an individual agency.
Allover 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 both.
Bleed . 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
site.
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 distince type in the u per left corners of the.space. This leaves
the remainder of the space (box) for fill-in. Same as ULC.
Burster. A machine which detaches forms from continuous strips and stacks the
individual sheets in sequence.
Carbon basis we . Popular one-time carbon weights are 5j lb., 8 lb., 9 lb.,
10 lb., 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 conditioc ceated by the migration of oils or dyes from the
carbon paper in a finished form to the copy sheets.
Carbon d
Sheets of
per and carbon assembled specifically for the pur-
pose of-testing to
termine the legibility of carbon impressions.
Carbon pater. 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 allovercoated, the 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.
_ d stock. A heavy paper (TO to 110 basis weight) that is used in visible
files or for forms which receive much handling.
Check-list desigga. A form style in which questions or statements listed with
columns 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 beading. The fill-in spaces are arranged in columns
with printed captions at the top of each column.
Comptroller General forms. Certain fund accounting forms. prescribed by the
Comptroller General for use by all Federal agencies under the authority
of Section 309 of the Budget and Accounting Act of 1921. Agency forms
developed for use in lieu of Comptroller General Forms require advance
approval of the Comptroller General.
Consecutive numbering. The placement of a number on single forms, unit sets,
continuous forms, book forms, etc., for control purposes. In multiple part
sets each form bears the same number.
Continuous form - not marginally punched. One of a set of forms printed one
after another on a continuous sheet to eliminate repeated insertions in
writing machines.. They may be in strip, fanfold or unit-set format and are
usually' perforated for easy detachment of individual sets. See also specialty
forms, nal y punched forms, pinfeed.
Continuous-strip mamIgal&-punchad forms. Single forms or sets of forms
produmd fanfold in uninterrupted strips, inally punched for use over
alining devices on machines such as a pinfeed typewriter, bookkeeping machine,
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or high-speed printer. Usually supplied in roll form or accordion fold,
perforated for easy separation.
Cut form. Single sheet forms, not folded, bound, padded or otherwise attached,
usually printed on agency equipment. Some as flat forms. The opposite of
ececialty forms.
Dacollator. A machine which removes the sheets of carbon paper from continuous
forms.
Die cut carboa. Carbon paper in a multiple part form in which holes are the
cut in the carbon paper to prevent reproducing carbon impressions from one
copy to the other.
Die impressed. 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. Syzbols, 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 coated 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.
. A l.ayDut and simulation showing 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 tyg?iter ty. A size which produces 12 characters to an inch horizontally.
Fanfold form. Continuous forms or sets of forms printed across the width, alter-
nately on the front end back, of a wide strip of paper. They perforated
vertically between the parts along the alternate or accordion folds of right
and. leYt_ elgea and horizontally between the seta and folded fan-wise vertically
so all pri.at.is face up. See also continuous-strip marginally-punched forms.
Feather ewe 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 1942, the forms must be
approved by the Bureau of the Budget, as provided in Bureau of the Budget
Circular A-40. 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.
Floating 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 flow of copies of a
multicopy form.
Form flow diagram. Graphic summary of the movements of each copy of a form.
Form number. A number placed 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,
supplementing the form number in maintaining a formsidentity.
Form-totaped stencil. Stencil with a facsimile of the printed form on the sur-
face, kiss-printed in a contrasting color to the stencil to act as a guide
for the typist in positioning copy.
Forms a sis. 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.
Ravi wing the controlling procedure and related forms 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 design guide sheet. A sheet that is preprinted (in non-photographic blue
ink with graduations on it to help calculate proper spacing to fit the
wk ting 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.
Forms s nagement. A program for assuring essentiality, standardization, economy,
and correlation of procedures through forms design, procurement, and use.
Inherent in this concept is promoting the program and training agency per-
sonnel; analyzing the purpose and content of forms and related procedures;
promulgating design standards; registering all forms; eliminating unnecessary
forms and preventing creation of new forms 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 satisfac-
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.
.Forms 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-type. 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
form s used to accomplish a specific 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 from 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 84 point
type on 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.
Head4tomhead. 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 tom. Type face with slants to the right, in contrast to the upright
verticals. 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 come out even.
Kiss-printed. Technique for printing the outline of a form on a master or
stencil As a guide for illing in, and only the filled-in data reproduces
on printed forms. See also form topped stencil.
Lay, out . Fully designed form on a foes 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.
Ledger. A stock of paper (24 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 rele weights.
Local form. Forms normally originated for internal use in the originating
office.
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Manifold form. See specialty form.
Marginally-punched forms. Sam as continuous-strip marginally-punched forms.
Mill 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 'se to folder 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 immediate disposal after extrac-
tion from interleaved set.
?ptional 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 beds by the Bureau of the Budget under the procedures in BOB cir-
cula' No. A-17, Revised. See also standard form.
Overprint. 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 forms in the pad.
Pantograph. A light 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 for easy separation.
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Pica. (1) In typewriters a size of type producing 10 characters to on inch
horizontally. (2) A printer?s unit of vertical type measure, equal to 12
points, slightly lose than 1/6 inch (6.01 picas/ine).
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 -
00013837 i ch.
Pnpunched form. Forms punched during the process of manufacture for filing
in binders or fastening to file folders.
Printing registration. (1) a precise adjustment or 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 all of these futures:
Marginal holes, 7/32" in diameter spaced 1/2" center to center, end usually
placed 1/4" in from one or both edges; horizontal (cross) perforations,
usual 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 from the edge; and file holes, usually 1/4"
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 1942 (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 federal report form.
Recurring data analysis sheet. A form used to display recurring data or
repetitive items on several different forms.
re stern 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 tg~ae. 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 serifs
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 (a) the form,
Trb 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 small lines.
Scor . 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.
Screening. 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 . 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 for topped stencils, hectograph and offset masters; any
special the cut, carbon-interleaved or perforated fors; and any type of
form which requires such special equipment for its ufacture that the
source of supply shall. be through the Cent Printing Office.
Specifications. A statement of requirements to which the construction of a
for must conform. equireanents include such item as paper, carbon,
irk, number of copies, size, perforations, punching, etc.
SR?t 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
shut or roll. When interleaved into a form, certain information may thus
be placed on some 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 forms 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
3 au of the Budget in accordance with the provisions of BOB Circular
No. A-IT, and any deviation in use requires a written exception.
Standard size. The size of the form 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 a reproduced on the following copies. See also
spot carbon.
Substance number. Sam a; basis weight.
Tabular dcesi~. 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 pointo where writing
pressure as applied.
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Tag stock. A cylinder or Fourdrinier sheet ranging in basis weight from 100
to 270 pounds a ream (24" x 36" in size).
Tail letters. A style of numerical type fact used on typewriters, designed
to increase legibility of numerals on carbon copies.
raM- form. 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 adjacent relation-
ship between the coated and uncoated areas, and the two sides of the
paper. Much 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 interleaved, 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.
Varityper. Trade name for a keyboard activated writing machine with inter-
changeable fonts of different 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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4. REPORTS MANAGEMENT
Budget Bureau numbero Identification given reports showing they have Bureau
of the Budget approval.
By-Product reporting. Information obtained as a by-product of a work process
or another report.
Circular A-40. See Federal Reports Act of 1942.
Clearance procedures. Program requirement for review, analysis, coordination
and approval (authorization) of new or revised reports on the cancellation
of existing reports.
Controlled report. A report.; the requirement for which is subject to review
and assignment of a report-control or report-exemption symbol.
Costing. Estimate of time, usually expressed in dollars, required to produce
a report.
Crash review program. 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-
gram is usually completed in 3-6 months. (See also Periodic Reports Review,
Continuing Reports Management Program.)
Critical-path scheduling. A technique to determine the continuous chain of
operations critical to completion of a project by its scheduled completion
date.
Data-keeping requirement. Command by higher authority that records of certain
facts be maintained in a specified manner to yield data required by a report-
ing directive or in anticipation of a future reporting requirement. Such
requirements are usually subject to review under a report control system.
Due-date. The workday a report is to arrive at its prescribed destination.
Exception reporting. Reporting only conditions other than normal, changes from
a previous report or items needing corrective action. See also situation
report. .
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Exempt report. A report which does not require clearance and assignment
of a reports symbol.
External requirement. Reporting imposed by another Federal agency such as the
Civil Service Commission, the Congress, etc.
Federal Reports Act of 1942. The statute (5 USC 139) requiring Federal agencies
to obtain the approval of the Bureau of the Budget for conducting or sponsor-
ing the collection of information, upon identical items, from ten or more
persons other than Federal employees. Supplemental and interpreted by Bureau
of the Budget Circular No. A-40, 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 for uniform reporting, including narrative, printed form,
figures or tables, charts or other graphic means.
Frequenc. The periodic reporting period (e.g., weekly, monthly, quarterly,
semi-annually, annually) etc.) or the situation frequency (e.g. upon each
occurrence of a situation or event of certain prescribed characteristics).
Functional file. A file of specimen copies of approved reports, classified and
arranged by function 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 are sometimes necessary when 100% reporting is
required-to be sure that all reporting offices have complied even though
.there is nothing to report.
Non-recurring report. Same as one-time report.
One-time report. A special report prepared one time only by one or several
respondents. A new request must be issued each time a report is required.
Same as non-recurring report.
Period report. See receiving report.
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Periodic review. A review of reports by major groupings, scheduled over a
period of tune (i.e.,, months or years).
Person, in public reporting. Any individual, partnership, association,
corporation, business trust, legal representative, organized group, state
or territorial government or branch thereof, political subdivision of any
state of:territory, or branch of any such political subdivision.
PERT, "Program'Evaluation and Review Technique." A scheduling concept using
plan and report procedures. It can be an integrated reports management
system which identifies the interrelationships and interdependencies in the
work to be performed, thereby permitting ready determination of the effects
of any schedule slippages on the entire project or production program, and
thus focusing management's attention on the areas where corrective action
is most needed. Primarily a plan and report technique for project scheduling.
Plan. In public reporting under the Federal Reports Act of 1942, (1) Any
general or specific requirement in public reporting for the establishment
or maintenance of records which are 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,
preparation, return, or use of a plan or report form. (3) Any contract or
agreement which will result in the collection of information on identical
items by or for the contractor from 10 or more persons other than Federal
employees.
Preparing office. The activity which actually compiles or prepares the report.
Program. A plan or scheme of action designed for the accomplishment of a
definite objective which is specific as to the time-phasing of the work to
be done and the means proposed for its accomplishment.
Public reporting. The reporting of information to the Federal government by
private persons. See also (Federal Reports Act of'1942, person, plan.)
Recurring report. a. Periodic Report. One which conveys essentially the same
type of information 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.)
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Redundancy chart. A charting technique for c)mparing several forms or reports
for duplication of items.
Report. Transmitted information, whether narrative, tabular, questionnaire,
form, graphic, punch card, tape, or other medium regardless of the method
of processing, preparation, or transmission.
Report control system. A system established for the purpose of providing,
through review and approval of all proposed and all revisions of authorized
reporting requirements: (a) assurance of essentiality of need for the
information; and (b) reduction in the volume of required reporting by
simplification, elimination of duplication, and otherwise. See reports
management.
Report form. A form used for the collection of information that will be trans-
mitted as a report.
Reporting period. (1) The length or period of time covered by a report, as
fiscal year, month, week., (2) The frequency of reporting; e.g., weekly,
monthly.
Reports catalog. A systematic and methodical listing of all reports handled in
an organization's program. An inventory is usually of a continuing kind.
Reports control. See report control system.
Reports control symbol. Same as (reports symbol).
Reports identification symbol. Same as (Reports Symbol).
Reports inventory. The collection, identification, and listing of all the
reports of an organization to establish the groundwork for a continuing pro-
gram of review and improvement.
Reports management. A management analysis function or service which aids an
organization in developing the most effective reports and reporting systems;
in improving existing reports and systems in the light of current needs,
changing conditions, new developments in devices and techniques, and other
factors; and in identifying existing reports and providing a clearing system
for new and revised reports. Usually administers the reports control system.
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5. DIRECTIVES MANAGEMENT
Administrative manual. Codified directive pertaining to such support
functions as personnel, space, supplies, travel, finance, and pur-
chasing.
Audience. The intended readers of a directive; the addressees on the
m ailing list.
Book-type directive. See manual, and handbook.
Centralized review. The preissue Inspection of directives to assure
appropriate clearance and adherence to system standards.
Circular letter. A directive written in memorandum form, usually
serially numbered.
Codify. To organize into a subject classification, to re-work letter-
type directives, arranged by subject, into book-type manuals. Under
a codified classification each subject receives one, and only one,
location and Its thought content is subordinated and sequenced to
aid filing and finding.
Coding. The act of writing number/letter designations on directives
in the process of classification.
Control point. Office performing centralized review, usually for con-
sistency with policy, format, procedure, overlap or duplication of
other published material. Assigns directives number (symbol) for
identification and filing. Maintains complete file of all directives.
Current directives list. A semi-.annual or annual listing of all direc-
tives in force by identifying code, date of issuance, subject, and
distribution.
Directives. Written Instructions from superiors to subordinates. Generic
terms for issuances, such as regulations, orders, manuals, handbooks,
circulars, numbered memoranda, and notices. A command communication
going "downward" In an organization, giving guidance and information.
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Directives management. A staff program that develops the formal chan-
ne s for the written instructions of an organization. Program com-
ponents are designing the issuance classification and distribution
system, devising the staff role, planning operating procedures such
as types of clearance coordination and control, and providing stand-
ards for the writing and format of directives.
Directives on directives. Same as (directives system directive).
Directives policy committee. An agency or bureau committee, repre-
sentative of users and originators, which appraises needs and
recommends on directives program policies.
Directives system. An operating plan for production and control of
wr ten Instructions. A system is designed to save agency man-time
devoted to originating, printing, reading, understanding, and filing
directives. A system usually includes these sub-system components:
(I) separation of temporary directives from permanent directives;
(2) coordinative clearance and centralized review; (3) subject
classification and coding; (4) continuous separation of currents
from obsoletes; (5) codification of unit subjects; (6) echelon
implementation and supplementation; (7) verification of set com-
pleteness; (8) selective distribution; (9) timely release; (10)
standards development for decentralized operations; (II) identi-
fication of subject voids; and (12) writing improvement.
Directives system directive. A directive containing the instructions
for the preparation, clearance, control, and distribution of direc-
tives.
,Distribution codes. Symbols used to give the originator a means of
Indicating a addressees for a directive, provide mail routing,
enable recipients to Identify other recipients, provide a simpli-
fied system for updating the distribution of a.directive on monthly
checklists.
Distribution list. Mailing designator of addressees to whom directives
will be sent. Often placed, in code, at end of the directive on the
left margin.
Expansion. The insertion of added text in an issued directive, often
used in loose-leaf revisable systems.
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Federal register. Tho officici organ or gazette of the Federal Govern-
ment, created by Act of Congress, July 26, 1935 (44 USCA, section 301-
314) to provide for the custody of federal proclamations, orders,
regulations, notices, and other docuwants, and for their prompt and
uniform printing and distribution.
Field test. Testing a directive by obtaining user comments and exper-
Bence In applying a proposed directive before final issue.
Format. The shape, size, style, and make-up of a directive, form, form
letter, report, or other item of printed or reproduced material.
Handbook. Book-type directive. Usually provides how-to-do procedural
guidance in a less formal fashion than a manual. Rarely written in
the Imperative.
Historical set. A separate and complete file of all current, superseded,
and rescinded directives issued by an organization, maintained for fu-
ture administrative and research purposes. This master set is held
intact and no part is charged out. See library set.
Illustration standard. A requirement that illustrations be developed
and used, w9en possible, to reduce lengthy directives text and improve
readability.
Issuance. Same as (Directive).
"John Doe" form. Sample form, filled in for illustrative purposes and
used as an exhibit to directives. May contain marginal notes to de-
scribe or highlight entries on the form.
Libra set. A complete file of current directives maintained for
reference purposes.
Loose-leaf revision. A technique for maintaining the internal coherence
of a directive while adding new and cutting out old material.
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Mailing list codes. Same as (distribution codes).
Manual. A book-type directive with title page and table of contents,
often loose-leaf. Usually provides what-to-do guidance in formally
written style.
Master set. Same as historical set, although a library set is sometimes
erroneously called a master set.
"Need-to-know" distribution. A system of distributing directives to
those who have a need for the directive material for action purposes.
New and revised text symbols. Marking such as asterisks, to indicate
text change and avoid unnecessary reading.
Notice. See temporary directive.
Organization manual. A specialized directive specifying the location
of responsibilities within an organization and the structuring of
authority.
Originator. The author, the person who sees the need, or the official
who directs the preparation of a directive.
Paragraph headings. Starting each major segment in a directive with a
key word or phase indicating the nature, purpose, or intent of the
segment. Generally considered helpful to a reader.
Permanent directive. One which has no predictable cancellation date,
and remains in effect until specifically cancelled or superseded.
Policy manual. A directive that outlines organizational objectives,
assigns functions, and outlines the courses of action to reach the
objective.
Post audit. (l) Review of directives after issue; (2) Comparison of
the way a process governed by a directive is actually done with the
way the directive says it should be done.
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Pre-assembley. Issue of directives pages in proper page sequence.
Pro ram manual. A directive that governs substantive functions as
distinguished from functions.
Publications control. The application of established policies and
standards to the preparation, coordination, approval, printing,
distribution, stocking, and replenishment of stocks of publica-
tions and other matter printed or reproduced in the conduct of
.the official business of an organization.
Ready-to-use manual issue practice. A standard rule that provides
for issue of directives, especially complete sets, in pre-assembled,
ready-to-use arrangement.
Regulations. Directives usually having the force of law. Regulations
affecting the public must be published in the Federal Register, and
then incorporated in the Code of Federal Regulations. This is in
accordance with the Federal Register Act (44USC 301-314) and the
Administrative Procedures Act (5 USC 1001-1011).
Reports management office. The element in an organization which ad-
ministers the reports analysis and control program. Controls include
assignment of report symbols and preparation of report catalogs.
Analysis includes developing an economical and efficient reporting
system.
Reports symbol. An identification (usually letters and numbers) as-
signed at the requiring level by the reports management element.
In most cases, the assignment of the symbol constitutes approval
of the report.
Requiring office. The office which develops and prescribes the spe-
cific report and reporting directive, Including the form or format
to be used, the definitions and instructions for preparation, the
frequency, the designation of preparing offices, and the distribution
and routing of the report.
Required report. A report which a particular office exacts from other
offices. The report Is an incoming report to the imposing office.
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Revisable manual. A directive that employs loose-leaf revision tech-
niques. See also (loose-leaf revision).
Sampling. The technique for obtaining reports information from a por-
tion rather than all of the possible reporting offices, installations,
citizens, etc.
Selective distribution. Same as "need-to-know" distribution.
Selective transmission. The technique of limiting the number of
responders to a reporting requirement to a few selected offices
because they are trouble spots or are experimenting with a new
program.
Situation report. See receiving report.
Staff agency directives. Those produced by the Bureau of the Budget,
Treasury Department, General Services Administration, Civil Service
Commission, General Accounting Office, etc., in carrying out govern-
ment-wide staff functions.
Standard. That which is established by authority as the best possible
criterion or model.
Standard heading. Paragraph, section, or chapter headings consistently
employed signal the user on eepurpose,ee eeaction,ee "policy," nau-
thority," or "report requirements."
Standard practice instructions. Instructions that establish methods
and procedures for meeting pre-determined goals, also known as
standard operating procedures (SOPS).
Standard practice manual. Classification, style, and housing adopted
for the presentation and distribution of procedures.
Standard practice procedure. Method of performing a basic administra-
tive technique in order to facilitate control and coordination.
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Strip reporting. A system to speed the compilation of data. Informa-
tion is reported on forms which are designed to overlap when placed
on a flat surface, and the information can readily be extracted from
the columns left visible. A variation of this system uses pegboards
to hold the forms.
Subject void. A subject area where guidance is needed, but not fur-
nished by the directive system.
Supplementation. Adding to or changing directives issued by a higher
level to assure adaptation to local conditions, using cross-reference,
color-coded page insertions, or other techniques.
Symbol. Numbers, letters, or combination of both, assigned to a direc-
tive for identification and filing purposes.
Temporary directive. Short-term instruction, often used for rush or
prelim nary guidance. Often have an expiration date. May include
matters of one-time importance, such as announcements of events.
Timely release standard. A requirement that directives be issued in
time for users to comply in advance of effective date.
Training manual. A guide that instructs the employee to increase his
readiness to perform, as distinguished from the "directive" which
commands ready performance by the trained employee.
Weekly advice. An announcement of directives issued during the week,
providing an effective notice in case of distribution failures.
Writing standards. Criteria of reading case, accurate spelling, gram-
matical usage, and quality of style in directives.
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6. MAIL MANAGEMENT
ABCDmail.. "Accelerated Business Collection and Delivery," whereby mail
placed in a Post Office mail box within the business district before
11:00 a.m. is delivered to another address in the business district
the same day.
Abstraci mail. Same as (briefing of mail).
Action office.. The "desk," or organizational element responsible for
handling a communication.
Briefing mail. Abstracing highlights of communications to record receipt and
to monitor movement and expedite action. Also keeps officials informed
of the activities of correspondents.
Buck slip. Same as routing slip.
Bulk mail. Two or more pieces of mail gathered for mailing in a single
envelope or mail bag to one addressee.
Central mailroom. The principal work station responsible for receiving, rout-
ing, delivering and dispatching mail.
Certified mail. A system of mail handlin by the Post Office Department that
provides for a receipt to the sender (if requested) and a record of
delivery at the office of address. No record is kept at the office at
which mailed. It is handled with ordinary mail and no insurance coverage
is provided. A special fee is required for this service.
Controlled correspondence. same as (mail control).
Consolidate mail. Same as (bulk mail).
Correspondence control Record. Same as (mail control record).
Crank mail. Irrational or unsigned communications not worthy of serious
consideration as far as the subject is concerned.
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Decentralized mail control. Controlling selected mail as close to the action
office as possible instead of a central points.
Digesting of mail. Same as (briefing of mail).
Direct pouch mail. Mail placed by the agency in "tagged" addressee bags for
delivery by the Post Office between two points.
Enroute sorting. Forward sorting for delivery by trip messenger of papers
picked up on his route prior to returning to mail station.
Fourth class mail. The "Parcel Post" service provided by the Post Office
Department for handling educational or "library" materials, and merchandise,
printed matter, and all other matter not included in the first, second or
third class mail, weighing more than one pound.
Franking. Privilege given to members of Congress to send official mail through
the U.S.-postal system free of charge by marking an indicia on an envelope.
Incoming mail. Mail received in an agency or office from another source.
See Mail.
Insured mail. Third or fourth class mail or air-mail which contains third or
fourth class mail for which reimbursement, up to its declared value, may be
claimed in the event of loss or damage to domestic mail. A special fee is
required for this service.
Joint-action routing. Routing original incoming letter to the action office
and copies to other offices for concurrent (joint) action or information.
Also called "direct-flow routing."
Mail. Written or electrically transmitted communications, periodicals, pack-
ages, and similar materials sent or received by an organization, usually
through a postal system.
Mail control. A procedure for recording and monitoring the receipt, movement,
and location of mail in an agency, including follow-up and dispatch of the
reply.
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Nail control record. A record of the receipt, location, and suspense date of
mail. Maintained to record receipt and location, and also to assure
prompt action is taken on mail requiring priority handling.
Maildex. Same as (routing guide).
Mail dispatching. The process of moving outgoing communications from the agency
i or office to the post office or another agency or office. The process often
includes: the checking of enclosures, signatures and date; folding; stuff-
ing envelopes; weighing; sealing; and counting.
Mail distribution. Delivery of mail to designated mail stops.
Mail drop. Same as (messenger stop).
Mail log. Same as Receipt record.
Mail manaiement. A staff function that plans, develops, promotes, issues and
reports on sound and economic mail handling practices. Designed to ensure:
(1) that line officials answer communications promptly and responsively;
2) maintenance of minimum controls over both outgoing and incoming mail;
(3) provision of adequate liaison with the U.S. Post Office on postal
service provided; and (1.) that all employees responsible for supervising or
handling mail are provided with written standards, guidelines, and training.
A basic element of records management.
Mail management. Application of efficient and economical management techniques
to mail processing operations, including receiving, sorting, opening, rout-
ing, distribution, delivery, control, pickup, and dispatching of mail.
Mail operations. The services provided by clerks, secretaries, messengers and
other personnel handling mail in the offices as well as in the mailrooms.
Mailroom. An activity responsible for mail processing. Part of mail
operations.
Mail route. See Messenge route.
Mail routing. See routing.
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Mail sorting. Preliminary process of separating and routing mail by "initial"
or "direct" sorting, without opening and subsequent processing, for
direct deliverer or control of mail.
Messenger route. A fixed, prescribed route for the delivery and pickup of
mail and other documents. Often called a "run".
Messenger services. An activity which provides for both scheduled and special
pickup and delivery of mail within an agency, and between agencies and
other addressees. Part of mail operations.
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Messengers op. A designated location for a messenger to drop off and pick up
mail on an established route. Also a place-where other, employees may deposit
and pick up mail. Same as (mail drop).
Multiple controls. Recording mail in two or more places in an agency.
NIMS, 'Siationwide improved Mail service." A program designed to encourage large
mailers, both government and business, to schedule routine mailings for entry
into post offices during morning hours to reduce evening peak loads.
Outgoing mail. Communications and items prepared in an office or agency for de-
livery outside the office or agency.
Penalty indicia. A legend which printed on an envelope, label, card, or package
weighing less than four pounds, entitles such matter to be handled as first
class domestic matter through the mails, in accordance with the provisions
in Title 39 of the U.S. Code. Certain restrictions are imposed by Postal
Regulations, the U.S. Postal Manual, and circulars of the Post Office Depart-
ment.
"Postage and fees paid." A legend printed in place of stamps on envelopes, cards,
and labels along with the agency name. Governed by working agreements
between the Post Office Department and Federal agencies, under which the agency
makes a periodic count of mail sent, and pays the Post Office Department on
the basis of this sample.
Postage meter. A commercial, mechanical device, which imprints the required amount
of postage upon each letter. This eliminates the use of postage stamps and
provides an accurate and constant record of the amount of postage used and
the amount remaining on hand. These meters must be set at a designated postal
station by the postmaster.
Preclassification. The process of assigning a file symbol to an incoming
communication as part of the mail procedure rather than when the document
is sent to file.
Receipt z ecord. A log, control form, or other paper attesting that a letter
was received.
Registered mail. A system of mail handling by the Post Office Department
that provides added protection for valuables and important mail and evidence
of mailing and delivery. Mail is handled under a registry number and re-
ceipt system. A special fee is required for this service.
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Reply points. Same as (action office).
Route slip. A referral form used to transmit material within an agency.. A
copy is not retained unless substantive information is written thereon.
Routing. The process of determining and indicating office destinations for
communications, especially those insufficiently addressed.
Routing guide. A written instruction indicating, by subject or form number,
mail routing instructions. It may include instructions on whether to control,
use of due date, use of standard paragraphs and form letters, signing
authority. Pictured on part 4+2 of GSA handbook, Agency Mail Operations.
Same as (Maildex).
Routing symbol. A numeric or alphabetic code used to guide mail to a
destination.
Self-mailers. Devices to avoid placing documents in envelopes for mailing.
Shipping tags, post cards, and folded sheets of paper can be mailed without
envelopes if space is provided on the outside of each for the information
needed to handle the material, as return address, penalty or postage indicia,
name and address. of addressee, postal endorsements, and other pertinent
matters.
Single control. Recording mail only once in an agency.
Sorting rack. Usually a bin device for sorting mail into compartments called
"boxes" or "pigeonholes." Flexible leaves are sometimes used.
Special delivery mail. A system of handling mail by the Post Office Department
for more expeditious and direct delivery to the addressee. A special fee is
required for this service.
Special messenger service. On-call delivery by non-scheduled messengers.
Stop service Mail delivery specially operated by the Post Office Department be-
tween Federal agencies in Washington, D. C. Every agency has an identifying
stop number.
Third class mail. A service provided by the Post Office Department to authorized
non-profit organizat4.ons, and to other mailers when they send bulk mail or
circulars, books, cL;~alogs, or merchandise, weighing less than 16 ounces.
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Time stamping. Placing an impression on an incoming or outgoing paper to
record the date and hour of its receipt or dispatch.
ZIP code. Numeral codes developed by the Post Office Department to simplify
and speed up their mail sort'.ng and delivery to postal delivery areas.
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7. FILES SAG
Active records. Records referred to more than once a month per file
cabinet drawer regardless of age.
Administrative records. Same as facilitative records.
Alphabetic frequency table. A tabulation showing the approximate percentage
of surnames beginning with each letter of the alphabet or various sub-
divisions of each letter.
Alphabetic name index. A finding medium by means of which documents filed
by subject may also be located when the only available information is
the name of an individual or organization included in the documents.
This index is usually made up of extra copies of outgoing correspondence,
or cross-reference forms, or combinations of both.
Alpha-numeric filing system. Classification by subject, with letters
assigned to-main subject divisions, and numbers to subdivisions. For
example, the main subject "administration" might be designated "A", and
the subdivision "personnel" might be designated "A3".
Alphabetic-subject filing system. Classification by subject, with'the subjects
arranged in alphabetical order, regardless of their relation to each other.
For example, the subject "Administration" might be immediately followed
by "Adobe houses" and "Adrenalin".
Arrangement. (1) The order in which documents are filed. (2) A logical
plan for organizing records, such as alphabetically by name, or by
subject, or numerically.
Authenticated copy. An exact copy of reproduction of a record that is
certified as such under authorizing signature and/or seal so as to be
legally accepted as evidence.
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Breakdown. (1) The division or subdivibion of subject categories into
successively more specific classes. (2) The separation of records by
type, character, or date.
Bulk file. A separate file for oversize documents.
Cable file. Electrically transmitted messages maintained chronologically,
or.by.a predetermined identifying serialization such as those messages
received from foreign points. Same as telegram file.
Caption. The name, subject, or number appearing on the label of a file
folder.
Card filing. The,processing and storing of data on cards. There are two
kinds of card files: vertical and visible.
Case file. A file arranged by name or number containing all papers pertaining
to a specific person, organization, place, or thing. Examples: a
personnel file, arranged by surname, containing records relating to
one individual; a contract file, arranged by contract number, containing
papers relating to a legally binding agreement.
CCategM. (1) A natural class or division of things. (2) A logical group-
ing _ of associated documents.
Centralized files. The maintenance at a key point of an organized body
of records serving all or most of the organizational elements. The
opposite of decentralized files.
Charge out. The action of recording the removal and loan of papers from
a file, or the loan of an entire file, to indicate the whereabouts.
Usually done on a specifically designed card, but sometimes by a
temporary folder.
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Chronological file. Extra copies of outgoing.ccmmunications arranged
chronologically by date of action or dispatch, the one having the most
recent date usually in front. Same as day file, reading file.
Classification systems. Same as subject classification systems.
Classified matter. Same as security classified.
Classifying. The process, normally connected with subject files, of determining
the file designation and necessary index references to papers to be filed.
Same as indexing.
Closed file. Essentially a collection of related papers on which action
is completed and to which very few papers are likely to be added.
Code. Same as file codes.
Confidential. Security classification for information and material of
such character that its unauthorized disclosure would be prejudicial to
the security interests of the nation. Use of the classification
"Confidential" within Government is restricted by Executive Order 10501
to papers and materials involving defense matters. See also Top Secret,
Secret, Security Classification.
Continuity filing. The consolidation, in date sequence, within general
subject files, of all related papers and documents in a specific transaction.
Previous correspondence is brought forward and attached to the current
material and an appropriate reference form is placed in the subject file
in the position occupied by the material brought forward.
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Continuity reference form. A form replacing records brought forward in
continuity filing and showing where they are filed. OF Form 22,
"Continuity Reference", is specifically designed f:*r this purpose, bu..
OF Form 21, "Cross Reference" may also be used.
Convenience file. Nonrecord publications or copies of papers kept in or
near the user's desk for immediate reference purposes. See also non-
record.
Conversion table. A parallel listing of old and new file designations,
used as a cross-reference aid when file systems or file designations
are changed.
Cross reference. A finding aid, normally interfiled with the documents of
an organized file to help in locating the main document requested, when
such documents can be requested by more than one subject, name or number.
Current file area. The office space being used by active files. The opposite
of a records center or holding area. See also active records.
Current records. "Current" relates to degree of activity, not recency of
date.
Cut-off. A break in a file to start a new file, usually at the end of a
calendar or fiscal year. The purpose of the break is to separate active
records from less active, and so lead to earlier transfer of the less
active records to inexpensive storage.
Day file. Same as chronological file.
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Decentralized files. Files which are physically located, PmIntained, and
serviced in proximity to the point of creation or use. Normally this
approach uses no centralfile, and the separate file.: for the various
organizational segments are autonomous. Decentralized files may be
required to conform to various centralized controls: classification,
audit, and listing of subject contents.
Decimal filing system. A system for classifying records by subject,
developed in units of 10 and coded for arrangement in numerical order._
Each of the 10 main subjects (000 - 900) may be divided into as many
as 9 secondary subjects (10 - 90), which in turn, may be divided into
9 tertiary subjects (1 - 9). Further breakdowns, by 9's are assigned
the same sequence of numbers, following a decimal point.
Declassification. Cancellation of a classification of security-classified
records. See also downgrade.
Dossier. A file on a person, incident, organization, or subject.
Downgrade. (1) Lowering the security classification of a record, e.g.
from secret to confidential; (2) widening the distribution of a record
previously limited as to availability.
Facilitative records. Those reflecting activities common to government
agencies including general activities pertaining to budgets, accounting,
personnel, space, parking, office supplies, and printing and duplicating
and managerial activities concerned with organization, system, methods
and procedures. Same as administrative or housekeeping records.
File. To place documents in a cabinet, folder, or other container, in
designated location.
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File audit. A systematic review of operations. Specifically, periodic
test-check for compliance with standard procedure in areas of subject
classification, coding, corss-referencing, time of providing reference
service, layout, accuracy of filing, use of cut-offs, and the like.
File authority. Same as release marks.
File break. Same as cut-off.
File codes. Numbers or symbols used to abbreviate lengthy file designations,
otherwise expressed as words. Most filing systems take their name from
the file code system used. See alpha-numeric filing system, decimal filing
system, numeric-alphabetic filing system, and subject-numeric filing
system.
File copy. The official or record document so marked or recognized complete
with enclosures or related papers. The file copy of outgoing correspondence,
for example, may be on yellow tissue.
File designation. The symbol, subject, name, number, or date controlling
the placement of a document in a filing system.
File group. A collection of papers which have similar characteristics and
which should be kept apart from other groups of records on a file location.
See also records series.
File manual. Same as filing and classification manual.
File mark. Same as release marks.
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File processing. The act of conducting a series of required steps to prepare
a record for file, to classify requests for documents and information,
to extract documents or information from the records in custody, or the
steps necessary to dispose of records. -
File station. Any location in the organization at which documents are
maintained for current use. See files placement plan.
File symbol. Same as file designation.
Files. A collection of documents arranged in some systematic order.
Files classifier. A person who selects the subject or topic under which
individual records are to be filed or cross-referenced in a given
classification system.
Files management. A basic element of records management, being that planned
program for the economical and efficient placement, maintenance, and use
of records, including organization of records by case and subject content
through classification systems to facilitate the rapid, accurate, and
complete retrieval of information.
Files placement plan. Designation of the physical location(s) in which an
agency s files are maintained; the specific types of files; and the
organizational element(s) having custodial responsibilities.
Filing. The act of putting documents into their place in accordance with
an established system.
Filing and classification manual. A directive to control and facilitate
filing, which prescribes the particular system to be employed and
explains it. Often referred to as a subject filing manual.
Filing feature. The descriptive identification on a document used for
filing or requesting and retrieving that document, such as a number,
date, title, name or subject.
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Filing system. A scheme for organizing information into related categories,
best expressed as a comprehensive plan for identifying, arranging and
later finding documents. This plan is bases upon the information that
these documents contain and the significance of that information to those
who must later make use of them.
Flat filing. (1) The maintenance of documents in an unfolded or unrolled
condition. (2) Documents stored horizontally rather than vertically.
Follow-up. (1) Checking on borrowed documents to effect their return to
the files. (2) Checking on the status of actions which must be completed
by a specified date. Usually done by having a file consisting of control
slips or pending papers arranged by date which are automatically brought
to attention when further action is due.
"For official use only". A classification for documents requiring special
handling or control, but excluding the security classifications "Top
Secretn, and "Confidential" set forth in Executive Order 10501. See
also security classification, privileged records, restricted.
Functional classification. Successively dividing records into classes and
sub-classes to conform to activities performed or engaged in by the
organization accumulating the records.
General correspondence file. A file consisting of incoming and outgoing
communications and related papers, usually arranged by subject as distin-
guished from case files which contain correspondence about organizations,
persons, places, and things, arranged on the basis of names or numbers.
Geographical filing system. Classification of records by the geographical
location of the individual, organization, or project concerned. The
locations (countries, states, cities, etc.) are usually arranged in alpha-
betical order, but sometimes arrangement is by region and thereunder by
country.
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Housekeeping records. Same as facilitative records.
Inactive records. Same as noncurrent file.
Index. A separate collection of cards, extra copies of documents, cross
reference sheets, or other formats arranged in'a different. sequence than
the related main file. An index opens one or more additional avenues of
reference to a document other than its file designation. A contract
file might be arranged numerically,-with an index by name of contract.
Information-copy. An =extra 'copy other than 'the file copy.
Interfile. The act of placing an.additional.document in its-proper place
in a group of records. Not to be confused with the-refile of a previously
withdrawn document.
Loose filing. Placing papers in folders without attaching them to the folders
or to backing-sheets.
Misfile. To place a record under the wrong file 'designation or in.a wrong
file sequence.
Mnemonic filing system. The-classification. of-records by subjects coded
by symbols that suggest the subject, as COX for communications, TEL for
telephone. These'symbols.are usually arranged In-alphabetical order.
Noncurrent.file. (1) Records.which an.office requires so infrequently
in conducting its current. business that they can be.retired to a records
center. (2) Files having a reference activity-nogreater than one
reference per file drawer per month. The opposite of-active records.
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Numeric-alphabetical filing system. A filing scheme, the codes of which
employ the combined usage of numbers and letters to denote the various
components comprising the total scheme.. Numbers would always denote
primary breakdowns. Letters and numbers denote succeeding breakdowns.
Office of record. An office designated to maintain the official records
for specified operations.
Office subject outline. A subject outline prepared at each files station
within an organization normally based on the topics included in a
prescribed agency subject outline. The topics of the office subject
outline should reflect each folder caption (subject heading) required
to fit the subjectively filed records at that files station.
Official file copy. Same as file copy.
Official files station. Same as files station.
Oversized document. A record which is larger than a standard letter or
legal size folder and requires a special binder, container, or folder.
Pending file. Same as suspense file.
Policy records. Generally, records relating to the organization, plans,
methods, techniques, rules, procedures, and decisions adopted by an
agency to carryout its designated responsibilities and functions.
See also precedent index.
Position. Same as tab position.
Post. To enter a unit of information on a record.
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Precedent index. A special index maintained as a permanent, accumulative
file to be used as a quick reference medium to aid in the location of
important types of record material such as orders, opinions, policies,
decisions, regulations, resolutions, or any record material pertaining
to the establishment of precedents for future similar actions.
Preclassification. The assignment of a file classification to mail be-
fore it is routed or distributed to action officials.
Primary subject. The topic representing the broadest subject matter.
Subdivision of a subject outline.
Privileged records. Records with highly controlled access because of the
nature of the. information they contain. "For official use only," or
similar identification is often stamped on the face of such-documents.
The term is commonly applied to: (1) matters affecting persons such as
medical information; (2) information received under pledge of confiden-
tiality; (3) information precluded from examination by practice or
custom such as communications,between attorney and client, doctor and
patient; and (4) as directed by competent authority, intraoffice ex-
change of opinions between official and subordinate. Not ordinarily
applied to security classified records. Usually destroyed by pulping,
maceration, or burning. See also "for official use only," security
classification, restricted.
Project file. A file of document relating to a specific organization,
person, place, or thing. A type of case file. May contain papers
relating to an assigned task or problem, with findings, conclusions,
and recommendations for action and/or solution maintained in a pre-
scribed sequence.
Purging. Same as screening.
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P;terzery subject. A subordinate subject tgpic representing the further
division of a ~e~'ti< ny subject, i.e. the fourth breakdown in a subject
outline.
Reading file. Same as chronological file.
Recharge. Any system for affecting a change in the recorded inforration
from an original charge out.
Record copy. Same as file copy.
Recordke_epers. Persons, including those on a part-time basis, as
secretaries, responsible for maintaining any organized body of records.
Record series. Ordinarily, records arranged under a single filing system,
or kept together as a unit because they relate to a particular subject
or activity or because they have a particular form. Each has an "agency
of origin" and belongs to one record group; each begins at one point and
ends at another, whether date coverage or physical dimension is meant;
and each is made up of components having fixed positions in the sequence.
See also file group.
Record set. Official record. copies of published'materials, as distinguished
from stock of extra copies.
Ref ile. To replace a withdrawn record in its appropriate place in the file.
See also interfile.
Registry system. A system of keeping and controlling records, developed
especially in Germany and England, but not used currently in the United
States. Described in T. R. Schellenberg, Modern Archives, the University
of Chicago Press, Chicago, 1956.
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Regrade. To change the security classification of a, document either upwards
or downwards.
Relative index. A filing and finding aid for subject files, which alpha-
betically lists each of the topics included `in a subject outline, and
which usually includes many additional subjects under-which papers might
be looked for. Each entry shows the file designation for papers on that
subject.
Release marks. A notation showing that the record has received the required
attention and is ready for filing.
Restricted. (1) Records accessible only under specified conditions. (2)
Formerly the lowest degree of security classification of records or
information that required security protection, but that could not
appropriately'be classified as Top Secret, Secret or Confidential. See
also "for official use only", and security classification.
Restricted data.. A special security classification established by the
Atomic Energy Act of 1954 (6o Stat. 755) for all data concerning design,
manufacture, or utilization of atomic weapons; the production of special
nuclear material; or the use of special nuclear material in production
of energy. Material containing such data receives special handling and
control. See also security classification.
Restriction. The limitation placed on access to records or to information.
Riffle. To thumb rapidly through the edges of a stack of papers to loosen
them for easy handling.
Screening. To review and physically search through files periodically and
remove papers eligible for disposal.
Searching. Looking up, or hunting for specific records or types of records
in a records unit or operating office.
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Secondary subject. A subordinate subject topic representing the first
division of a primary subject in a subject outline.
Secret.. Security classification for information and material o.f such
character-that its unauthorized disclosure could endanger national
security. or cause serious threat or injury to the interests or pres-
tige of the Government or any Governmental activity. See also
Confidential, Top Secret, Security Classification.
Security. When applied to records or record material, denotes the means
required or taken: to protect and properly maintain all documents
which are, or may become, essential to the defense of the
United.S : to prevent the unlawful concealment, removal, mutilation,
obliteration, falsification, or destruction of any record, proceeding,
map, book, paper, document, or other thing filed or deposited with any
clerk or officer of any court or public office of the United States;
and to prevent the unlawful or unauthorized disclosure of the contents
of the foregoing material.
Security classification. The graded classification (Top Secret,..Secret,
or Confidential as set forth in Executive Order 10501) of record material
to insure its restricted handling in accordance with prescribed regu-
lations.
Self indexing files. A collection of records in which requested information
can normally be searched for and found without recourse to a separate
index. Such files normally have letter size cross reference-sheets or
extra copies as interfiled cross references in order to fulfill as
many requests for information as possible directly from the file.
Short title. A brief, synopsis, or paraphrase, descriptive of the sub-
ject matter of a classified document for purposes of security, or used
on other documents for purposes of-brevity; usually indicated by
figures, letters, words, abbreviations, or combinations thereof.
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Soundex. A phonetic system for filing papers pertaining to persons under
an alpha- rie arrangement in which surnames having a similar pronuncia-
tion are filed together, regardless of their spelling. Under this system,
the first letter of the auras a determines the pr z7 division of the
neie file under rich a paper relating to an individual will be filed. For
succeeding letters of the surname, consonants except the letters w, h, and
y, are coded mm rical y; vowels, and the consonants w, h, and y are not
coded.
Subject classification guide. Same as subject outline.
Subject classification syetema. Various plane used for the classification
and coding of documents by subject, to provide an orderly and accurate
means for filing and finding. The Subject-uric, Alpha-Subject,
Alpha-2 .erio, Dewey-Decal, Duplex-Aumeric, and Mnemonic systems
are examples of oubject classification systems. See also filing
system.
Sub,1ect files. Records arranged on the basis of subject topics which
reflect the subject matter of the documents filed.
Subject heading. A word or group of words indicating a subject under which
all material dealing with the same theme is entered in an index, catalog,
or bibliography, or arranged in a file. Sometimes referred to, in files
operations, as subject topics.
S eetmnumeric filing systems. The classification of records by subject,
with in subject divisions arranged in alphabetical order and subdivisions
coded for arrangement in numerical order.
Sub,ect outline. A written listing of subject topics arranged in a
hierarchical fashion, serving as the source for selecting file designa-
tions (folder label caption) for aing (classifying) the documents
of a subject file. Lolly included with a subject outline are pre-
scribed file codes representing the subject topics in an abbreviated
format -- sometime referred to as a subject classification guide.
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Subordinate subject topic. Any breakdown of a primary subject within
a subject outline, i.e., a secondary, tertiary or quaternary subject
topic.
Suspense file. A file of papers used as: (1) a means of checking on
borrowed records and effecting their return to the files; (2) a reminder
to officials on the status of actions which must be completed by a
specified date. See also follow-up.
Technical reference file. Usually, nonrecord material including publications
and other reproduced materials used to facilitate the work of an office,
much of which is periodically replaced by more current items.
Telegram File. Same as cable file.
Terminal digit filing. A method of numerical filing in which basic numbers
are read from right to left, and digits are considered in pairs or in
groups of three.
usual sequence
terminal digit twos sequence
terminal digit threes
14342
523
12
35
168
15851
342
30
44
168
34320
143
42
34
230
35168
158
51
52
312
44168
4 41
68
14
342
52312
3 51
68
15
851
Tertiary subject. A subordinate subject topic representing the further
division of a secondary subject; i.e., the third breakdown in a subject
outline.
Tickler file. Same as suspense file.
Top Secret. A graded security classification placed upon appropriate types
of documents, the security aspects of which are paramount and the unauthorized
disclosure of which would cause exceptionally grave damage to the security
of the nation. See also Confidential, Secret, Security Classification.
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Topic. A synonym for subject.
Transcript. (1) A record that contains the complete substance of another
record. (2) Tenter complete account of oral testimony or proceedings.
Unclassified records. Records not subject to security requirements.
amide. The assigning of a higher security classification than that previously
affixed to a document. See also downgrade., regrade.
Vertices filing. The maintenance of a body of records, or the addition of
materials, to such a file, where materials are held in an upright position,
normally on a side edge, as contrasted with flat, face-up filing.
Vital records. Records necessary to the essential functions of the Federal
Government for the duration an emergency if this country is attacked,
and records essential to the preservation of legal rights of individual
citizens. Often maintained in duplicate. copies, one set being an alternate
or emergency file.
Weed. Sam as screen.
Work copy. (1) That which generally is used as a basis for drafting or
development of a document. (2) A duplicate or copy of a document which
be marked up or annotated.
Working papers. A collection of supporting records, papers or correspondence
related to a particular project or phase of operations, the custody of
which is essential to the operation of the organization or agency for a
limited period of time.
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8. RECORDS DISPOSITION
Administer. To.control under an approved system.
Agency of origin. The agency or bureau in which a given body of records were
originally accumulated.
Administrative value. The usefulness of records to the agency of origin for
carrying on its day-to-day activities. See evidential value.
Appraisal. The evaluation of records to determine their proper disposition. A
series of records is appraised by studying its relationship to other records
in the agency and in other organizations, its informational content, and its
current and future values.
Collection. Manuscripts, printed documents, and memorabilia arbitrarily gathered
together from various sources and maintained and administered as an entity.
Comprehensive records schedule. An authorized instruction for the disposition of
recurring records, specifying also those to be retained permanently. Indi-
cates period of cut-off, how long the records are to be kept in offices and
when transferred to a records center. May give method of filing. See also
records control schedule.
Disposal. A form of records disposition that involves outright destruction of
records. See records disposition.
Disposal authority. The legal authorization for the disposal of records obtained
through the National Archives and Records Service from the Congress (Con-
gressional Joint Committee on the Disposition of Executive Papers), initiated
by the agencies on Standard Form 115.
Disposal list. A document authorizing the legal destruction of specified
non-recurring records.
Disposition control file. A "tickler" file used to ensure the timely disposal of
holdings in accordance with disposal authorities.
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Disposition program. The ensemble of practices designed to achieve. efficient
and economical disposition of records. It involves developing standards,
procedures, and techniques for managing the longevity.of records. Includes
controls over office filing equipment, scheduling records for disposition.
and administering their storage, documenting agency benefits accruing from
the program, and undertaking surveys and audits of disposal operations.
Disposition standard. The time period for the cut-off, transfer, and destruction
of a file.
Emergency destruction. Eliminating records under abnormal circumstances as
provided by proper law or regulations as under the Records Disposal Act of
1943 to. prevent seizure by hostile forces or when records (such as nitrate
film) are a.menace to life or property.
Evidential value. The usefulness of records as the primary evidence of an
agency's authority, functions, organization, operations, and basic decisions
and procedures.
Fiscal value. The usefulness of records for information about the financial
transactions and obligations of agencies and organizations. See admini-
strative.value.
Functional documentation value. See evidential value.
General records schedule. Standards issued to heads of agencies by the General
Services Administration authorizing the retention, or destruction, often
specific periods, of records common to several or all agencies. Permissive
rather than mandatory.
Historical value. The usefulness of records for historical research concerning
the agency of origin or for information about persons, places, events, or
things. See research value.
Informational value. The usefulness of records as primary source for information
about persons, places, events, conditions, things. See research value.
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Inventory. A descriptive listing by series of the records of an agency or part
of an agency, usually including information on volume, dates, arrangement
and location of records covered by each entry.
Legal value. The usefulness of records that contain evidence of legally , enforce-
ab le rights or obligations of the Government or private persons. See
evidential value.
Nonrecord. Material excluded from the definition of record in the Records Dis-
posal Act of 1943, such as extra copies of documents preserved for con-
venience of reference and stocks of processed documents. See also record.
On-site audit records. Records held by agencies at the direction of the General
Accounting Office, for audit by the GAO.
Periodic transfer. The removal of the records at stated intervals from the
current files to equipment and locations suitable for storing inactive and
semi-active records.
Records control schedule. A document listing the files of an organization,
showing which records are to be destroyed and those to be retained.
Promulgates the disposal authority to all who can use it. See also compre-
hensive records schedule.
Records Diu osal Act. The Statute of July 7, 1943, as amended (44 U.S.C. 366-376,
377-360), which, together with the regulations of the General Services
Administration, prescribes the procedures for disposal of.Federal records.
Records disposition. Management planning and analysis required to determine when
records are no longer needed for current business. The determinations in-
clude: destruction, transfer to a records center, reproduction on microfilm
and subsequent destruction, and transfer to an archival establishment for
permanent preservation. These determinations get recorded in schedules.
Records retirement, The removal of records from current file space to a holding
area, records center, or archival depository. One type of disposition.
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Retention standard. The time period for particular records (normally, a series)
to be kept.
Records values. The determination of usefulness of records for administrative,
legal, fiscal, and research needs. See also evidential value and informational
value.
Research value. The usefulness of records for research by the Government,
business and other private organizations and scholars in the humanities,
social and physical sciences, administration and other disciplines. See
historical value.
Retention period. Same as retention standard.
Retention plan. A document designating the classes of. records of an agency or
bureau that deserve permanent preservation, and containing the list of the
locations and titles of particular series or series segments in which each
class is filed.
Sampling. Selection for retention of part of a body of similar records to serve
as a representation of the whole body.
Scheduled records. Covered by an authorized disposal authority.
Scheduling. Preparing a written description of records, either in existence or
expected to be accumulated, showing disposition actions to be taken at
stated intervals. See also disposal list, retention schedule.
Selective preservation. See selective retention.
Selective retention. The designation and identification of particular records
for archival preservation because they provide evidence of the organization,
functions, policies, decisions, procedures, and activities of an agency.
See archives, functional documentation, and retention plan.
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Series. Documents, volumes, or folders that are arranged under a single filing
system, or are kept together as a unit because they relate to a particular
subject, result from the same activity, or have a particular form.
Site audit records. Same as on-site audit records.
Technical records. Items such as maps, charts, motion picture film, sound
recordings, and still photographs, which require specialized knowledge in
particular fields of science or technology to produce and handle.
Temporary record. A generic term for that type of document which loses its value
within a limited period of time, and which should be segregated during filing
from records having longer retention. Since the documents are records they
must be scheduled. See also transitory file.
Transfer. The movement of records from one custodian to another. Usually,
moving records from the active files to inactive files, from agency office
space to a records center or an archival establishment.
Transitory file. Papers which have no value for records purposes and are
destroyed normally within 90 days.
Unscheduled records. Series for which no decision on disposition has been made.
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9. OFFICE SYSTEMS EQUIPMENT AND SUPPLICS
a. Recordkeeping
Alphabetic guide card. Individual A-Z guides or tabs on heavy pressboard
or similar stock for use in an alphabetical file to help speed up
filing and finding.
Backing sheet. (1) A sheet of heavy weight paper or card stock bearing
a return identification, to which material loaned from the files is
attached when charging out a record. (2) A sheet of heavy weight
paper to which documents are fastened as part of the filing process.
Card cabinet. Filing cabinets with drawers built to accommodate cards,
such as 5" x 3", 6" x 4", 8" x 5", 9" x 6" and 8" x 8". The 8" x 8"
are used for finger print files, for example.
Chiffon silk.. A strong and durable material used for repairing and rein-
forcing paper.
Compressor. See prong fastener.
Continuation folder. The second and subsequent folders housing documents
on the same case or subject because of the limited capacity of the
original folder. Each continuation folder is identified to denote its
relationship to the original, and normally shows the date coverage of
the records kept within it.
Cover sheet. A protective sheet of paper, usually of heavy stock, which
covers the face of a file when it is necessary to safeguard the contents
from damage or casual observation.
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Cross-index. Same as cross-reference.
Cross-reference sheet. A special form, filed under a name, number or sub-
ject selected as a cross-reference, indicating where the basic record
is filed. OF Form 21, "Cross-Reference" is the standard sheet recom-
mended for government-wide use.
Divider sheet.. A tab-indexed sheet of paper used in a book, binder, or
file folder to separate and identify divisions of the material.
Dummy folder. Normally a half folder serving as a permanent cross reference,
providing a more visible finding aid than an interfiled cross reference
sheet or extra copy.
Elevator file. One of a variety of mechanized files for records. Records
are filed in trays which are held in pans fixed to a rail, belt, chain
and gear mechanism, which revolves like a ferris wheel when a selector
button or a switch is activated.
Face sheet. A sheet of heavy paper, attached to cover the uppermost sheet
of a file of papers, not enclosed in a folder, upon which may be listed
the contents of the file to facilitate location of individual papers.
Serves as cover sheet, and when so designed, as a charge out record.
Folder. A container for papers consisting of a front leaf, back leaf, and
a protruding tab, which serves as the major means of housing, segregating,
identifying, and protecting documents housed in filing equipment.
Folder expansion. The capacity built into a folder to expand as more papers
are put into it. This is done by scoring or by adding a bellows-like
bottom.
Folder tab. Same as tab.
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Federal specifications. Descriptions of the technical requirements for
materials, products, and services. Issued by the General Services
Administration, they specify the minimum requirements-for quality and
construction of materials and equipment necessary for an acceptable
product. They are an integral part of a purchase contract.
Federal standard. A mandatory procurement requirement issued by the
General Services Administration to reduce the number of qualities,
sizes, colors, and varieties considered essential to the Federal Govern-
ment in achieving uniformity in products or interchangeability of parts
used in those products.
Filing shelf. A board with a hook on one side which can be hung on a file
drawer to hold small quantities of documents during filing and searching
operations.
Follower block. An adjustable plate used in a file drawer to compress
papers and to keep them in an upright position.
Guide. A heavy card with a caption tab used to divide files, to identify
each division for filing and finding and. to provide physical support
for the material.
Guide card. A card of heavy pressboard or similar stock serving as the
major signposts and supports of an organized file.
Guide rod. A round metal rod with.a screw-head, inserted through a threaded
hole in the front of a file drawer, through the guide eyelets, and into
a hold in the drawer back.
Guide tab. A projecting portion of a guide which may be lettered, numbered,
or otherwise captioned so as to facilitate filing or finding of papers
in a file, cards in a catalog, or other records.
Isometric drawing. Three-dimensional drawing, used to give a visual idea
of working space, layouts, and so forth.
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Kraft. Paper stock containing very long and tough fibers. Its color in
the natural state is light brown. It is a very strong grade of paper.
Label. A sticker or other material that is attached to or inserted in
the tab of a guide or a folder and on which the caption appears.
Pressure adhesive labels weld or stick to boxes, folders, or guides
when pressure is applied, without pre-moistening. Preprinted labels
are printed with file codes, classifications, and/or headings prior
to use.
Manifold. A paper which, because of its light weight, (8 or 9 substance
number) is used in a typewriter to prepare copies. Often called tissue.
Out folder. A folder used to store correspondence temporarily while the
regular folder is out of the files. It also serves as a charge out
card, or contains the charge out card.
Post binding. A method of binding documents which uses buckram, canvas,
or plastic binders in which pages are held by means of semi-permanent
steel or nylon posts. Titles and other identifying data may be marked
on strips of buckram, which are then glued to the covers to form back-
strips.
Power shelf files. See shelf filing.
Primary guide. The main guide for a section of filed records.
Prong fastener. A metal device (consisting of a one-piece base and two
metal prong extensions of equal length) inserted through holdes made
in documents with a two-hole perforator. This device is used to hold
papers together in an established arrangement. To further secure the
group of papers, the prongs of the fastener may be inserted in a locking
device known as a compressor.
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Safe-file. A specially designed cabinet usually with four-way combination
lock and constructed according to specifications to prevent forced
entry in less than a specified time. These cabinets are used for stor-
age of papers containing national security information and valuable items.
Score. To weaken cards or paper slightly by pressure at time of manufacture
so that they can be folded exactly at place of score.
Score line. The impression at the. bottom of the file folder which can be
folded down to expand the folder base.
Secondary guide. A guide that subdivides the section of a files controlled
by a primary guide.
Security cabinet. A file cabinet usually equipped with: (1) A barlock
consisting of an externally attached steel bar and lock as a means of
protecting classified documents; (2) A combination lock controlling
internally installed sliding bars or other types of latches.
Shelf filing. A method of storing records which employs shelving rather
than conventional file cabinets. Shelving may be open or closed;
operated manually or by motors. Generally special guides and folders
are required.
Signals. Plastic, metal or paper devices used to guide file users to
selected key information, usually in vertical and visible card files.
Straight-cut folder. A file folder on which the tab edge extends across
the entire top of the folder rather than being partially cut out to
form a protruding tab. Also known as square cut folder. See tab cut.
Substitution card. A charge-out card. See also charge out.
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Tab. A projection above the body of a guide or folder on which the caption
appears.
Tab cut. The width of the folder tab or guide tab in proportion to the
width of the folder or guide. For example, 1/3 cut means a tab is 1/3
the width of the folder or guide.
Tab position. The location of the tab above the body of a guide or folder,
reading from left to right. A guide or folder may have as many possible
positions as its cut allows; i.e., a 1/3 cut tab has three possible
positions, a 1/5 cut tab has five possible positions. With a 1/3 cut
folder, first position means, tab on the left, second position means
tab in the center, and third position means tab on the right.
Tub file. An open-top vertical file container, which derives its name
from its shape.
Visible file. Specially designed equipment permitting the arrangement of
forms, cards, or other documents, in such manner that data placed on
the margin serves as an index which the user can see without manual
manipulation.
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9b. DUPLICATING
Acetate. A synthetic, transparent material used as a surface for drawing
or other copy preparation, or as a base for a photosensitive emulsion.
Actinic. Chemically active property of light rays which produce chemical
changes in photographic emulsions.
Ammonia process. Two-component diazotype process in which both the diazo
and the coupler are on the base, and development is achieved by neutral-
izing the acidic stabilizers with vapors derived from evaporating aqua
ammonia.
Auto2itive. Trade name applying to photographic materials which, in a
single development stage, produce a positive image when exposed to a
positive and a negative image when exposed to anegative.
Back-to-back. Practice of duplicating on both sides of a sheet of paper.
Ballpoint test. The ability to write with a ballpoint pen on the positive
copy immediately after coming out of the copier.
Base. A compound capable of mixing with acids to form a salt (see alkali).
Also a support (such as glass or film) for photographic emulsion.
Ben Day. (1) Originally printing screens of many and sundry patterns
which were inked-up and printed upon an un-etched plate, the print forming
part of the resist. Reverse effects were obtained by printing the screen
on the negative instead. (2) Now applied to similar effects obtained with
overlap and cold type paste-one and adhesives. Named after the inventor,
Ben Day.
Blueline print. The opposite of blue print, with blue lines on a white
fie
id .
- , m by printing from a negative master.
Blue rint. A photographic print made on paper coated with iron salts
moderately sensitive to strong light, giving white lines on a deep blue
background. Also called ferro-prussiate print.
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Brownline print. The opposite of brownprint.
Brownprint process. Reproduction method using light-sensitive iron and
silver salts, which produces a negative sepia image from a positive master;
much used in photographic proofs.
Calendered paper. Paper made to have a smooth and glossy finish.
Coated paper. Paper having a woodpulp or rag base, coated with clay com-
position on one or both sides.
Coldtype composition. Any composition prepared by methods that do not
include materials produced with letterpress typesetting equipment. For
example, material produced by typewriters, varitypers, headliners, and
,?;e like.
Collator. A device which gathers or assembles, in proper sequence, the
pages of a book or publication. May be manual, semi-automatic, or
automatic.
Creasing. Breaking the fibers of paper with a dull blade to facilitate
folding. See scoring.
Crop. To eliminate an unwanted portion of an original prior to reproduction.
Cushion sheet. A plastic sheet placed between the stencil and backing sheet
when preparing a stencil master on a typewriter. The cushion sheet helps
secure clean, sharp copy.
Depth of field. The allowable tolerance in distance of the camera lens
to the document or subject to be filmed.
Diazo compound. A light sensitive aromatic nitrogen by-product of coal tar
which is used as a coating on presensitized offset plates.
Diazo paper. Paper coated with a light sensitive dye that can be decomposed
or bleached by light. It is usually developed with ammonia.
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Diazo process. A print-through duplicating method in which a diazo paper
is placed beneath a translucent or transparent master having an opaque
image and exposed to light, after which the paper is chemically developed
to produce a copy. See also thermal diazo, dry diazo, and moist diazo.
Diffusion transfer process. A duplicating method using two different
sheets of chemically treated paper, one being the negative sheet (coated
with a silver halide emulsion), the other positive (not sensitive to
light), then passing the two through pressure rollers. The image is trans-
ferred by diffusion of light.
Direct electrostatic process. A duplicating method forming an electro-
static image directly on the final copy paper, without transferring it.
Papers coated with zinc oxide act as the photo conducting material. The
-,ap~-er J.s exposed to the image through a lens system. In the dry method,
t"'Je developer is a mixture of pigmented resin ponder and iron particles.
Trade name connected with this process is Electrofax. See also transfer
s ?.ec .ro;:tatic process.
Direct-image plates. Plates which may be typed on or drawn on directly,
then used in offset duplication.
Dry diazo. Those diazo processing machines using ammonia gas as the akaline
agent.
Dry process. Any duplicating method which does not require the use of
liquid chemicals at any step, e.g., diazo process, thermographic process,
and electrostatic process. Opposite of wet process.
Dumm ~.. A blank page book ruled to scale to show position of type and
3~ustrations.
Duplimat. Trade name for a direct-image plate. Usually abbreviated to "mat,"
short for "matrix paper."
Ektalith. Brand name for a direct positive-to-positive photosensitive
material., the image of which can be transferred to specially prepared
paper offset plates.
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Electrostatic process. A duplicating method that forms the image with a
photoelectric charge and that fixes it with an ionized carbon toner. The
image may be formed directly on a specially coated copy paper or a metal
plate and later transferred to copy paper. The toner may be powdered or
may be in a liquid suspension.
Emulsion. A suspension of light-sensitive salts in gelatin or other
colloids used for coating photographic plates or films. Also an oily mass
in suspension in a watery liquid.
Film. Photographically-sensitized acetate.
Fluid duplication. A process for producing copy where the paper is moistened
by a poisonous methane alcohol base fluid before it touches the master. The
fI t.d or, the paper dissolves a minute amount of aniline dye carbon image on
-ct.e :,aster ttheet and transfers that image to the copy paper itself.
Foto-type. Cardboard alphabets used in copy preparation.
Gelatin duplication. A process that produces copies by pressing a.prepared
master against a gelatin surface which, removes the inky deposit from the
master and holds it upon its surface. The master is stripped from the
gelatin surface and copies are made by applying absorbent paper to it. The
master is a relatively smooth finish nonabsorbent rag content bond paper
on which the copy to be duplicated is placed with special inks.
General purpose bond. A paper that the eye cannot readily distinguish from
ordinary bond, but which is translucent enough to meet requirements of
diazo processing.
Grain. The general direction in which the fibers lie in all machine made
paper, due to the flowing of the pulp on the moving screen which forms the
sheet.
Halide. Slats of chlorine, bromine, iodine, or fluorine. These elements
are known as halogens.
Headliner. A photo-lettering machine.
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Justify. To adjust the space between words or letters to make all lines
come out to the same length.
Kalvar film. Light-sensitive film developed by heat rather than by chimi-,,
cals. Used principally to make contact copies of motion picture film, micro-
film, and X -ray film. A trade name.
.Leaf turn. Printing the reverse side of a sheet so that it can be read by
turning the sheet over as you would the pages of a book. Also called head-
to-head.
Master. The original copy, such as a direct-image offset matrix, a stencil,
or other medium, used for producing multiple copies.
,,,ao rah. Brand name duplicating method that uses a stencil as a master.
Moi.t diazo. One-component diazotype process in which the diazo is on the
base while the dye coupler is applied to the coated surface in an alkaline
developer solution.
Multilith. Brand name duplicating method that uses a paper plate as a
master and operates on the principles of offset.
Nonreproducible ink. Water soluble ink which is used in the preprinting
of direct image offset masters and will not reproduce the preprinted area
when the plate is used on the duplicating machine.
Office copier. An exposing device and an image-forming process to create
facsimile copies of an original. Generally used for 1-10 copies, and at
a cost of between 1 and 10 cents a copy.
Offset. Method of duplicating from a paper plate (mat) whereby the plate
picks up ink from a roller only on the areas to, be printed. This impression
is then transferred to a rubber "blanket" which then "offsets" the impres-
sion onto a sheet or roll of paper. Offset equipment is much more used
for printing (called photo offset printing) than for duplicating.
Ozalid. Diazo spelled backward with an "i" added for ease'of pronuncia-
tion. Trade name.
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Paper plate. See direct-image plate.
Photocopy. A paper print made by a photographic method. A generic term
covering photostats, microfilm, microcard and the like.
Photographic contact duplication. A copy producing process in which contact
is made between the original and a silver-sensitized paper when exposed to
light. After proper development and fixing, the sensitized paper becomes
a photographic copy of the originals. Often shortened to photocontact.
Photolettering machine. Machine which produces lettering by photographic
methods. Generally used for display composition.
2ncltostat. Trade name of a camera which makes negative copies.of documents
on ; ensitizea paper. To make a positive copy, the negative must be copied.
t;:s documents up to 17" x 22" in size.
Preprinted master. A duplicating master with constant information pre-
printed to avoid the necessity of writing it each time, or to permit
duplication onto blank stock of the printed constant information and the
changeable information, avoiding the necessity of registering the changeable
information into specific spaces on a printed form.
Print. The product of a reproduction process using photosensitive materials.
Register. Agreement in location of successively printed images.
Reproduction. Copy made by mechanical, photographic, or other technical
method, resulting in a facsimile of the original.
Reproducible ink. An ink used in the preprinting of paper offset masters
which permits the preprinted material to reproduce.
Run. A number of copies to be printed on a particular job.
Saddle stitch. To bind a publication along the center fold.
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Salt. A compound formed when the hydrogen in an acid is partly or wholly
replaced by a metal. The names of salts of "ous" acids end in "ite." Salts
of "ic" acids end in "ate" with a few exceptions.
Sans serif. Term applied to all type faces having no serifs. Also the
name of a particular face of type.
Scoring. Cutting partially through heavier stock to facilitate folding.
Screen. Two pieces of optical glass ruled in opposite directions. Used
in halftone reproduction. Also a term used to denote the particular
ruling to be used. For coarser work, 50- to 85-line screens may be used,
as with newspaper reproductions. Finer work takes rulings up to 300 lines
per inch. Such screens produce a very fine dot.
Screening. Stripping a halftone tint negative on the transparent area of
another negative. Also photographing through a halftone screen.
Selenium. A nonmetallic element obtained chiefly as a byproduct of copper
refining, the electrical conductivity of which varies with the intensity
of its illumination.
Sensitive materials. Any material which undergoes a chemical change when
acted upon by actinic light. Specifically photographic films and papers,
diazo, salt, Van Dyke, and blue prints, bichromated coatings, and by ex-
tension selenium and cadmium sulphide cells.
Sensitized. Material made sensitive to light by the application of
emulsion.
Sensitometry. Science of relating the properties of speed, density, and
contrast of light-sensitive materials.
Serifs. Cross strokes at the ends of letters.
Shelf life. Period of time before deterioration renders'a sensitized
material-unusable.
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Side.stitch. To flat stitch along the edge of a booklet.
Signature. A sheet having a number of pages printed on both sides,
usually in multiples of 4.
Silverint. Photographic proof on silver chloride paper. Produces brown
print. Also called Vandyke.
Silver nitrate. Salt used for sensitizing wet-plate emulsions.
Sizing. That property of paper which relates to its resistance to the
penetration of liquids or vapors, particularly water.
Sodium thiosulphate. A chemical used for fixing. Referred to as hypo.
Spirit. Method of reproduction often referred to as "hecto" or "ditto"
that uses dyes (inks) which are soluable liquids as the reproducing
medium. The ink impression on the "master" is transferred directly to
a run-off copy which has been moistened by the liquid solvent.
Spirit run-off paper. Special coated paper that is used in the "Spirit"
process of duplicating as the paper which picks up the impression from
the master and thus becomes a copy of the master.
Stabilization process. A duplicating method in which unreacted silver
halide remaining on the photographic paper after it is exposed and de-
veloped is not removed to make the print permanent. Instead, the halide
is treated with a compiexing agent that renders it resistant to light-
induced decomposition and darkening. The stabilization reaction replaces
two steps in ordinary photographic processing--the conventional fixing
and washing. Widely used in coin-operated copying machines.
Stapling. See stitching.
Stencil duplication. A process for producing copy by pressing paper against
a prepared stencil so that ink is forced through the stencil onto the paper
to form a positive impression identical to that originally placed on the
stencil. The stencil is a fine, porous tissue coated with a special sub-
stance through which ink will not pass. When the stencil is struck with a
typewriter key without using the ribbon, or is drawn or written upon with
a stylus, coating is pushed aside, leaving base tissue exposed in the shape
of the type face or the drawn or written lines.
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Stenofax. Trade name of a method that prepares a stencil offset master,
or facsimile copy electronically. Material to be reproduced is placed
on one drum,-a plastic stencil or paper on another. A photo-electric
scanner converts the original data to electrical impulses which burn in
the reproduced image.
Step and repeat work. Two or more exposures made on the same plate from
a single negative by moving it about. Also done with a photo-composing
machine.
Stitching. Fastening the pages of a book together with wire stitches.
Staplers use individual staples, while the stitcher is fed from a continu-
ous roll of wire.
Stylus. Precision-made, pen-like instrument with varying tips, used to
write or draw on stencils.
Sulphite. Type of paper that is produced from chips of spruce logs that
are soaked in bisulphine of lime and cooked under pressure. Fifty percent
of spruce wood is nonfibrous soluble matter and the balance is pure fiber
(cellulose). The sulphite paper is made from this cellulose.
Thermographic process. A duplicating method that uses the heat generated
in the infrared-absorbing image areas of a document to induce a color-
forming reaction on treated paper. By use of an intermediate heat sensi-
tive paper, copies can also be made on ordinary paper. Trade names
connected with this process are Thermo-fax, Masterfax, Ektafax, and
Prestofax.
Tracing. Transparent original drawn, traced, or otherwise prepared
manually.
Transfer electrostatic process. A duplication method in which toner powder,
negatively charged, clings by electrostatic attraction to a positively
charged selenium-coated dreem which forms a powder image of the document
being copied. The powder when heated to about 200?C melts and is bonded
to the paper. A trade name using this process is Xerox. See also direct
electrostatic process.
Tumble turn. Printing the reverse side of a sheet upside down so that it
can be read by turning the sheet over from top to bottom instead of turning
it as you would the pages of a book. Also called head-to-foot.
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Type-high. Standard height of all type and letterpress cuts (0.918 inch).
Van Dyke. Proofs from offset negatives contact-printed on developing-out
papers, a silver print. Most often brown in color, developed by washing
in water and fixed in hypo.
Visi-type. Alphabet printed on acetate. Used for stickup lettering.
Waste basket copies. Those not usuable because of wrong exposure or other
faulty machine operation.
Water mark. A design impressed into some types of paper by the raised
pattern of a "dandy" roller during manufacture. Lettering watermark
should read left to right when job is printed.
/et process. Copying method using silver halide sensitized paper that
must be developed. See diffusion transfer process, gelatin transfer
process, and stabilization process.
Whiteprint. A process in light duplicating which requires only a dampening
with a chemical, or exposure to a vapor, to produce a copy which is like
the master, i.e., a positive copy from a positive master.
Xerography. Literally dry writing. See transfer electrostatic process.
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9c. MICROFILMING
Aperture card. A card with a rectangular hole designed W hold a frame of
microfilm.
Archival standards. Requirements for permanence of photographic films established
by the American Standards Association. There are separate standards for raw
film and for processed film. The ASA citations are Ph 1-28 and Ph 4-8.
Automatic feeder. A powered mechanical device used with rotary cameras to move
documents, one at a time, at a high rate of speed into the exposure area.
Blue base film. Type of film with blue tint in the base stock to reduce halation.
Book holder. A device which permits the photographing of bound books under glass.
It consists of balanced or sring-loaded platens mounted in a box with a hinged
cover. It is used to hold bound books which cannot otherwise be held flat
enough to permit full coverage while photographing.
Camera. A photographic device, employing an optical system used for exposing film.
See plane~ary, rotary, step-and-repeat.
Camera head.. The portion of a microfilming machine which embodies the film,.film
advance mechanism. and the lens. In planetary type machines, the camera head
contains the shutter. In most rotary machines, there is no shutter, since
exposures are made by intermittent illumination actuated by the document mov-
ing through the machine.
Chloride paper. Photographic paper with an emulsion of gelatin-silver chloride
of medium sensitivity and mainly used for contact printing.
Correction target. Guide used to call attention to a known error.
Cost per cubic foot. The unit of measurement in describing costs, such as labor
needed to prepare one cubic foot of records for filming, labor expended in
targeting, cost of film stock, cost of processing and inspection. Another unit
of measurement is cost per thousand images, although not so useful to records
managers.
Diazo film. A slow print film, sensitized by means of azo dyes, which couple on
exposure to light strong in the ultraviolet spectrum and develop by ammonia
vapor to form an image. Diazo generally produces nonreversible images, i.e.,
a positive produces a positive, and a negative produces a negative. Because of
low cost, the working microfilm copy is often diazo.
Emulsion. The light-sensitive coating on photographic materials. Silver
halide is a common coating.
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Extra light-weight paper. Sensitized photographic paper with average thickness
limits of 0.0023 to 0.0031 inches, inclusive. Also called ultra-thin paper.
Film. Any sheet or strip of transparent plastic coated with a light-sensitive
emulsion. See base, blue base, dizao, heat-developing, lithographic, master,
negative, positive, dye back, roll, sliver, sheet, unitized, and panchromatic.
Film jacket. A transparent acetate device with sleeves or packets, for holding
flat strips of film.
Flash guide. A target, usually printed with distinctive markings, usually
inserted about every 25 feet of film, to aid finding an image.
Frame. A single.exposure on photographic film.
Hard 22 Mr. Photographic paper having less than normal graduation, providing a
relatively small number of steps between clear white and maximum black and
used for printing flat negatives, thus producing prints with high contrast.
Opposite of soft paper or low contrast.
Heat-developing film. A type of film sensitized by a coating of light sensitive
elements in a plastic vehicle. These light sensitive elements are capable of
forming light scattering centers upon exposure to actinic radiation, and upon
subsequent application of heat.
Intermediate. A print from which it is intended to make other prints or enlarge-
ments. Microfiche is used as an intermediate for making duplicate copies or
for making enlargements.
Leader. Film at the beginning of a roll which is used for the threading of a
camera, projector, and processing machine.
Light-weight paper. Sensitized photographic paper with average thickness limits
of 0.0044 to 0.0059 inches, inclusive. Also called Standard Weight and Docu-
ment Weight.
Lithographic film. High contrast orthochromatic film used in the production of
lithographic plates.
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Microcard. An opaque card containing micro or miniaturized pages. photo-
graphically reproduced in a grid pattern. by rows (like'the numbers on a
calendar). Microcards can be printed on one or two sides. They are
used primarily for direct reading or when only a few permanent enlarge-
ments are needed.
Microfiche. Miniaturized images in grid pattern by rows on cardsize trans-
parent sheet film, rather than sequential images on foil film. See
intermediate.
Microfilm. A negative or a positive. microphotograph on film. The term is
usually applied to a sheet of film or to a long strip or roll of film,
16 mn, 35 mm, 70 mm, and 105 mm in width on which there is a series of
microphotographs.
Microform. Any miniaturized form containing micro images, such as microcards,
microfiche, microfilm, and aperture cards.
Microimage. A unit of information such. as a page. of text or of adrawing,
too small to be read. by the unaided eye..
Micro-opaque. A sheet of opaque material bearing one or more micro-images.
Microphotograph. A photographic reporduction so much smaller-than the object
photographed that optical aid is necessary to. read or view the image. The
usual range of reduction is from eight diameters to twenty-five diameters.
Also called microcopy.
TMiicrophotographer's report. Usually a. form, such as GSA Form 395, to show the
completion of a reel, date of filming,. camera operator, location of flash
guides and indexes.
Provides basis for authentication of microfilmed records and is used to
prepare reel carton identification label.
Microspots. Blemishes on processed microfilm negatives, usually circular yellow
i_sh or reddish spots, or concentric light and dark rings, that potentially
impair the longevity of the film's usefulness.
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Negative film. That in which the image of the dark portions of the original
appear light and the light portions appear dark. The master copy from
which positive copies can be made.
Opaque paper. That through which light will not pass. Used to protect'sen-
sitized goods, as in the base for micro-opaques.
Optical system. All parts of a photographic lens and accessory elements
used in forming an image on the photographic emulsion, or on a reader
screen for viewing.
Panchromatic film. A black and white film coated'with an emulsion which is
sensitive to the visual spectrum. The spectral sensitivity of .panchromatic
films approach that of the human eye.
PH* 'A measure of the acidity and alkalinity of chemical substances., Expressed
as the exponent of the reciprocal of one hydrogen ion concentration. The
letter p derives from the German "potenz" for exponent and H for hydrogen.
pH scale extends from zero to 11+, with a value of 7 denoting neutrality.
A pH of 6.9 or less is acid while 7.1 or greater is alkaline.
Photographic paper. A high grade paper base coated on one or both sides with
a photosensitive layer. or layers. See hard, light weight, single weight,
extra light weight, chloride, projection, and opaque.
Planetary camera. A flat bed camera with- a base and a column which holds a
camera over the base. Documents are placed on the base and photographed.
By varying the distance between the camera and the document the reduc-
tion ratio is changed. Much used for photographing oversized documents.
Positive film. (1) Film in which the image of the dark portions of the subject
appear dark and the light portions appear light. (2) Film used for making
contact prints, usually blue sensitive only.
Projection paper. Generally a fast photographic paper which is exposed by
projecting the image of the film being printed onto the paper emulsion.
Reader. A projection device for viewing an enlarged micro-image with the
unaided eye.
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Reader-printer. A device for viewing a film image and which is capable of
reproducing a paper print.
Reduction ratio. The ratio of the linear measurement of a document to the
linear measurement of the microfilmed image of the same document. Com-
mon ratios are 16:1, 20:1, up to 36:1. Greater minaturization requires
nonconventional equipment.
Reel. A flanged holder for film, usually for processed film as opposed to
a spool for unprocessed film.
Reel carton identification label. A label placed on the box holding the
film that contains a reel number, (b) name of originating office, (c)
title of record series, and (d) some identification of beginning and end-
ing files of the film.
Reel number target. Guide identifying number of a film reel according to
a predetermined system. Numbers on original target are big enough to
read with unaided eye on film.
Residual hypo. The amount of.ammonium or sodium thiosulphate (fixer) that
remains in film after washing. A factor in archival standards.
Resulution. The ability to make the fine detail of an object visible. A
measure of sharpness of an image, expressed as number of lines per
millimeter.
Resolution test pattern. A measurement of resolution by examining a care-
fully prepared card (such as the National Bureau of Standard Microcopy
Resolution Chart Nunber 1010), with vertical and horizontal lines in-
scribed at various spacings, to determine the smallest pattern in which
lines can be distinguished.
Roll film. Flexible film, wound on a rell, spool or core, and normally
100 ft. or 200 ft. in length.
Roll-to-roll printer processor. Equipment that duplicates film, including
diazo prints.
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Rotary camera. Microfilm camera that photographs documents while they are
being mkved by some form of transport mechanism. The document transport
mechanism is connected to a film transport mechanism, and the film also
moves during exposure so there is no relative movement between the film
and the image of the document. Permits more rapid photographing than a
camera.
Separator target. Divider guide used to separate the contents of one
.folder from those of another.
Series title target. Guide used at start of reel to identify record series
of type of documents appearing on reel. Sometimes called starting target.
Sheet film. A precut flexible transparent base material coated with a
photosensitive emulsion.
Silver film. A film.composed of silver compounds which release free silver
on exposure to light and developer. Silver film prints a white image
from balck and black from white. It is used for both original negatives
and prints.
Single-weight paper. Photographic paper with average thickness limits of
. 0.0060 to 0.0083 inches, inclusive.
Splice. A joint made by cementing or heat welding two pieces of film
together so they function as a single piece. Cemented splices are called
lap splices since one piece overlaps the other. Most welds are called
butt splices'since the two pieces are butted together without overlap.
Step-and-repeat camera. A type of microfilm camera which exposes images in
sequence usually in multiple rows on a single sheet of film.
Storage cabinets. Special microfilm containers, same general dimensions as
legal size filing cabinets, equipped with trays containing a. porous stone
or sodium dichromate crystals, and a dial registering humidity and tem-
perature.
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Storage cost ratio. A pricing formula to determine whether records should
be microfilmed for space saving reasons. For example, if it would cost
530.00 to film a cubic foot of records, and $0.50 a year to store them
in a records center, then it would take 60 years to amortize the film-
ing cost.
Storage standards. The conditions best calculated to prolong the life of
microfilm, Microfilm is susceptible to damage from scratches, mico-
spots, dust, water, fungi, mold, and brittleness. Stored film requires
periodic inspection and cleaning, about 50 per cent relative humidity,
temperature about,70 degrees fahrenheit, and air cleansed of acidic
gases and dust.
Targeting. The indexing method for rool microfilm. Targets are finding
aids, inserted at appropriate intervals among the records, photographed
a-s part of the records, but readily distinguishable from the records.
See flash fuide, separator target, series title target, reel number
target, correction target.
Unitized film. The separation of a roll of microfilm into individual frames
or strips and insertion in a carrier, such as a film jacket. Microcards
and microfiche are unitized.
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10. RECORDS CENTERS
Access. Permission to use and reproduce records. May be limited or
qualified (restricted) by the agency having legal custody.
Accession. (1) The process of transferring records from an agency to the
physical custody of a records center. (2) A body of records so transferred.
Accession list. A summary of records transferred to a records center, usually
prepared at time of transfer.
Accession number. The symbol or code assigned for control purposes by a
records center to a boyd of records brought into custody. See also job number.
Accretion. A document or group of documents, to be added to records already
accessioned by a records center. Documents withheld at the time of the
transfer of the main body of the records become accretions when transferred.
Administrative determination. Attestation that certain specified information,
although not explicitly stated in the record, may be found to be implicit in
the total available documentation. For example, a military personnel folder
may not contain a copy of a discharge, yet a decision about the nature of the
type of discharge must still be given. Public Law 754, 81st Congress, gives
the Administrator of General Services Administration authority to make
administrative determinations on the basis. of documents transferred to a
Federal Records Center, provided he is authorized to do so by the atency
having legal custody. See also certification to fact.
Agency records center. A depository operated by a Federal agency other than
the General Services Administration for the storage of its own records;
requires approval of GSA, although GSA has exempted depositories of less
than 5,000 square feet from the need of securing such approval.
Alphabetic frequency table. A tabulation showing the approximate percentage
of-surnames beginning with each letter of the alphabet.
Audio-visual records. Graphic images and sound reproductions including micro-
photographic or motion picture film, engineering drawings, and blueprints,
etchings and paintings, and sound recordings on discs and tapes.
Back-to-back rows. Standard shelving arranged in double rows in record centers
to increase storage capacity per square foot. See also row.
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. Space within a file storage area or working area, usually outlined
four posts or columns.
Can't find. A requested document or information therefrom, which cannot
be located. Documents that have been charged out are not "can't finds."
Cartographic records. Maps and related materials, such as globes, mapping
charts, globes, cartograms, relief models, aerial photographs, and
materials documenting the preparation of maps.
Center carton. A corrugated cardboard box designed to hold one cubic foot of
records, either legal or letter size, and normally having a bursting
strength of 200 pounds per square inch.
Certification. (1) Attestation of the authenticit or official character of
a document or reproduction of the document. (2) The document embodying
the attestation. See also certification to facts, administrative determi-
nation.
Certification to fact. Attestation that certain specified information is a
matter of record. Public Law 754+, 81st Congress, gives the Administrator
of General Services authority to certify to facts on the basis of docu-
ments transferred to Federal Records Centers, provided he is authorized
to do so by the agency having legal custody. See also administrative
determination.
C_. The reproduction,, by any method, of the complete substance of a record
not necessarily in facsimile.
Cubic foot. That volume of paper records which fill a space one foot high
by one foot wide by one foot long. The basic measurement for records
volume. Standard conversion tables, tailored to the most commonly used
sizes of paper, are available. For example: 100 linear feet of records
size 8" x 10" equal 55.6 cubic feet, while 100 linear feet of cards, size
3" x 5" equals 10 cubic feet. See also linear foot.
Custody. The guardianship of records. The protective features of custody
differ as between (a) physical custody and (b) legal custody. See physi-
cal custody, legal custody.
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Document request. An inquiry for a document or documents, including copies
or reproductions thereof, and whether authenticated or not. See also
(information request).
Double-decking. Stocking file cabinets two high, back to back, to increase
storage capacity.
Federal Records Center. A facility maintained by the Administrator of
General.Services for conserving and processing of non-current records
that need not be retained in expensive filing equipment and high-cost
office space. The system of Federal Records Centers was authorized by
the Federal 1ecords Act of 1950.
Finding aid. Any written guide such as an index, list, inventory, or catalog
that is descriptive or. analytical with respect to a body of records,
having the purpose of clarifying the subject content and organization of
the records in order to facilitat their use. See also shelf list.
Fire aisles. Records center passageway established to aid in fighting or
preventing the spread of fire; they permit unimpeded passage of persons
for access to firefighting equipment. See also transportation aisles,
service aisles.
Holding area. Protected space assigned for the temporary storage of non-
current records of both temporary and permanent value before their dis-
posal or transfer to a records center.
Holdings. All of the records in the custody of a given agency, organizational
element, archival establishment, or records center.
Honeycombing. The storing of records so that there are many consecutive
empty shalf spaces, of various sizes, with consequently poorer utilization
of storage equipment.
Indefinite loan. The loan of records from a records center for an extended
period of time without surrender of custodial rights. Same as withdrawal
See also permanent withdrawal, reference service.
Information request. A form of reference service request, asking for infor-
mation to be derived from records in custody. See also document request.
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Inventory. A descriptive listing of an organization's records, by series,
including such information as volume, dates, arrangement, special
physical characteristics and location. Inventories not in final form
are designated preliminary inventories.
Job number. A code or symbol assigned for control purposes to a particular
accessioning or disposition transaction by records center. See also
accession number.
Lamination. A process, normally preceded by de-acidification, of xeinforo=
ing a fragile or damaged document by enclosing it between sheets of
transparent material, such as cellulose acetate foil, and,bonding it to
the na terial by the application of heat and pressure.
Legal custody. Control of access to, possession of, and responsibility for
records, based on specific statutory authority. See also physical custody.
Linear foot. A unit of measurement sometimes used to determine the quantity
of records in terms of length of space occupied without regard for height
and width. See also cubic foot.
Maceration. The destruction of documents by shredding or "beating" to render
them illegible and beyond reconstruction. See also pulping.
Main aisles. Same as transportation aisles.
Negative search. See not-in-file, can't find.
Nitro-cellulose film. Film having a base that is a compound of nitrogen and
cellulose prepared from nitric acid and cotton or wood fibre, highly in-
flammable, capable of spontaneous ignition and generative or noxious
gases while deteriorating.
Not-in-file. A requested document, or information therefrom, which cannot
be provided because of previous removal and replacement by a charge-out
form or continuity reference form. See also can't find.
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Packing list. An inventory, by type of record, of the contents of abox,
transfer case, cabinet, or other shipping container.
Permanent withdrawal. Recall of records from records center custody back
to agency custody; considered to be disposition, and not a reference
service loan. See also indefinite loan, reference service.
Physical custody-Possession of and responsibility for records including such
protective measures as precautions against unauthorized access, fire, de-
terioration, and misuse; yet control over access held by the legal custo-
dian. Possessor performs reference service on basis of administrative
agreement. Also called "protective custody."
Preliminary inventory. See inventory.
Processing area. Same as holding area.
Pulpin . Reducing the papersubstance of documents to the state of rag and
wood fibers suspended in water, so that the documents are illegible and
beyond reconstruction. See also maceration.
Purging. See screening.
Record Croup. The documentation produced by a given Federal agency, or a
major subdivision of a large agency, usually at the Bureau level of the
Government. A major administrative device of the National Archives and
Records Service for controlling archival arrangement and description,
and for the publication of inventories. Each record group carries a
code number assigned by NABS.
'Records center. An establishment maintained primarily for the storage, ser-
vicing, security, and processing of non-current records that need not be
retained in expensive office equipment and space. See also agency records
center, Federal Records Center, holding area.
Records center box. Same as center cartons.
Records center container. Same as center cartons.
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Records depository. Some as Records Center.
Records depot. Same as Records Center.
Records holdings. Same as holdings.
Records storage area. Same as holding area.
Reference rate. The number of times within a given period that a specific
file or collection of items is used.
Reference service. Making available for official use, or to the public,
records in custody, including copies or reproductions, both authenticated
and unauthenticated, or furnishing information from such records. See also
indefinite loan, permanent withdrawal.
Reference service request. An inquiry for records or the information in them
subdivided into document reuqest or information request. Federal Records
Centers use Optional Form 11 to process the inquiries.
Registration of record group. (1) Establishing and defining a record group.
(2 The document that defines a record group issued by the National
Archives and Record Service.
Relative humidity. The percentage of saturation of a unit of air. A relative
humidity of~+O% indicates that the air contains 4+O% as much moisture as
it could carry if it were 100% wet at that temperature.
Research service. A type of reference service such as examining and summa-
rizing information gathered from documents and from individuals and
organizations that are authorities in specific fields. See also
reference service.
Restriction. Limitation placed by appropriate authority on access to records
or information therefrom.
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Row. A single line of shelving, racks, boxes, cabinets or other filing
equipment having service aisles on long sides. See also back-to-back
rows.
Screening. Removal from a group of records of individual papers, folders or
groups of folders, usually to permit disposal of parts of the group and
retention of the residue; sometimes called "purging."
Search room. Space in records center set aside for searchers' use, analogous
to a library reading room.
Service aisles. Passage ways in records centers, usually 30" in width and at
right angles to transportation aisles and separating storage rows. See also
fire aisles, transportation aisles.
Shelf list. An item-by-item or series-by-series list of files arranged in the
order in which they are kept on the shelves. For this purpose Federal
Records Centers use Standard Forms 135 and 135A.
Shredding. Same as maceration. See also pulping.
Skid. A platform with stationary rear wheels and a coupling pin at front for
a hydraulic Jack, used to transport records from one location to another.
Stack area. That portion of a records center primarily devoted to and equipped
for the storage of records, as distinct from the offices, library, search
room, receiving area, and disposal area. Often called "the stacks"
Staging area. Same as holding area.
Statutory restriction. Limitation of access to records by law or regulation
based upon law.
Subpoena of records. A written court order commanding the person designated
thereon to bring into court records described therein under a penalty for
failure. The legal process is called subpoena duces tecum, meaning literally
"bring with you under penalty."
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Transporation aisles. Main transportation passage ways in records centers
bisecting storage.
Type of record. Engineering drawings, contracts, leases, work orders, job
orders, vouchers, correspondence, reports, directives, checks, accounts,
payrools, invoices, allotments, applications, minutes, bids, allowance
lists, inventories, indexes, chits, clock cards, bills of lading, bills
of material, receipts, purchase orders -- these are some of the more
common types.
Vault area. That portion of the stack area of a records center devoted to
the holding of security classified records.
Weeding. See screening.
Withdrawal. Same as indefinite loan. See also permanent withdrawal,
reference service.
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11. SOURCE DATA AUTOMATION
a. Eiectro-uiechan.i ca]_ Processing
Alphabetic-numeric. The characters which include letters of the alphabet,
numerals and other symbols such as punctuation or mathematic symbols.
Automatic typewriter. An especially modified and conditioned electric type-
writer capable of generating and accepting pulses for the purpose of encod-
ing and ecoding various machine language carriers. The language carriers
may be punched paper tape, magnetic tape, tabulating cards or paper reels.
Proper encoding on language carriers will result in the automatic operation
or functioning of the typewriter when such carriers are decoded by the
machine.
Batch. A number of items or transactions assembled for processing, e.g., in
a payroll calculation, the batches might be divisions. Batches, however,
may be arbitrary, such as orders received from 9 a.m. to 11 a.m. on a
certain day.
Batch control. A system of control devised for batches to insure their process-
ing in proper sequence or within scheduled deadlines. Any deviation indi-
cates an error.
Baudot code. The standard, five-channel teletypewriter code consisting of a
start impulse and five character impulses, all of equal length, and a stop
impulse whose length is 1.42 times the start impulse.
Binary. Pertaining to the number representation system with a base of two.
Bit. A binary digit.
By-product. An output, usually machinable, obtained simultaneously with the
preparation of source documents on automatic equipment. The by-product is
usually obtained without extra human effort over and above that required
to prepare the source document.
Byte. A sequence of adjacent binary digits operated upon as a unit and usually
shorter than a word.
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Card, 80 column. A punch card w.i. i;h i)( vertical- columns . representing 80
characters. Each column is divided .into two sections, one with charac-
ter positions labeled zero through nine, and the other labeled 11 and
12. The ll and 12 positions are also referred to as the X and Y zone
punches, respectively. See zone punch.
Card, 90 column. A punch card with 90 vertical columns representing 90 cha-
racters. The columns are divided in half horizontally, so that the verti-
cal columns in the upper half of the card are numbered 1 through 45, and
those in the lower half 46 through 90. Six punching positions may be used
in each column; these are designated, from top to bottom, to represent
the digits 0, 1, 3, 5, 7, and 9 by a single punch. The digits 2, 4, 6,
and 8 and the other characters may be represented by a combination of two
or more punches.
Card holder. The device for retaining a punched card for purposes of punching
or processing. The porta-punch card holder maintains the card rigid while
the stylis removed the prescored hole chip.
Card punch-edge. A mechanical device either a part of or attached to a paper
tape producing typewriter. Paper tape code pattern, as encoded by the
typewriter, are mechanically punched along the edge(s) of a card.
Card punch-sorting. A mechanical device which, under manual control, cuts
notches along the edges of special purpose cards. The notches, so cut,
are usually based on binary values in specific fields. (See McBee Rey-
sort).
Card punch-tabulating. An electro-mechanical device capable of generating
pulses resulting from the manual operation of numeric or alpha numeric
keyboards. The pulses so generated are encoded into the 6 channel code
pattern of the UNIVAC tabulating system or the 12 channel code pattern
of the IBM tabulating system, the codes so produced are mechanically
punched into standard tabulating cards.
Card reader-edged punched. A device which is either a part of or attached to
a punched paper tape machine. Sensing of the code patterns prepunched
into the edge-punched cards is accomplished either by electro-mechanical
pins or electronic light sensing cells. The code patterns so sensed are
converted into pulses which in turn activates the functions of the machine.
Card reader-tabulating. A device which is either a part of or attached to a
punched paper tape typewriter. Sensing of the code patterns prepunched
into the tabulating cards is accomplished whether by electro-mechanical
pins or electronic light sensing cells. The code patterns so sensed are
decoded, by the machine, and converted to pulses which in turn activate
the functions of the machine.
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Chad tape. A paper tape with the holes cleanly and fully punched. Chad is
the piece of material removed when forming, a hole (or notch) in a storage
medium.
Chadless tape. A paper tape with the holes partially punched. It is commonly
used. in teletype operations. Sometimes the holes are mechanically inter-
preted and printed on the tape.
Channels. The positions, or levels, at which language can be placed on a
carrier. Paper tape, the carrier for tape actuated equipment, consists of
5-6-7 or 8 levels, depending on processing requirements. Tabulating cards,
the carrier for punched card actuated systems, consists of 6 levels (Powers
UNIVAC) or 12 levels (Hollerith-IBM). Magnetic tape, the carrier for com-
puter systems, has a minimum of 8 levels.
Character. A numeric digit, alphabetical letter or any symbols usually found
on a typewriter which a computer may read, store, or write. Each charac-
ter must differ from all others and the total number must be fixed. The
totality is called a set.
Character recognition. The technology of using a machine to sense and encode
into a machine language characters which are written or printed to be read
by human beings. See also MICR.
Code. A set of rules that are used to convert data, e.g., the set of corres-
pondences in the American Standard Code for Information Exchange.
Code-element. The unit from which a code is constructed, e.g., Baudot code,
is a binary representation of the alphabet and numerals in which a group-
ing, presence or absence, of five elements expresses the code information.
Code pattern. The language of the source data automation machine. The number
of positions (holes or dots) which are impressed on the language carrier
are limited by the number of channels provided by the particular carrier.
Each character processed by the machine is assigned a discrete code pattern
made up of a varying number of holes or dots. Except in the case of 5 chan-
nel communication punching paper tape, no character has the same code pat-
tern assigned as another character. The assignable number of discrete code
patterns can be expressed in terms of channels to power of two:
5 channels available
- 25 or
32 different code patterns
6
channels
available
- 26 or
64 different code patterns
7
channels
available
- 27 or
128 different code patterns
8
channels
available
- 28 or
256 different code patterns, etc.
Common use term is simple "codes."
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Codes, system supervisory. These code patterns are exclusively utilized by
punched paper tape techniques. Each paper tape machine, processing or
producing, can be controlled by discrete code pa.t;terns sensed by the ma-
chine reader. Common supervisors codes are "punch on," "punch off,"
"skip end," "non-print." Tape to card converters are controlled by su-
pervisory codes known as "program indicator codes."
Common language tape. Paper tape automatically punched as additional output
from typewriters, accounting machines, etc., for use as input to computers
or other equipment.
Constant data. The information used from one form to another form, from one
job to another job, and so on; synonym--repetitive data.
Control panel. (1) An interconnection device, usually removable, which employs
removable wires to control the operation of computing equipment. It is
used on punch card machines to carry out functions which are under control
of the user. On computers, it is used primarily to control input and out-
put functions. (2) A device component of some data processing machines,
which permits the expression of instructions in a semi-fixed computer pro-
gram by the insertion of pins, plugs, or wires into sockets, or hubs in
the device, in a pattern to represent instructions, and thus making elec-
trical interconnections which may be sensed by the data processing machine.
Same as plugboard.
Control tape. A pre-punched paper tape containing all fixed data, typewriter
function code patterns, and system supervisory code patterns. See master
tape.
Converter, card to tape. A device which permits the changing of the method
for data processing from one form to another, e.g., a unit which accepts
information from punch cards and thazrecords the information on punched
tape or magnetic tape. Converter tape to card, from punched or magnetic
tape to punch cards.
Corner cut. The removal of a corner from the punch cards in order to assure
proper alignment of all cards in the deck when preparing or processing the
punched cards.
Coupon. A native language carrier which contains perforations in a readable
language.
Data. Data is information which can be machine processed to a required end
result. All information is not data. See information.
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Data processing. The preparation of source media so as to contain data or
basic elements of information, and the handli.n; of such data (according
to precise rules of procedure) to accomplish such operations as classi-
fying, sorting, calculating, surmnarizi.ng, and recording.
Data processing system. An interacting assembly of procedures, methods, and
automatic equipment to perform a series of data processing operations.
Data transmission. Communication of data from one point in a system to
another.
Decoding. Code patterns, comprising the language of data processing machines,
must be translated into usage pulses which in turn actuate the equipment.
This process is known as decoding. Common term--reading.
Edge-punched card. (1) Technique of punching data along the edge of a card,
usually consisting of permanent or repetitive data. The edge-punched
card, at the time, is easier to handle than paper tape. These edge-
punched cards use the same hole coding structure and equipment as paper
punched tape. (NOTE: Not to be confused with the registered trade mark
of Royal-McBee). (2) Cards with prepunched guide holes along one edge,
into which information can be punched or notched on the edges. Standard
cards are three inches wide and seven inches long. .These are supplied
fanfolded each seven inches and in packages of 250 cards. Nonstandard
cards are supplied in any visible, desirable size.
Feasibility study. An organized survey to determine whether paperwork could
be mechanized economically and efficiently in a data processing system.
See also data processing system.
Feed hole. The small holes in paper tape or edge-punched cards which engage
a sprocketed wheel and are used to move the tape or card through a reader
or punch device.
Field. An area on punched cards, paper tape or magnetic tape reserved for
data of a specific nature.
Field, fixed. A pre-designated column or group of columns on a punched card
or a given number of holes along the edge of an edge-punched card, set
aside for the recording of a given type or classification of information.
Font (alpha-numeric). A style of type face for alpha-numeric characters,
many optical scanning and magnetic ink character reading systems respond
only to special or a single type style or font.
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Fosdic. Film Optical Sensing Device which will convert, through an inter-
mediate microfilm step, pencil marks on especially designed forms to mag-
netic tape. The magnetic tape so obtained can be processed by computers.
Developed jointly by the Bureau of Census and the National Bureau of
Standards.
Hard copy. Manual or machine printed information in readable form. Includes
printed output reports, listing, summaries, and source documents.
Hardware. Physical equipment or devices forming part of a data processing
system, ranging from the manual equipment for processing the source docu-
ments to a computer and all peripheral equipment. Contrasted with soft-
ware.
Head. A device that reads, records, or erases information in a storage medium,
e.g., the set of perforating, reading, or marking devices and block assem-
bly used for punching, reading, or printing on paper tape.
Information. A collection of facts especially as derived from the processing
of data.
Input. (1) The media used to introduce data into a processing system. It
may be in the form of hard copy, punched tape, punched cards, or magnetic
tape. (2) The data to be processed. (3) The process of transferring
data from an external storage to an internal storage.
Integrated data processing.;IDP). Another name for source data automation.
Levels. See channels.
Machine language. A technique whereby data in the form of holes or magnetic
spots are converted to a series of electrical pulses which are designed
for interpretation and use by a machine. Electrical circuiting translates
these electrical pulses into mechanical and electronic functions. Same
as machined oriented language. Contrasted to problem oriented language.
Magnetic ink character recognition (MICR). A machine process whereby special
stylized characters and forms are printed in an ink containing iron oxide.
MICR equipment magnetizes the iron oxide and converts sensed magnetized
spots into electrical pulses. Much used on bank checks.
Mark sense. A technique for detecting special (graphite) pencil marks recorded
in selected positions on a punched card and converting these marks into elec-
trical pulses for machine processing.
Approved For Release 2002/02/25 : CIA-RDP74-00390R000100010001-5
 Approved For Release 2002/02/25 : CIA-RDP74-00390R000100010001-5
Mark sense ficld. The dcoci.E_;nrLtd Lrca f'r,r record 'i. n dn.an. _in s1;rccLa1.. graphite
pencil marks, cn.~h mark sr-n--,- field roquiros furor regular columns
of an 80-column pi ncltc d card.
MATRIX. See Opt:i.cal Reader Sensor'.
Mylar. A trade name and registered. trade mark by DuPont for a strong, durable
polyester material. Mylar is used extensively for magnetic tapes for records
and computers as well as a filler for special and permanent. paper tapes and
punched cards.
Non-bleeding tape. A tape impregnated' with a, non-mobile oil; tape which will
not transfer oil to other items it rnay- contact.. Also known as parchment
tape.
Off line. Pertaining to. peripheral equipment or-devices not in direct communi-
cation with the central processing unit of a. computer.. Contrasted to on
line.
On line. Pertaining to peripheral equipment or devices in direct communication
with the central processing unit of a. cornpu