SOURCE DATA AUTOMATION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500040034-4
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 83
• Document Creation Date: January 4, 2017
• Document Release Date: August 10, 2006
• Sequence Number: 34
• Publication Date: January 1, 1965
• Content Type: REPORT

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FPMR 11.5
RECORDS MANAGEMENT HANDBOOK
Mechanizing Paperwork
SOURCE
DATA
AUTOMATION
GENERAL SERVICES ADMINISTRATION
NATIONAL ARCHIVES AND RECORDS SERVICE
OFFICE OF RECORDS MANAGEMENT
Federal Stock Number
7610-782-2670
O I/C
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RECORDS MANAGEMENT HANDBOOKS are
developed by the National Archives and Records Service
as technical guides to reducing and simplifying paperwork.
RECORDS MANAGEMENT HANDBOOKS:
Managing correspondence: Plain Letters- -- -- - 1955 47 p.
Managing correspondence: Form Letters - 1954 33 p.
Managing correspondence: Guide Letters- 1955 23 p.
Managing forms: Forms Analysis _ - - - - - _ --- 1959 62 p.
Managing forms: Forms Design 1960 89 p.
Managing mail: Agency Mail Operations 1957 47 p.
Managing current files: Protecting Vital Operating
Records ---------------------------- --------_ 1958 19 p.
Managing current files: Files Operations _ - _ - 1964 76 p.
Managing noncurrent files: Applying Records
Schedules _ _--_----__-__--_-_---_-- --_-_--_ 1956 23 p.
Managing noncurrent files: Federal Records Centers 1954 25 p.
Mechanizing paperwork: Source Data Automation- 1965 78 p.
Mechanizing paperwork: Source Data Automation
Systems -- ___ -------- 1963 150 p.
Mechanizing paperwork: Source Data Automation
Equipment Guide ------------------------------ 1963 120 p.
General: Bibliography For Records Managers----- 1965 58 p.
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FOREWORD
Source data automation generally involves capturing data in punched
tape, edge-punched cards, or punched cards the first time it is tran-
scribed, so its subsequent reproduction can be mechanical rather than
manual.
GSA's source data automation program is aimed at mechanizing
the thousands of small operations in the Federal Government, which
are currently decentralized. In addition to the clerical cost savings
SDA almost always makes possible, it brings several other advantages:
? SDA provides the fundamentals for appreciating paperwork
automation. This may eventually decrease the Government's
recurring shortage of knowledgeable computer specialists.
? SDA increases the speed and accuracy of clerical processing and,
as a result, improves service both internally and to the
taxpayer.
? SDA is, in some larger offices, the first step toward automated
data processing.
? The systems study which must be made as a prelude to SDA
results in better operating methods. And, of course, SDA is
not the goal systems improvement is.
This handbook is designed as an introduction to the subject. The
reader will find, I am sure, that it does just that.
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TABLE OF CONTENTS
I. INTRODUCTION
Page
Byproduct Creation of a Native Lan-
Page
Short History______________________
1
guage---------------------------
32
Definition of Terms-----------------
1
Holes in Tape__________________
32
The Languages of Source Data Auto-
Holes in Cards_________________
35
mation--------------------------
Holes in Tags__________________
36
Information Capture________________
Perforations in Coupons---------
38
Application of Source Data Automa-
Dots--------------------------
38
tion-----------------------------
Bars--------------------------
38
Benefits of Source Data Automation- _
Selected Typefaces______________
39
II. HOLES AS THE NATIVE LANGUAGE
Magnetic Ink__________________
40
Tapes as Carriers___________________
5
Conversion Creation of a Native Lan-
guage------------
40
The Physical Characteristics of
Tape------------------------
5
---------------
MACHINEABLE FUNCTIONS
What Functions_____
45
Number of Channels------------
5
_______________
Advantages of Wide Tape-------
Punched Cards as Carriers-----------
8
9
Performing Functions with Punched
Paper Tape ----------------------
The Physical Characteristics of
Punched Cards_______________
9
Interpreting___________________
Verifying----------------------
Code Structure_________________
10
Writing-----------------------
Tags as Carriers--------------------
The Physical Characteristics of
Tags------------------------
12
Duplicating____________________
Arranging---------------------
Selecting______________________
Punched Code_________________
13
Merging-----------------------
Processing Tags________________
13
Matching----------------------
Coupons as Carriers----------------
13
Counting----------------------
The Physical Characteristics of
Coupons_____________________
14
Correlating Statistics------------
Computing --------------------
Perforating Code_______________
14
Communicating ----------------
Processing Coupons_____________
15
Performing Functions with Punched
III. THE NATIVE LANGUAGES OF READ-
ING MACHINES
Dots as a Native Language----------
Bars as a Native Language----------
Code Structure_________________
Imprinting Code_______________
Processing Data________________
Selected Type Faces as a Native
Language------------------------
Code Structure_________________
Processing Data________________
Magnetic Ink as a Native Language- _
Code Structure_________________
Data Fields____________________
Processing Data________________
17
18
18
19
20
21
21
22
24
24
24
24
Cards ---------------------------
Interpreting___________________
Verifying----------------------
Writing-----------------------
Duplicating --------------------
Arranging---------------------
Selecting______________________
Merging-----------------------
Matching----------------------
Correlating Statistics------------
Counting ----------------------
Computing --------------------
Communicating ----------------
VI. FINDING AND DEVELOPING APPLI-
CATIONS
What is Systems Analysis-----------
63
IV. MODES OF CAPTURING DATA
Finding the Area to Study -----------
63
Deliberate Creation of a Native Lan-
What to Look For______________
63
guage---------------------------
29
Where to Look_________________
67
Holes in Tapes_________________
29
Conducting the Study_______________
69
A Total Systems Study
71
Holes in Cards_________________
29
----------
Data Analysis___
_____________
71
Holes in Tags__________________
31
_
_
Reports Evaluation-------------
72
Perforations in Coupons
31
- _
Developing the New System ---------
73
Dots--------------------------
31
Considering a Specialty Form_ _ _ _
74
Bars--------------------------
31
Selecting the Medium-----------
76
Selected Typefaces--------------
31
Selecting Specific Equipment-----
76
Magnetic Ink___________________
32
Do's and Don'ts of Automation ------
77
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1. INTRODUCTION
During the last 50 years the American economy
has become increasingly dependent upon paper-
work. The ratio of clerical workers, in the
process, has gone from 1 in 40 of the total
work force at the beginning of the century to
1 in 6 at the present.
Paperwork processing in this country now
costs about $40 billion a year for clerical
salaries and for office tools-everything from
typists, punchcard operators, and bookkeepers
to pencils, paper, typewriters, adding machines,
duplicators, and items of electronic hardware.
Of this grand total, the annual Federal outlay
is nearing $5 billion.
Today about 20 percent of the paperwork
in the Federal Government has been auto-
mated in one way or another. An account
of this would tend to be divided into three
parts: (1) automated data processing, (2)
automated information storage and retrieval,
and (3) source data automation. This hand-
book is concerned with the last, and with the
other two only when a controlling interrelation
exists.
SHORT HISTORY
Jean Emile Baudot provided the possibility
for source data automation when he built a
paper-tape punch and reader in the 1870's.
About the same time, two other important
machines were invented. William Burroughs,
a bank clerk, invented the first commercially
practical adding machine. Christopher Sholes
invented the first commercially practical type-
writer. A little later, William Hollerith and
Charles Powers, realizing the value of holes as
a language carrier, devised punchcards as we
know them today.
In those inventions, source data auto-
mation machines had their genesis. The add-
ing machine provided the basis for mechanical
mathematics; i.e., addition, multiplication (re-
peat addition), subtraction, and division (re-
peat subtraction). The typewriter provided
the basis for printing. When converted to
type segments on tabulators, it provided
higher speed printing.
Source data automation has progressed
much more slowly than other technological
improvements. The reason was probably the
reluctance of executives to accept change. It
was difficult to sell the idea that a machine
could accurately produce, in 1 day's time,
four to five times more work than a clerk
could produce manually.
In 1912, John Wahl combined the adding
machine with the typewriter to produce the
first descriptive accounting machine. This
made it possible, for the first time, to type
item descriptions and to compute account
balances in a single operation, rather than two
separate operations.
The first front-carriage-feed accounting
machine was marketed in 1928. This machine
made it possible to produce, in one writing,
multiple forms of differing content. No longer
was it necessary to prepare statements, ledgers,
and journals in three independent steps.
By means of carbon paper, all could be created
in one operation. The first accounting machine
synchronized with a paper-tape punch was
developed in 1935. The first paper-tape type-
writer was introduced in the 1940's as an
automatic letterwriting machine.
Although punched-card tabulating ma-
chines had been available for several decades,
it must be noted that more improvements,
more new models, and more new applications
have been introduced in the last decade than
in all preceding years. Thus it was in the
early 1950's that "Integrated Data Processing"
began to be forcefully and dramatically demon-
strated by the equipment industry.
DEFINITIONS OF TERMS
The term "Integrated Data Processing" was
first coined to describe systems involving paper-
work, mechanized from initiation to completion.
Integrated Data Processing was then applied to
punched-card systems and, to a certain extent,
to computer systems. Finally, it became so
closely related to large-scale systems as to take
its place with Electronic Data Processing (EDP)
and Automatic Data Processing (ADP). In
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the process the term lost its original meaning of
source paperwork handling. The technique,
therefore, had to gain its own stature and a
more descriptive term. The term chosen was
"Source Data Automation" (SDA). Here is
the logic of the newer term:
machines of that period was the five-channel
punched paper tape. While five-channel paper
tape is still the only carrier accepted by many
final processing machines today, the limitations
of this carrier have virtually eliminated it as a
true common language.
Source-Where data begins
Data-Required information
Automation-In machine language for
machine-to-machine proc-
essing
Thus the basic principle of capturing
information in a usable medium, at the point
of origin, for further processing, introduces a
number of concepts which require further
explanation.
Source
The beginning of a paperwork cycle is the
source. This can be anywhere-in different
offices, in a different city, across town, or right
in the same office. Regardless of the physical
location, the source is always the beginning
of the paperwork cycle.
Data
Information is always data. It can be on a
form. It can be part of a form. It can be on
several related or unrelated forms. Data are
always recorded on some medium in some
manner. The recording may be merely an "X"
or a checkmark in a box. It may be hand-
written. It may be mechanically transcribed.
Data, for source data automation purposes,
must have three basic characteristics. First,
it must be of a reasonably repetitive nature.
Second, it must be machinable. Third, it must
exist in sufficient volume to justify the smallest
of automated equipments.
THE LANGUAGES OF SOURCE
DATA AUTOMATION
Much harm has been done to serious considera-
tion of the technique of source data automa-
tion by casual use of the two words "common
language." The origin of the phrase is not too
hard to pinpoint. Early in the formative
period of automation, the only language medium
which could be understood by all the available
Native Language
Every available automatic machine on today's
market operates on a language. It is true the
language of one machine may be recognized by
the machine of a different manufacturer, but
the fact still remains that each machine has
its own language built into it by its makers.
The languages of machines, therefore, are not
common languages but are the native languages
of specific machines. In source data automa-
tion one should speak of a machine's native
language and forget, for the time being at least,
the phrase "common language." In illustration
of this point, here are some of the basic native
languages and carriers of our common systems
and machines:
? Communications machines use five-chan-
nel punched paper tape.
? Paper tape typewriters use six-, seven-,
and eight-channel paper tape.
e Punched-card systems use a language
expressed in round or rectangular
holes punched into equal-size cards.
Scanning machines use special type
fonts and magnetic ink impressions.
The requirement for different machines to
talk to each other, in some systems, has led
to the development of language-converting
machines. These will be described in detail
later. The only point to be remembered here
is that regardless of the native language of
any machine, it can be converted into the
:native language of another machine.
The native language machines in source
data automation need the abilities to--
? Create data, including simple calculations
when required during the paperwork
cycle.
? Accept and record additional data as
it occurs in a paperwork system.
? Convert data to another machinable
form, if conversion is required in a
paperwork system.
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? Produce, as byproducts, data for the
next step in a paperwork cycle.
? Integrate dissimilar machines into a
single coordinated mechanized sys-
tem.
? Communicate with the more complex
machines, such as computers.
Common Language
The native language impressed on the carriers
discussed above is a code pattern formed on
the carrier by the recording machine. These
code patterns, when read by the "mother"
machine, result in the creation of an electronic
pulse that causes the machine to react in
accordance with the instruction indicated by
that pulse.
The most common everyday illustration
of pulse control is the dial telephone. When a
number is dialed, a small contact under the
dial makes and breaks a circuit the number of
times called for by the dialed number. The
circuit make-and-break causes a stepping relay
to move to the numeric position of the number.
When a person finishes his complete number
dialing, the encoded positions of the stepping
relays are decoded into a single pulse. This
causes the called telephone to be connected
with the calling phone and to ring. All source
data machines operate on the encoding-decoding
principle, and decoded pulses cause-
Reading Calculating
Writing Recording
Controlling Verifying
Communicating Language Conversion
The electric pulse is identical for a given
code pattern of a given carrier, whether trans-
mitted over long distances or short distances-
From Washington, D.C., to San Francisco,
Calif., via wire or wireless.
From one machine in a room to another
machine in the same room.
From one end of a machine to the other
end.
INFORMATION CAPTURE
When Jean Emile Baudot invented the native
language and the machine to "automate"
sending messages over the telegraph wire,
there was only one mode of capturing data, the
deliberate creation of the punched paper
tape by the manual depression of the keys of
a punching device. But, with today's modern
equipment, three major modes are available
for capturing the selected data in the native
language of the machines to be used:
? Deliberate creation.
? Byproduct creation.
? Conversion creation.
The machinery may be capable of per-
forming in more than one mode. For example,
a machine which punches a tape as a primary
function may also be capable of producing a
second byproduct tape in the same or different
native language. (See ch. IV.)
Source data automation attempts to obvi-
ate person-to-person processing by substituting
machine-to-machine, as shown in chapter V.
Most of the machines involved have been
pictured and described in the National Archives
and Records Service handbook titled Source
Data Automation Equipment Guide, which
should be used to supplement this handbook.
(Federal Stock No. 7610-059-2773)
Machine-to-machine processing came of age
with the advent of converters. These ma-
chines can translate or convert any native
language into any other native language. They
can, for example, convert the native language of
the punched tape typewriter to the native
language of the punched card, if such conver-
sion is required for completing the paperwork
cycle. Some of the common converters are:
Paper Tape
? Any number of channels of paper
tape to any other number of
channels of paper tape.
? Any variety of paper tape to any
variety of punched card.
? Any variety of paper tape to any
variety of magnetic tape.
? Any variety of magnetic tape to any
number of channels of paper tape.
Punched Card
? Any variety of punched card to any
other variety of punched card.
? Any variety of punched card to any
number of channels of paper tape.
? Any variety of punched card to any
variety of magnetic tape.
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Tag
? Any variety of punched tag to any
variety of punched card.
? Any variety of punched tag to any
variety of paper tape.
APPLICATION OF SOURCE DATA
AUTOMATION
Finding a paperwork function or type of opera-
tion in which some Federal agency has not
applied the principles of source data automatic
would be difficult.
The potential applications are limited
principally by the imagination of the person who
studies an existing paperwork cycle. Suc-
cessful applications have been developed in
property and supply management, personnel
management and statistics, production plan-
ning and control, work measurement and report
ing, fiscal management and accounting, as well
as in the major substantive functions performed
in Federal agencies. Over 70 representative
applications are contained in the National
Archives and Records Service handbook SDA
Systems, that supplements this handbook.
(Federal Stock No. 7610-985-7272)
Source data automation can bring the
advantages of mechanical or electronic opera-
tion to all levels of an organization. It can
ease the paperwork burden in the small office as
well as in the large one involved in voluminous
and complicated tasks. It can be developed--
? For any size operation.
? In stages, a step at a time.
? For utilizing dissimilar office machines
in "teams."
? As a direct means for communication
with the more complex electronic
computer.
BENEFITS OF SOURCE DATA
AUTOMATION
New achievements are possible for the office
with source data automation. It can help
integrate communications. To management it
provides the ability to systematize operations.
It supports forecasting with methodically de-
veloped data. Such data are not the result
of mere coordination of clerical tasks; it is
the result of thorough dovetailing of proce-
dures and functions. This integration often
crosses department, agency, or bureau organi-
zation lines. It makes the work of all easier,
quicker, and more effective.
Tangible benefits include--
Savings---Labor costs, the greatest part
of paperwork expense, are reduced.
Accuracy Errors are decreased or elim-
inated, as automatic production is more
reliable than manual.
Speed-Processing time in the complete
paperwork cycle is reduced, as auto-
matic production is faster than manual.
Better Information-More efficient sys-
tems are possible since data recorded
at birth was used for all processing
steps.
Better Decisions-Fast and accurate
decisions are based on up-to-date infor-
mation.
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II. HOLES AS THE NATIVE LANGUAGE
When holes are used to obtain the common
language pulse, mentioned in the introductory
chapter, four types of carriers are available
for source data automation applications:
? TAPES
? CARDS
? TAGS
? COUPONS
Each carrier uses its own code structure.
Differences in code structure occur among
similar pieces of equipment, using the same
carrier, when made by different manufacturers.
TAPES AS CARRIERS
Paper tapes were used as early as the 1870's
for sending messages over a wire and for playing
back the message. Glossaries define many
kinds of tape-read-in, readout, feed, by-
product, master, program, chadless. Any ap-
preciation of what source data automation can
do depends on an understanding of tape.
The Physical Characteristics o, Tape
Width. In a set of the different tapes used
by the various machines which operate from
or produce tapes, the differences in width would
be noted at once. The basic widths are as
follows :
Ij; R inch- 5-channel communications
equipment.
inch- 6- and 7-channel equip-
ment.
1 inch 7- and 8-channel equip-
ment.
3 inches to 81/2 Edge punched cards (wide
inches. tape) for 5-, 6-, 7, or 8-
channel equipment.
Color. Punched paper tapes were once pro-
duced in one color-light beige. Today, as an
aid to identifying different tape contents or
distinguishing security classification, tapes can
be produced in many colors. Popular colors
include beige, pink, blue, green, yellow, and
white.
Oiliness. Originally all tapes used in the
communications industry were impregnated
with oil to give added strength to the paper and
increase the resistance to wear. This oil-
impregnated tape served the purpose until
someone tried to file the tape away for a period
of time-perhaps with some other papers.
Then problems appeared, as the tape bled oil
on any absorbent material it touched. Today
many nonbleeding tapes are manufactured that
have the same durability and resistance to wear
as the bleeding varieties. They are impreg-
nated with an oil that will not transfer to other
papers they might contact. If bleeding tapes
are filed for any period of time, special filing
arrangements must be provided to protect other
papers.
Durability. Several different weights (thick-
nesses) of tape are available today, the thin-
nest at the lowest prices and increasing in cost
as the thickness increases. For extreme dura-
bility Mylar tapes are also available, two layers
of paper with a layer of Mylar plastic between
them. Mylar tape has the highest cost per
roll. Selection of tape for durability character-
istics should be based on--
? Value of the tape content.
? Number of times tapes will be used.
? Number of handlings of the tape.
Forms of Tapes. The tape originally used by
the communications industry was available
only in rolls. Since the tape used in source
data automation may be filed for long periods
of time between uses, some means of filing,
other than as a roll, is frequently desirable.
Tapes can be purchased today in flat folds or
fanfolds of varying length. Almost any length
fold can be ordered. Wide tape (edge punched
cards) is available as a single card for a unit
record of a predetermined length or as a con-
tinuous fanfold for records of unknown length.
(See fig. 1.)
Number of Channels
A specific location in the space across the width
of a tape is called a channel or level of punching.
Coding is accomplished through punching a
hole or series of holes in specific channels. Each
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WIDE TAPE (Edge Punched Cards)
B
- ? : $ 3 * 8~# 8 L ( ) . , 9 0 1 4 ? 5 7 ; 2 / 6
A B C D E F G H I J K L MN O P Q R S T U VW X Y Z
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pattern of holes represents a character, digit, or
function of the machine.
There are four different levels of punching
available. (See fig. 2.) The maximum num-
ber of code patterns which can be punched
into the various levels of paper tape is expressed
by a single mathematical formula:
5-channel tape-25-32 different patterns.
6-channel tape-25-64 different patterns.
7-channel tape-2'--128 different patterns.
8-channel tape-28--256 different patterns.
Since 26 alphabetic characters, supple-
mented by 10 numeric digits, are used to trans-
mit the English language, a bit of hasty
mathematics shows that the 5-channel tape is
inadequate, 32 possibilities as against 36 needed.
To overcome the shortage of codes, the
communications industry resorts to a tech-
nique called precedent punching. One of the
combinations is reserved to signal the machine
to shift to "uppercase," which includes punc-
STANDARD TELECOMMUNICATIONS
CODE FOR 5 CHANNEL TAPE
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ADDRESS PORTION OF A TYPICAL TELECOMMUNICATIONS MESSAGE TAPE
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tuation, numerals, and special symbols. An-
other combination is reserved to signal the
machine to shift to "lowercase," which con-
tains the alphabetic characters in all capitals.
Still other combinations are reserved for space,
line feed, and carriage return. The code
structure (combinations of holes) used by the
communications industry is illustrated in fig-
ure 3.
With the precedent punching technique,
the communications industry increased the
coding capacity of 5-channel tape to 52 possible
combinations for characters, numbers, and
punctuation marks-still leaving 6 code com-
binations to control certain machine functions.
The items marked FIGS and LETTERS in
figure 3 are the precedent punching codes for
numeric or alphabetic entries.
To send a message via the telecommuni-
cations code, the operator first punches the
desired precedent code. Then the operator
punches one or more carriage returns and line
advances to get blank paper in front of the
keys of the receiver and to position the carriage
at the beginning of a line. The operator then
proceeds to punchout the message. Figure 4
illustrates the address portion of a typical
message punched in tape. Figure 5 illustrates
how this address would appear when typed by
the receiver on a telecommunications circuit.
The five-channel code, the same basic
code developed by jean Emile Baudot in 1870,
satisfied the communications industry-and
still satisfies it today. When an attempt was
made to apply the tape-producing typewriter
ADDRESS AS TYPED BY THE
TELECOMMUNICATIONS RECEIVER
FROM THE ABOVE TAPE
NOTE: The numerals 4 and 3 are identical
in code structure to the alphabetical
characters R and E. They would have
been received as letters except that
they had been preceded by the preced-
ent punch for FIGURES. Also, note
that all alphabetical characters are
capital letters.
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 Approved For Release 2006/08/10: CIA-RDP70-00211 R000500040034-4
to other operations, however, it was discovered
that some things the typewriter can do could
not be done by the telegraph equipment.
The message was limited to capital letters,
for example.
Modern source data automation obviously
requires more than the 32 basic codes provided
by the 5-channel tape. Capital and lower-
case alphabet, punctuation, special characters,
and machine control codes are needed. Tapes
with six, seven, and eight channels meet these
requirements. No standard arrangement for
the code designations exists. Figure 6 illus-
trates the most commonly used eight-channel
paper-tape code configurations.
Advantages of Wide Tape
Short bits of information, used repetitively,
are hard to file and find in rolls of tape. Inter-
pretation, that is translation, onto the tape of
the meaning of the holes in the tape is done by
very few machines--thus data are blind in
most tapes. Relevant data, other than that
to be processed by machine, cannot be made
part of the tape.
Wide tape overcomes most of these diffi-
culties. Wide tapes were designed to store
coded information, with additional space al-
lowed for written information. They are
easily filed in conventional card-filing equip-
ment. Wide tapes may be of almost any size,
style, or shape- provided sufficient space is
available along the edge to contain the five-,
six-, seven-, or eight-channel code structure
to be used. Samples of wide tapes are shown
in figure 7.
Some of the advantages of wide tapes over
rolled or folded narrow tapes are:
? Small bits of data can be found more
readily.
? Small bits of data can be filed more
easily.
? Interpretation (translation of the
punched holes) can be printed.
? Identification of the contents by filing
or locating symbols can be included.
? Instructions for use, and other pertinent
handling information, can be placed
on wide tape.
? Relevant data, other than that to be
"machined," can be written on wide
tape.
? Wide tape can be filed "visually" in any
visible records system for quicker filing
and finding.
COMMON EIGHT CHANNEL PAPER TYPE
CODE CONFIGURATION
CARD
PUNCH
3
5
2
1
J
3
4 E
5
3
1
5-
6
5
3
2
6
7
3
2
I
7-&
B
4
8
9
5
4
9 -
A
7
6
1
a- A
7
6
2
b- S
C
7
6 5
Z
1
r C
7
6
3
6 D
7
6 5
3
1
E
7
6 5
3
2
1 F
7
6
3
2
1
gG
7
6
4
h H
7
6 5
4
1
1
7
5
I
7
5
2
k -K
7
7
7
7
7
7
5
5
4
4
3
3
3
3
2
2
2
1
1
1
1
M
N
O
pP
R
S
T
6 5
6
2
2
1
S
I T
U
5
3
U U
V
W
6
6
3
3
2
1
v V
W `-~
X
6 5
3
2
1
X
Y
-..._
5
4
- Y
Z
6
4
1
x -Z
SPACE
--
5
SPACE
7
6 5
1
/ 7
-~
- --
4
2
1
STOP
~
7
5
4
2
6 5
4
2
1
7
6
4
2
1
5
4
3
%.
6
4
J
7
4
3
PUNCH ON
7
6 5
4
3
UPPER CASE
6
7
6 5
6 5
4
3
2
TAB
END CARD 1
4
3
2
_
CONTROL
END CARD 2
6
4
3
2
1
PUNCH OFF
COB. TAB
5
4
J
2
DATA SELECTOR (AUX. 31
ERROR
-
7
4
3
2
FORM FEED IAUX LI
PI 71
5
4
2
P~
-
PI-
T
6
4
2
BACK SPACE
PI- 4
PI -5
7
6 5
6
4
4
t
3
3
-
1
-
1
PI - 6
7
S
4
3
I
ADDRESS IDEN. (811X 11
PI -7
4
3
1
------
SP 1
-
7
6 5
4
2
LOWER CASL
L
TAPE FEED
7
6 5
4
?
5
2
rnrE FEED
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 Approved For Release 2006/08/10: CIA-RDP70-00211 R000500040034-4
Wide tapes of the conventional 3- by 7-inch
fanfold variety are supplied in boxes of 1,000
each. They may be torn apart into unit
records of one or more 7-inch lengths, to fit
the job requirements. They may be cut apart
by a precision cutter which removes one code
position at the beginning of each series of cards.
Wide tapes of almost any dimension, limited
in size only by use and filing requirements,
can also be obtained. These cut cards must
have the prepunched feed holes needed for
source data automation equipment.
PUNCHED CARDS AS CARRIERS
The first punchcard equipment made its
appearance around 1890. At that time the
equipment was designed for the production of
numeric statistics only. Sensing a hole punched
in a card actuated dials or counters which
recorded selected statistical factors.
For the next 25 to 30 years improvements
were introduced and usage gradually widened.
Printing machines were produced to write
the statistical data. Alphabetic information
was added to the card and to the printouts.
Counters were added to permit limited mathe-
matical operations.
Today, punched cards are employed in a
multiplicity of operations of a numeric, alpha-
betic, or alphanumeric nature. New capabili-
ties are constantly being added to already
existing machines, or completely new machines
are being marketed. Speeds have increased
over the course of time, and more prompt and
timely reporting is achievable.
The Physical Characteristics of Cards
Size. A set of the different cards used by the
various machines which operate from or produce
cards includes the following sizes:
738 inches wide by 3Y4 inches long-
Used for the 80-column International
Business Machines Corp. card and
the 90-column cards of the Sperry
Rand Corp. (formerly Remington
Rand, Inc.).
Any width less than 738 by 334 inches long.
Used as a detachable coupon from
either the International Business
Machines or the Sperry Rand card.
Color. The most common color is white.
For distinguishing different decks of cards,
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for identifying special-purpose cards, and for
visual spot checking, cards may be obtained
in almost any color; white, salmon, yellow,
green, blue, and red predominate. In addition,
striped cards can be procured which have a
narrow band or stripe of color across the top
edge of the card. Combining stripes and card
colors affords all needed color distinction.
Shape of Holes. The code structure used
by the International Business Machines Corp.
is punched into 80-column cards in rectangular
holes. Sperry Rand expresses code structure
in round holes. Because of differences in the
code structure and in the internal mechanisms of
the various machines, a card punched with
rectangular holes cannot normally be used in
a round hole machine, or the reverse.
Fields. In planning the use of any card, the
number of columns available in the card is
divided into fields. A field is a column or
group of columns reserved to record a certain
kind of alphabetic or numeric data. For
example, columns 1 through 23 could be reserved
for employee names; columns 24 through 30 for
employee number.
Card Stock. The holes in the cards must be
sensed by the machines through which they
pass. This is accomplished---
? Electrically with cards containing rec-
tangular holes.
? Mechanically with cards containing
round holes.
? Photoelectrically with cards containing
round holes.
In the electrical process, figure 8, the card
passes over a metal roller and under a series of
metal brushes. As a metal brush feels a hole,
contact is made with the roller, thus completing
an electrical circuit. Completing the circuit
sends a pulse to tell the machine what function
to perform. The pulse is identified in the
equipment by-
? Location of the brush; that is, the column
of the card.
? Timing of the pulse corresponding to the
position of the hole; that is, the 4
position.
Since the contact between the brush and
the roller is important to operate the machine,
a contact must not be made unless there is a
hole in the card. Thus, cards must be non-
electrical conducting and free of carbon spots.
In the mechanical process, metal pins pass
through the holes in a card and activate me-
chanical devices to perform a specified function;
the metal pins are stopped by the card when
there is no hole.
In the photoelectrical process, cards are
light sensed. Cards pass over a bank of photo-
electric cells above which is positioned a bank
of lights. If a hole exists in the card, light is
passed and the machine is actuated.
Thickness of the card is critical in all
processes, as each machine must be able to
separate one card from the next card rapidly.
Thus all card stock is of a uniform thickness,
adequate to provide strength and durability.
Code Structure
The native languages of the 80- and 90-column
cards are different. Since the number of col-
umns in the card is interrelated to the code
structure of these native languages, each card
column capacity must be discussed separately.
80-Column Card. From left to right, columns
of the card are numbered 1 through 80. Each
column contains 12 possible punching positions,
or locations for holes. The punching positions
are identified, starting from the bottom of the
card with 9 and proceeding back through 0 in
numerical regression. The 11th punching posi-
tion, known to the trade as the 11 or X position,
is located above the 0 position. The 12th
punching position, known as the 12 or R posi-
tion, is located above the 11th. Positions 1
through 9 are known as digit positions; X and
R as zone positions; and 0 as a digit or zone
position depending upon its use.
In the native language, a digit is repre-
sented by punching a single hole in the appro-
priate digit position in a column of the card.
The alphabet is represented by punching a hole
in a zone position and a digit position in a
single column of the card. Symbols are repre-
sented by combinations of zone and digit posi-
tion punches in a single column of the card.
Figure 9 illustrates the code structure, the
native language of the 80-column card.
Zone punches (X and R positions), without
any accompanying digit position punch, are
also frequently used for card identification or
for control of certain machine functions.
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NUMERIC INFORMATION
Odd-Numbered Digits and Zero-
A single hole in the position of the number
desired.
Even-Numbered Digits-
A hole in the 9 position and a second hole
in the position one number lower than
the number desired. Hence holes in the
"9" and "1" positions give "2," and
holes in the "9" and "5" positions give
466 03
90-Column Card. The card is first divided
into two halves horizontally. The upper half
contains columns 1 through 45, from left to
right. The lower half contains columns 46
through 90, from left to right.
Each column, in each half of the card, has
six possible punching positions-locations for
a hole. The punching positions are identified,
starting with the bottom of each column, as the
9, 7, 5, 3, 1, and 0 positions.
A combination of two or three holes in a
single column gives an alphabetic charac-
ter. Ten characters use 2-hole com-
binations, and the remaining 16 use 3-hole
combinations.
The code structure, native language, is Figure 10 illustrates the code structure,
punched into the cards as follows: the native language of the 90-column card.
CODE STRUCTURE FOR 80 COLUMN PUNCHED CARD
Upper Right
Cornercut
0123456769
112 Punch Zone
I 1 1 or x Punch Punches
01
33333331333333333133333
444444414444444444144444
555555515555555555515555
666668616666666666661666
777777117111777777717177
000000010 0 0 0 0 0 10000000o0
1 7 3 1 5 / 7 1 1 10 1113 131415 1/1111111127 27 73 34
1111111111111111111111111
ABCDEFGH I JKLMNOPQRSTUVWXYZ
/11111111 1 1 1
11-111111 1 1 1
0000t0000000000000000001111111100000900100olol000060000
31733111 2133U31353 3331 11-I]-45--M 4505151U513961U613961ptl U
Np51aaw/07172737415767770 PO SO
IIIIIIIIIIII1IIIIIIIllllII11111111II111II111111111111111
222222212222222212222222122222221222222221222222212222222222222222222222222222222
333333133333333133333331333333333333311113333333333333
444444 4 4 4 14 4 4 4444414444444144444444444444444411114444444
I. Digit Punches
hes
55555555551555555551555555515555555555555555555555555555
66666666666166666666166666661666666666666665666666666666
777177777771111111111117777771717177777771777777777.17777
886888818B88888888888818888868688888618868d86818d888881888dd88811118811118dd8d8d
99999991999999999999999 99999999999999199999999199999991999999999995999999999959
1 7 3 1 5 5 71 110111313141516171111703173113 157127 3/ 2030313233 34 IS 11 77 11394111-11 -15.61144605151U 51156157U 396111UU61 15 0111 6160 all '213 Ma.
"Column Numbers LThe DigitJ
Punches
The Alphabet Special
Characters
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 Approved For Release 2006/08/10: CIA-RDP70-00211 R000500040034-4
CODE STRUCTURE FOR 90 COLUMIN PUNCHED CARD
The Alphabet
1 23456789 VA 88 J11 I GH I J K~ OPQRSTJ YZ
~?' 12 i2 i2 i2 ? 2
?i12 I2 2 12 ) '2 '2 2 ? 2
2
4 34 34 34 34 ?? 34 35 34 34 34 34 5. 34 34 54 34 3a 54 34 ? ? 54 34 ?"? 3. f4 34 4" 34 34 ? 34 ? ? 34 ? 34
3 34
Sfi 56 5fi SB 56 56 56 56 ?? 56 56 56 56 5fi 56 36 56 56 ?? 56 9 56 6.6 ??? 56'? % 56 ? 56 ? 56 ? 56 56 56 56
?,
'B ie 'B 'B
9 9 9 9
9 9 9 0 9 9 9 9 9 9 9
AI B 2 J13 J4 65 IF 6 G 7 H 8 1 9
Punches
2 .2 12 2 -2~2 ~2 ~? ??fi ~2 ~2 t x ~2 ~2 ~~ ~2 ~2 ~'~2 ip 2 ~) ~2 12 '2 '2 '2 '2 '2 '~ '~ '2 '2 2
34 34 34 34 34 34 34 31 34 34 34 34 3? 40?? ? 34 54 34 34 5, ? 3. ? 34 34 34 34 34 34 3. 34 34 34 34 34 34 34
56 5. 56 56 56 56 56 SB ? 56 ? 56 56 36 ? 56 56 ? 56 ?? 56 56 56 ? 56 56 56 56 %%% % 56 56 56 % 56 56
lB ! ~e ) i ' ) ) ) ) ) ) ' ) ' ! ? 'B B 'B le )e 'B 78 'a )B 'e 'e 16 'e 'e 'e
B e e e a e a e e 'e B 'e 'e B e 'e ? 'e 'e 'e 'B 'e B B N?
9 9 9 9 9 9 9 9 9 9 9 9 9 9. 9 9. 9 9 9. 9 9 ~~? 9 9 9. 9. 9 9 9 9 9 9 9 9 9 9 9 9
TAGS AS CARRIERS
The newest method of source data automation
is the print-punch tag attached to many items
in modern department stores. The tag con-
tains a series of small holes, the native language,
as well as printed information identifying the
user and the item to which the tag is attached.
The tag may be a single part (one stub) or
several parts (two or more detachable stubs),
depending upon the procedures developed for
the user. The holes in the tag represent
selected data which the user requires for auto-
mated operations.
Although most of the applications for
print-punch tags have been in the merchandising
of material from a store to a customer, appli-
cations are not limited to this field. Inventory
control, manufacturing records, production
control, material inspection, and piecework pay-
roll have :successfully utilized tags as the
medium of source data automation. Print-
punch tags are particularly useful when small
size or ability to withstand heavy abuse are
important factors.
The Physical Characteristics of Tags
Size. A set of the different tags used by the
various machines which operate from or produce
tags would include--
Dimensions of Number of
tag (in inches) tags to a set
Small ....... 2.2 by 1..... 2 to 6.
Medium..... 2.7 by 1..... 1 to 10.
Larige....... 3.2 by 1..... 1 to 10.
Color. Most tags are produced in white.
Since most tags are printed with at least the
identification (name and address) of the user,
colored stripes of all varieties can be obtained
for color-coding purposes.
Stock.. Tags must withstand frequent
handlings by customers, store employees, or
production workers. They must frequently
be remarked to reflect price adjustments.
Accordingly tags are produced on card stock
13 points in thickness (0.0013 inch thick).
Extra heavy tags of 15 points thickness can
be procured to meet abnormal conditions.
Tag stock can be coated with or impregnated
with various waxes or chemicals. Such coating
'permits the tags to be attached to items of
manufacture, for production control, while
these items are being processed through the
assembly and production lines.
Capacity. Capacity of a tag is measured in
two areas- -printing and punching. Maximum
'B '6 'e 'B 'B 'B ?? 'e 'B 'B 'B 'B '6 'B 'B 'B ? )B ;B lip" e: 'B 'e '8 B TB '8 ?? ?N? 'B ?? e
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 Approved For Release 2006/08/10: CIA-RDP70-00211 R000500040034-4
Punching Printing
Small tag......
20
37
Medium tag. . .
25
47
Large tag.....
31
59
If tags are to be converted to cards or
tape, and data are to be added which is not
punched into the tag, the first space from the
left of the tag must be reserved as a control
column.
Printing is accomplished by setting dials
on equipment developed to print and encode
the tags simultaneously. Items which are
encoded in the punched holes of the tag may be
printed or not printed, as determined by needs
of the user. If the user is willing to forego
using 10 digits of printed information on the
tag, provision can be made to substitute
logotype printing (slugs of type containing
fixed descriptions) of such things as fiber content
and fiber name.
Figure 11 is an illustration of upper and
lower line printing on the large tag. The
amount of data that can be included on a tag
by well-planned coding is noteworthy.
LARGE PRINT-PUNCH TAG
WITH UPPER & LOWER LINE PRINTING
5679?012,}567$990
?.?:13 VENTQRY
0PLATEHOLDER ? AK324
Punched Code
The code structure, native language, for
recording selected data in the tag is similar to
the five-channel code structure used in the
communications industry (described under the
discussion of tape). Five small holes, in a
vertical line, represent a single digit of data.
Punching is numeric only.
Processing Tags
Within the maximum capacity of the tag, all
identifying data known about a unit of mer-
chandise can be punched in five-channel code.
This recording is done to permit picking up
these data after the item has been sold. At
present, no known equipment will directly
process from print-punch tags. Conversion to
another of the native languages, punched
cards, paper tape, or magnetic tape, is necessary.
Data encoded in the print-punch tag may be
processed by--
? Conversion to punched card, paper tape,
or magnetic tape by an off-line con-
verter.
? Conversion to paper tape or magnetic
tape at the time of sale by using a
point-of-sale recorder. Supplemen-
tary data, such as salesperson, date,
or price, known only at the time of
sale may be added to the tape simul-
taneously.
Since the print-punch tag may be multi-
part, several conversions may be necessary in
a paperwork cycle, each conversion serving a
specific purpose in the overall procedure.
Figure 12 illustrates a multipart tag which
could require two conversion operations.
COUPONS AS CARRIERS
The average American homeowner, car owner,
or installment buyer is aware of the perforated
coupon as a method of source data automation.
The amounts, dates, and payment numbers,
which are perforated in the coupon, are read-
able.
The perforated coupon has been in use
for a long time. It has been common in banks,
finance companies, mortgage companies, and
department stores for many years. Recent
improvements have expanded the potential of
coupons as a means of source data automation.
These improvements now deserve attention in
a number of areas of Government paperwork.
Perforations, it must be remembered, are
in the native language of the human eye,
since they form readable characters and figures.
Today machines are designed to read and
translate these data into a native machine
language for processing the coupon.
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 Approved For Release 2006/08/10: CIA-RDP70-00211 R000500040034-4
MULTI-PART TAG
FOR MANUFACTURING CONTROL OF APPLIANCES
This stub remains on appliance after
shipping and serves as customer
reference information.
SERIAL NO. DATE MODEL
PRODUCTION
???? ???? ??? ?.?.?? of
.. ?
! 845 32 ? 1255 8
6ML- __ SERIAL NO. - DATE MODEL
The Physical Characteristics
of Coupons
.`size. A representative set of the different
coupons used would show wide divergence in
size. A,iv size paper adequate to contain
perforats;~ns read by the human eye can be
processed through coupon-reading machines.
O'igure 11 shows a typical coupon.
Tvl ' is ds also have been developed for
includin;= selected data, not readable to the
human eye, in the coupon in a native machine
language. Capacity of the coupon to store
data has been increased.
Coupon: Stock. Almost any weight of paper,
suited to the purpose, can be used as a coupon.
It is well to remember, however, that books
containing multiple coupons are all perforated
simultaneously. Thus, a heavier weight paper
may reduce the number of coupons produced
in one perforating operation. The average per-
forator can generate 20 coupons in 1 operation.
Perforating Code
The in-line code of the five-channel variety
similar to the native language of the communi-
SERIAL NO. DATE MODEL
SHIPPING
? .?
s .... ? ? 000 0.00000
.00. so** ? ? ? ? ? ? ? ? ? ? ?
?? ?
. . . ? ?. ?
This stub detached when appliance
is shipped and is used as record of
shipment.
This stub detached at completion of
production operation and is used as
record of production.
cations industry can be included in the coupon.
In the financial world, for example, the five-
channel code can contain selected data of
merest to the financier but not readable by
t:he borrower. Figure 14 illustrates some in-
line five-channel coding as contained in a
coupon.
To permit the machines to read numeric
a,nforma,tion- information perforated for the
A TYPICAL COUPON
(about 1 /4 actual size)
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 Approved For Release 2006/08/10: CIA-RDP70-00211 R000500040034-4
PERFORATED IN-LINE CODING
FIVE CHANNEL
Five Channel
in-line coding
human eye-the five-channel in-line code pat-
tern is spread into three adjoining columns
instead of a single vertical column. Figure 15
illustrates the method of accomplishing this
spread into three columns. The complete
digital pattern for three-column coding-the
native language of the perforated coupon-is
illustrated in figure 16. For visual reading,
seven channels are perforated. However, for
mechanical reading, only five of the channels
are utilized.
Comparing the digit reading pattern (three-
column code) with the in-line reading pattern
(five-channel code) indicates that very little
difference exists. As a result, coupon-reading
equipment can perform dual reading tasks,
switching from one reading pattern to the
other upon receipt of a switching symbol. This
symbol serves in the same manner as the
0 *-'*'-SPROCKET HOLE
precedent symbol for the tape machines.
Figure 17 illustrates a technique for com-
bining into one set of perforations the code
for both the three-column reading and the
five-channel reading.
Processing Coupons
Sorters are available to place randomly re-
ceived coupons in account number order for
processing. Readers are available to sense
the native language of the coupon and emit
the pulse for translation of the holes into the
native language of paper tape, punched card,
or magnetic tape. During processing, some
additional data may be encoded in-line, five-
channel code, onto the coupon by some model
readers. Beyond the sorting and reading,
all other processing is done after conversion
to another native language.
READING PATTERN COMPARISON BETWEEN 5 CHANNEL
PUNCHED TAPE AND PERFORATED CHARACTERS
?
5 Channel Tape Perforated Punch
Code with all Pattern with all
Channels punched Channels
punched
5 Channel Code
with Numeral 7
Perforated Perforated
Numeral 7 Numeral 7
as 3 Column as Human Eye
Reader reads it reads it
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 Approved For Release 2006/08/10: CIA-RDP70-00211 R000500040034-4
PERFORATED CHARACTER CODES
(3 COLUMN READER)
060
000
090
?0O
090
OOo
?oo
?00
?..
.00
00.
?O0
???
OOo
O?O
.00
0.0
?OQ
0.0
?OQ
000
000
O?.O
OO.
O??O
00.
?0.
0.0
.OO
OO.
?O0
.UO.
0QO
0000
OO.O
U.O.
?0.
000
.0.
*00
O.UO
O?.
0.0
0 . 0
0.0
? O 0
. OQ
o o*
? OQ
.00
.0 0
00*
O 0Q?
? OO
0S0
...
...
O.0
00.
0.0
0.0
?00
0.0
??0
0
0.0
?
000
O
0
0
3O
40
50
6*
70
80
9
0
B
l
2
NOTE: Only the circled black dots are read by the three column reading mechanism
DUAL READING TECHNIQUE
(COMBINING 3 COLUMN READING WITH INLINE READING)
DIGIT
PATTERN
IN-LINE
PATTERN
COMBINATION OF
IN-LINE & DIGIT CODE
FOR PHOTOELECTRIC
READING
000
0
000
00?-1
0-1
000 -1
0?Q0 -2
O-2
0#( -2
(000 -3
?-3
000-3
00?-4
Q-4
00?-4
0 0 0
0
000
? - 5
Check Hole
Q -5
(0-5
0 -- Sprocket Hole - -- 0 0 - Sprocket Hole
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 Approved For Release 2006/08/10: CIA-RDP70-00211 R000500040034-4
III. THE NATIVE LANGUAGES
OF READING MACHINES
Native languages are not limited to holes.
There are machines that read text, or read
characters (as those in magnetic ink on bank
checks), or read dots and dashes (bars) placed
on documents by credit card imprinters.
They read the print and convert it into the
native language of the machines involved so
that the machines can talk to each other.
Many people believe that these machine
reading methods open up an entirely new
vista of opportunity for source data automation.
Collectively they are often referred to as
scanning methods, or optical character rec-
ognition.
For a native language, one of the following
types of objects will be read:
? DOTS
? BARS
? SELECTED TYPE FACES
? MAGNETIC INK
DOTS AS A NATIVE LANGUAGE
At this time, two machines use dots as a native
language. One is known to the trade as
FOSDIC, Film Optical Sensing Device for
Input to Computers, and is owned and operated
by the Department of Commerce, Bureau of
the Census. The other is known as Docu-
Tran and is owned and operated by Science
Research Associates, Inc.
FOSDIC was used in the 1960 Census of
Population and Housing, one of the world's
largest statistical operations. The individual
census enumerator obtained information con-
cerning a person, a family, and housing facilities.
He received the information (data) orally from
the householder or in a written form on docu-
ments which had been previously mailed to the
householder. The data were recorded by check-
ing boxes or by writing dates or other facts on
a conventional form.
In the quiet of his home, the enumerator
transcribed data from the conventional form
on which it was recorded to a form specially
designed to capture the native language of
FOSDIC. Transcription was accomplished by
filling in the small circles under the appropriate
columns on the special form, figure 18.
After the recording of data on the special
forms was completed, they were microfilmed.
The negative microfilm was processed through
FOSDIC, whose electronic circuitry translated
little dots of light (negative appearance of a
filled-in circle) into a pulse for recording directly
onto magnetic tape.
The pulse was created at the rate of 1,000
spots per second for translation to the native
language of the computer. Data recorded by
the enumerator at the source were used to feed
a computer.
The black rectangles on the form, figure 18,
serve one or more of the following purposes:
Tilt Marks-To permit FOSDIC to deter-
mine how the microfilm image is alined
in relation to its scanner mechanism.
Size Checks-To permit FOSDIC to ad-
just for slight variation in microfilm
reduction ratios.
Index Checks-To permit FOSDIC to
position its scanning beam on a field of
data.
Special form techniques had to be de-
veloped to record certain data in the native
language of FOSDIC. Section P6 of figure 18
indicates how birth date had to be recorded,
in lieu of writing six Arabic digits as normally
used.
The DocuTran System of Science Research
Associates, Inc., varies principally from
FOSDIC in the direct use of the paper docu-
ments as input, instead of microfilm images.
Forms, used as input to DocuTran, may
be a minimum size of 5 by 3 inches; a maximum
of 8Y by 11 inches. Each position for recording
data is indicated by a tiny printed circle. Data
are recorded by filling in a circle with a common
pencil. On a maximum size form there are
5,320 possible positions (called response posi-
tions) for recording data. Several positions
may be dedicated to a multiple-choice answer
and as such are called a field. Figures 19
through 21 illustrate several of the techniques
used to record various types of data.
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 Approved For Release 2006/08/10: CIA-RDP70-00211 R000500040034-4
FORM USED FOR FOSDIC RECORDING THE NATIVE LANGUAGE IN DOTS
U S OEPARTMERT Of COMMERCE -2wtQ of Tnt (14504
1960 CENSUS OF POPULATION AND HOUSING
0 1 N
FOU400-(/ ppd(,E. check fisting. AA;
h th., enyen..1.. ?oha a.e.ISy Ih<
her. but I. tempererily .w.yt
h th.r .n.u. n.e.inw ?.~ow a wM~
h..nae I Id I Ae.,
lIDNfM-Check (or other unib. NT"-A11 06out
flff AAffpN. [~n~_~~g, peA: N seuT it:
t," jleeiew I Dee. enyenee In Mh WINMq Ne. M ywpMy
Pee? Sec. Al .r NYwMn en IS. preper.04 W h.n hwney
td~ ..dE,2.l Are M.r..,' y v~Y/ aN rnenh if500nnt-
w f WMn t...A
? 0 0 0 0 0 0 0 0 0 ? 0 0 0 0
O l t t 4--S , 1! ,- pup.Rnkt6*-
C 0? J) 0 0 0 0 0 ? 0 0 0 0 d
0 O? J O 0 0 0 0 0 ( 0 0? ~j y
0 0 0 0 0 ? 0 0( 0 I O S 0 0 C !
When the circles are filled in, the completed
paper forms are processed through a DocuTran
reader where photoelectrically operated cir-
cuitry reads the filled-in circles. Reading
sensitivity of the DocuTran can be set for a
wide range of mark intensity, thus permitting
the selection of the darkest mark in a field of
data and the rejection of stray marks and
erasures. Circuitry permits reading both sides
of a paper document simultaneously. Internal
circuitry permits the reader to translate the
data into the native language of punched cards,
paper tape, or magnetic tape. It can also
transmit the data directly to the memory of a
computer.
Special considerations have to be given to
quality control in printing forms for FOSDIC
and DocuTran. In addition, special quality
control must be exercised in the production
of microfilm copies for FOSDIC.
BARS AS A NATIVE LANGUAGE
Persons with gasoline credit cards may already
have seen this media of source data automation.
In such credit cards an arrangement of bars
embossed on the card represents the account
number. Figure 22 illustrates a typical credit
card with bars--the native language--for
source data automation of sales information.
Code Structure
The code structure consists of short and long
bars to encode numeric data only. The digits
RECORDING NUMERIC DATA FOR
DOCUTRAN READER
J-5-
TEST
SERIES
ELIGIBLE YEARS
PRESENT CAREER
REGISTER EXPER
? is
0 Yes
0
019
0
OO
020
0
0 Mun
0 mt
0 too
? Stv
v
0
0 ett
TT5
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 Approved For Release 2006/08/10: CIA-RDP70-00211 R000500040034-4
RECORDING ALPHABETIC IDENTIFICATION
FOR DOCUTRAN READER
A CREDIT CARD
WITH BARS FOR NATIVE LANGUAGE
FIELDS DEDICATED TO RESPONSES TO
MULTIPLE CHOICE QUESTIONS
FOR DOCUTRAN READER
1 ????0 46 ????m 91?0 ??D
2?0??D 47 ????? 92?????
3 ????D 48 ????D 93????D
4(A) ???0 49????? 94?????
5 ??.D so????? 93????D
6??D 51 ????D 96????D
7?Q??? 52 ????? 97?????
8~~??? 33 ????D 98?????
9 ??*?D 34 ????? 99 ?????
10 ????0 33 ????D 100????D
11 ?? O? S6????D lot?Q??
12 ????D 57 ????D 109?0
13???ID 58????
are designated by the position of the bars.
What appears to be a long bar to the human
eye is actually read by the machines as two
short bars. Thus, the position of one short bar
represents the digits and the other short bar
serves as a parity check for the reading machine
to check on the loss of a bar during transmission
of the pulse.
Imprinting Code
The bar code is normally carried in a plastic
or metal card in a raised type which permits
recording equipment to obtain an impression
of the code on a paper form. Data are em-
bossed on the plastic or metal card in bar code
and human-readable characters by Graphotype
machines. These machines are keyboard oper-
ated or are tape or punched card actuated. The
cards are used in a recording machine which
makes an imprint of the code, through a ribbon
of the machine or through carbon paper, onto
a punched card. At the time of use, the
recorder can imprint :
Constant Data-From the card of the
customer, as well as from a plastic card
identifying department, station, or sales-
person.
Common Data-From a series of wheels
in the imprinter, such as date of trans-
action.
Variable Data-From a set of print
wheels positioned by sliding levers, such
as amount of sale.
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 Approved For Release 2006/08/10: CIA-RDP70-00211 R000500040034-4
WING DFVICE FOR
RECORDING BAR CODE
Figure 23 illustrates an imprinting device
for recording bar code from an embossed card
onto a punched card.
Processing Data
Since the code is imprinted on a punched card
of 80 columns or on a 51-column portion of
such a card, the information is ultimately proc-
essed through ancillary punched-card equip-
ment, such as sorters, collators, and tabulators.
The first step in the cycle, however, is the
reading of the imprinted bars. The machine,
figure 24, reads the bar code and punches the
rectangular holes into the same card, converting
the native language of the bar to the native
language of the punched card. The reading
machine can punch on-
80-column card-27 columns of read infor-
mation and 13 columns of preset infor-
mation-total of 40 columns per card.
51-column card--20 columns of read or
preset information.
A sample of the data read from bar code
and punched into the same card is shown in
figure 25.
With special machines designed for bar-
code reading, the following additional functions'
can also be performed:
Accumulate--Add imprinted amount on
detail cards, and punch a summary card.
List ---List data, from each detail card, for
a transaction register or batch control.
BAR CODE READER
DATA READ FROM BAR CODE AND
PUNCHED INTO SAME CARD BAR
CODE
L"
?O
w
= U
U
Z c
da
Number-Assign a consecutive number
(six-digit maximum) to each detail card
for reconciliation or batch control.
Balance-Compare a stored total from an
accumulator to a predetermined total
on a hatch control card.
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 Approved For Release 2006/08/10: CIA-RDP70-00211 R000500040034-4
SELECTED TYPEFACES AS A
NATIVE LANGUAGE
Another widespread method of machine reading
involves the reading of selected typefaces.
Credit cards often have numbers embossed on
the card to represent the account number.
The digits may be accompanied by the bars
previously described or may appear by them-
selves on the card. The numbers sometimes
have a rather odd, highly stylized appearance.
Figure 26 illustrates a typical card with a
stylized typeface, a native language. Some of
the stylized type fonts are designed specifically
for a particular method of machine reading.
For other methods of reading, a stylized type-
face may be helpful, but not necessary. The
embossed numbers are often stylized to improve
the print quality and machine recognition.
The machine-reading results are always best if
the print is of a consistent and reliable quality.
Code Structure
Existing machines read one of three codes.
These code structures are-
? Numeric data only.
? Numeric and upper case alphabetic data.
? Numeric and upper and lower case
alphabetic data.
Each alphabetic character or numeric
digit has been designed as a distinctive shape
that cannot be read as another character or
digit regardless of the quality of the image.
For example, the numeral "6" cannot be read
by the machine as the numeral "8" because of
a poor impression or carbon.
ANOTHER MODEL OF
AN IMPRINTING DEVICE
A CREDIT CARD
WITH STYLIZED TYPE FACE
M
We apPrec~ale
vine f rretl
MR MODERN TRAVELER
123 45b 189
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 Approved For Release 2006/08/10: CIA-RDP70-00211 R000500040034-4
Figure 27 is illustrative of another selected
type font containing numerals, and also upper
and lower case alphabetic data for a specific
model machine. Though the typeface looks
only slightly different from the printed word
we read daily, it is in reality a native language
for a particular machine.
Processing Data
Machines which read type faces and process
the data vary widely. The data generated by
reading machines are frequently used in con-
junction with other data-processing equipment,
such as punched card or computer equipment.
Thus, the output of reading machines is often
the native language of the paper tape, punched
card, or magnetic tape machines. Many read-
ing machines can also be connected to electronic
computers as a direct on-line input device.
Machines are not only restricted to reading
one of the three possible code structures, but
are also restricted to reading this structure on a
certain medium. Machines may be categorized
as Document Readers, Page Readers, and Self-
punch Readers. The capabilities of each kind
of reader are briefly described in the following
paragraphs.
Document Reader. The document reader is
a machine, similar to the one in figure 28, that
has the capability of reading one or two lines
of data at a time, from paper or card stock
documents ranging in size from 2% inches by
2%4 inches up to 8j2 inches by 6 inches. It will
accept data printed by many conventional
machines, such as typewriters, adding machines,
and high-spe?d printers. Pencil or ink marks
in preprinted mark guides may be used to
produce specific codes in the output. Location
of lines to be read may vary from one applica-
tion to another within the specified margin
requirements of the reader.
Some of the features which may be added
to the document reader are as follows:
Batch header-Allows data read from
the first document, a header document,
to be recorded in the output for all
subsequent documents.
A c c urn u l a tor-Accumulates variable
amounts from documents it has read
and transfers totals to output. Device
will print on a lister, if desired, as well as
add, subtract, and read signs (plus and
minus).
mist printer-Prints on a continuous
tape the data received from the reader
or accumulator.
Serial numberer-Generates an ascend-
ing serial number for each document
read, and includes that number in
output.
Page Reader. The page reader is a machine,
similar to the one in fig. 29, that has the ca-
pability of reading all of the information con-
tained on pages ranging in size up to 812 inches
by 13 ~ inches. Information contained on a
This electronic wonder performs the same funct;on you are
performing now; ;t reads this type style, upper and lower
case alphabet;c characters, common punctuation marks, and
numeric characters, 01234Sb78'l. Model IPSP has ability
either to read full pages of typewritten information,
single or double-spaced, or to scan entire pages ;n
search of particular ;nformat;on, further translating it
into a punched paper tape code. Whether the S-level or
the b-level code ;s used, the page reader scans and punches
340 characters per second, auttomatl;cally feeding from page
to page. Among the many potential uses, the IPSP offers
automated systems in such areas as commun;cat;ons trans-
mission, typesetting, data reduct;on, sc;ent;f;c I;terature
abstraction, catalog-;ndex;ng and language translation.
Fig. :27
22
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page is read a line at a time from documents
printed with the type font selected for that
machine. It will accept data printed by
many conventional machines, such as type-
writers, adding machines, and high-speed print-
ers. The page reader is normally equipped
with locators which enable the machine to
find the vertical position of the first line to
be read and to ignore all printing above that
first line.
Some of the features which may be added
to the page reader are as follows:
Counters-Count the lines read and the
punched cards produced by the reader.
Serial numberer-Generates an ascend-
ing serial number for each page read and
includes that number in output.
Shift registers-Position variably right
registered fields, such as money amounts,
in the correct columns of a field of data on
a punched card.
Fig. 28
Selfpunch Reader. The selfpunch reader is a
machine, like the one in figure 30, that has the
capability of reading data imprinted on a
card and punching the data into the same card.
A single line of data on each punched card is
read and punched. Data to be read are most
frequently imprinted from metal or plastic
cards containing the appropriate typeface
embossed thereon. Punching into the card
is machine verified to assure accuracy.
Some of the features which may be added
to a selfpunch reader are as follows:
Preprogramer-Permits adding constant
data to each record read.
Accumulator-Accumulates variable
amounts from documents it has read
and transfers totals to output.
Serial numberer-Generates an ascend-
ing serial number for each document
read and includes that number in
output.
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Tabulator-Prints out and totals a proof
journal of all punched data.
List printer-Lists on a continuous form
the data received during the reading
cycle or received from an auxiliary
punched-card input.
MAGNETIC INK AS A NATIVE
LANGUAGE
In April 1959, the American Bankers Asso-
ciation published the specifications for a native
language to be used in the banking industry,
Magnetic Ink Character Recognition, famil-
iarly called MICR.
This native language and its associated
equipment unlocked the door to source data
automating the largest non-government paper-
work-handling application made to date.
Code Structure
The MICR language consists of 10 digits,
zero through 9, and 4 special symbols, figure .31,
printed. in a stylized typeface with an ink
containing particles of iron oxide.
The digits can be read by the human eye,
with a little imagination on the part of the
reader. They resemble the shapes of the digits
we are familiar with.
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Fig. 30
Data Fields
To make MICR usable as a native language, rinting
was necessary to define what magnetic ear on a
was essential and where it should app
check. hths inch is reserved for
The bottom five eig for
meas-
MICR. A space of 6 inches,
encoding in
of the check,
from the right edge o, is specified rg
as the universal imprinting area. e checks data can be recorded outside
eh ssecl 6-inch
universal area, which the cnot heck during clear-
banks handling
ance.
ance.
Specific areas within the universal 6 -inch
-c types Of
area are designated to contain SPI
operations- All
data common to all banking are mes-
data fields, as illustrated in the u p 3a check32,
.
ured from the right edge printed
All data, except the amount, can be p
user-
before the bank issues the check to first bank
The amount is encoded by
receiving the check for processing.
processing Data in the MICR ink are
The particles of iron
machines which process the
magnetized by the
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0
9
MAGNETIC INK CHARACTER RECC)GNITION TYPE FONT
U
II
OL
U, I I DASH SYMBOL
DATA FIELD LOCATION FOR MICR
SERIAL Number FEDERAL RESERVE A. B. A. TRANSIT number ACCOUNT number AMOUNT
routing symbol up to 41/A" '1'4 ' to 17/#'
up to 53/4" from edge from edge
from edge
il ff C Ed 31
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 Approved For Release 2006/08/10
documents and the magnetized fields are de-
tected by magnetic reading heads, very similar
to those in home tape recorders.
When MICR characters are magnetized in
the processing equipment, they send out pulse
patterns illustrated beside each digit and symbol
in figure 31. These pulse patterns are distin-
guished in the circuitry of the processing
machines to actuate other circuitry to perform
automated functions.
Sorting of checks by Federal Reserve bank
symbol, by American Bankers Association tran-
sit number, and individual bank account num-
ber is the current practice. This sorting alone
saves much labor and speeds up getting the
check to the bank on which it is drawn.
Further mechanization can be accomplished
with specific models of MICR equipment. The
CIA-RDP70-00211 R000500040034-4
magnetic ink may control the actual posting
to the proper accounts, the preparation of
statements, and the preparation of reports for
the bank and for the Federal Reserve System.
For convenience and economy of printing,
magnetic ink is permissible on any part of the
check. The MICR machines read only char-
acters in the areas on the document specified
by the American Bankers Association. Regular
ink appearing anywhere on the form, even over
data imprinted in magnetic ink in the specified
location, will have no effect on the processing
of the selected data, since it does not have the
ability to receive and maintain magnetic charge.
MICR can be converted to punched holes
in tapes or cards, or magnetic tape, or fed
directly to a computer.
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IV. MODES OF CAPTURING DATA
With today's modern source data automation
equipment there are available three major
modes of capturing selected data in the native
language of machines:
DELIBERATE CREATION
BYPRODUCT CREATION
CONVERSION CREATION
The machines used in source data automation
may be capable of performing in more than one
mode. For example, a machine which punches
a tape as a primary function may also be capable
of producing a byproduct tape in the same
native language.
DELIBERATE CREATION OF A
NATIVE LANGUAGE
The techniques of source data automation
require the manual depression of a key to
record a native language on a carrier. This is
the oldest method of deliberately creating a
native language. Key punching of cards, an
example of this mode, is still the widest used
manual method of data capture.
The following pages describe machines
which deliberately produce native language
carriers. Evaluation of each machine in the
framework of source data automation must be
based on the needs of the individual application.
Holes in Tapes
When tape is to be generated, it is possible to
create the native language deliberately by
depressing the keys of a punching device, simi-
lar to that shown in figure 33. On most
DELIBERATE CREATION OF A
PUNCHED PAPER TAPE WITH A
TYPEWRITER
models of equipment, production of the tape is
accompanied by simultaneous production of a
ribbon (hard) copy of the data on paper or
forms.
Another deliberate tape-generating mech-
anism, without the production of hard copy, is
a data recorder similar to the one shown in
figure 34. Variable data are manually set in
the keyboard of this device and all keyed
data are punched at one time into a five-chan-
nel tape. Fixed data, in limited amounts, can
be punched from code bars built into the ma-
chine at the time of manufacture. Mechanical
interlocks make the keyboard accept only cer-
tain digits in selected fields, when a control bar
is depressed. For example, if "Style Bar" in
the machine in figure 34 is depressed, selected
columns will be limited to certain predeter-
mined numbers, thus reducing the possibility of
human error. Data can also be captured from
print-punch tags inserted in the recorder at the
time of operation.
DELIBERATE CREATION OF A
PUNCHED PAPER TAPE WITHOUT
A HARD COPY
Holes in Cards
When punched cards are to be generated, it is
possible to create the native language deliber-
ately by using-
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keyboard-actuated punch, figure 35, to
produce an 80- or 00-column card.
DELIB RAT 'CR .TION".O - Ai
PUNCHED ' . A I I KEY
iI IC . MAC JN
A stylus and a prescored card, figure 36, to
ecord a maximum of 40 columns in an
W-column card.
DEUBERATE CREATION OF A
PUNCHED CARD USING PRESCOPFC
CARD AND STYLUS
LI3EA1 CIATfN OF A
PUNNED CARD, USIN
unnductor's punch and a card with
a?cpunched pilot holes, figure 3". to
:cord up to 90 columns in a round-hole
:rah..
,)ortahle data recorder, figure 38, to
t?uuc:h up to 80 columns of information,
columns at a time in an 80-cohumn card,
ip= table nonelectric, lever set punch,
fig ,re 39, to record information in a
F.dard or special plastic punched card.
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A special electrographic pencil and a containing the necessary data may be made
specially printed card, figure 40, to automatically without resetting the dials.
record up to 27 columns of information Perforations in Coupons
Holes in Tags
When tags are used, it is possible to create
the native language deliberately, only by
setting the dials of a print-punch recorder,
figure 41. Once the dials are set, many tags
When coupons are used, it is possible to create
the native language deliberately, only by
setting dials, inserting pins, or depressing the
keys of a perforator, figures 42 and 43. Once
set, the machine will perforate many coupons
simultaneously.
Dots
When dots are to be scanned as the input, it
is possible to create the native language only
by blacking-in a circle with a pencil. on a
specially designed form.
Bars
When bars are to be scanned as the input for
selected data, it is possible to create the native
language deliberately by obtaining an impression
of the code from a metal or plastic plate, using
a device similar to that in figure 23.
Selected Typefaces
When selected typefaces are to be read, it is
possible to create the native language deliber-
ately with a data recorder similar to that in
figure 23. The native language can also be
DELIBERATE CREATION OF
COUPON USING A HAND
OPERATED DEVICE
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-AUY OPERATED
created by typing or printing with the proper
typeface.
Magnetic Ink
When magnetic ink is used as the native
language for source data automation, it is
)ossibie to create the language in an iron-oxide-
i;carinri.ni ing equipment. Another way of creating
he language involves imprinting with a device
,inidaar to that in figure 2equipped with a
--pvci,fl ribbon hearing iron oxide ink
RVP'ROOIICT CRF,ATION OF A
NAil VF LANGUAGE
I"
KW kvproduct capture of data in the native
ianguage is not new, though it some-
irr c xas not been recognized as such. For
c=iaiiy wears it has been possible to list detailed
9;', ansactions from unit records in punched cards
1ncl simultaneously create- through a cable
~-,f,n;'c-, ed piece of auxiliu
DO 00~
d LL
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Approved
 Approved For Release 2006/08/10: CIA-RDP70-00211 R000500040034-4
A Total Systems Study
Frequently source data automation applica-
tions cross section, branch, division, office, or
even agency organizational lines. Thus, one
of the first considerations is the need for a study
of a total system.
A systems study would prove ineffective if,
in automating one step of a paperwork cycle,
it complicated another step in the cycle. If it
destroyed, unwittingly, the existing mechani-
zation of a step of the system, it could be costly.
It is imperative therefore that every detail of the
entire paperwork cycle be fully understood;
that the effect of the system on related paper-
work, reports, operations, and organizational
structures be clearly foreseen.
A total systems study of the paperwork
cycle may result in-
Z WM_JW__T_
M2 ~~
0
REQUISITION DATE
15 April 1962
RkQUISSI1 tb
United. States Autoitget
Washington 2r. `D.c._
ORGANIZAtION
' R;ecord`s NSgtnt.
x
Sxp
Tess 0 Da s Net-
QUOTATION APPROVED BY
John Smith
NO IATURE AND ES IP N PRICE
~,ms S A Workshap),
Fig. 109
Elimination of the operation or elimina-
tion of steps in the complete paperwork
cycle.
? Reorganization to bring together ade-
quate volume to justify mechanization.
? Drastic change in the basic approach to
the entire paperwork system.
Data Analysis
Another element of a systems study to take
on added significance is that of data analysis.
Frequently bits of data have been collected
because someone thought they would be nice
to have; that someday someone might ask for
them. Data collected in an automated system
must serve some useful and productive purpose,
if the effort expended for its collection is to be
justified. On the other hand, all data essential
REQUISITION-SDA1
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 Approved For Release 2006/08/10: CIA-RDP70-00211 R000500040034-4
REQUEST FOR QUOTATION-SDA2
APPROPRIATION CHARGEABLE
CO. 1 102-2 . 415101. 262
? ' S May 1962 Air Express 30 Do:vs
ITEM -
QUANTITY NOMENCLATURE AND DESCRIPTION
%165-9847.
Film, !,SDA Work_shoi-,)
MARK FOR
ORGANIZATION
Training Department IRecord; Mgmt.
QUOTATION DATE
A.. i 1
P NI TO
QUOTATION NO.
391 01-1 08
United States Automation Agency
Washington 25, D.C.
F. O. B.
ng ti oint;
QUOTATION APPROVED BY
of l
t o 1 he end products of a paperwork cycle must
e available. It must be recorded in a native
lain?eunage to take full advantage of the automatic
cr cripment selected for the Job-
0-w of the best ways to determine the data
That are repetitive is to assemble a complete
set of all of the forms currently used in the
paperwork system--filled ir. for every item of
401 a rnation. Areas on the forms which contain
riata 1h ;1I are repeated from Iorm to form are
c:vfored in. Care should he exercised to get
llcc n- petitive data, not necessarily the re-
petitive item identifications- Varying title
t.~n identifications may he used to record
rl:!), I "I". da'a in the various steps of a paper-
ra%c13 k ecvcte. Although the identification used
on rc Different form may nary, the filled-in
data are identical. On the four forms shown
:us fi~.->cres 109, 110, 111, and 112, various
r:iptions are used to identify the same filled-in
d:11,1
In lie analysis, all data from all forms
involved in the paperwork system are recorded
on a "Recurring Data Analysis Chart" (On
tional Form 18). Figure 113 is a chart c>t
this nature, filled in for the four forms pre
viouasly mentioned.
Cola ring-in the areas containing identical
data establishes the data which is repetitive
and which lends itself to being recorded in a
native in awhine language. Recording the data
on a "Recurring Data Analysis Chart" identi
fies the number of times each item is repeated.
It also establishes the point of first writing for
each item of repetitive data, the point where
the data are best recorded in a native machine
language.
Reports Evaluation
The fact . hat a report is presently prepared in
a specific.. manner, with certain information,
:Ines Dior -.iecessarily Justify its continuance.
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 Approved For Release 2006/08/10: CIA-RDP70-00211 R000500040034-4
The fact that a report does not presently exist
is no indication that management does not need
a report of that nature and with that infor-
mation. In developing a paperwork system,
it is frequently necessary to start with the
information needed by management, in the
form of reports, and to work backwards to
the data needed to assemble or construct such
reports.
First, a set of reports prepared during the
paperwork cycle is assembled. The data in
the reports are analyzed in the same manner
as the data in the forms used in the total
system. The next step is a preparation of
"Recurring Data Analysis Chart," which keys
t:he items of data in the reports to their source
in the forms. It should now be determined
how data appearing in reports but not in forms
are developed-whether by mathematical op-
erations, by data manipulation such as file
updating, or by procedural controls such as
insertion of a constant by the machine.
Management of the organizations affected
is consulted to determine whether essential
reports are missing, were not prepared because
they took too much time, or were too expensive.
Frequently reports of this nature are achievable
with mechanized equipment. If new reports
are furnished, do they supersede any presently
prepared reports?
DEVELOPING THE NEW SYSTEM
Unfortunately, few general principles of sys-
tems development are available. Perhaps the
greatest ingredient of the development of any
paperwork system is imagination-the ability
to visualize the capabilities of various machines,
to picture the use of a selected machine to
handle a specific problem, and to determine
the feasibility of a new approach.
Not all persons are endowed with the same
degree of imagination. Where one can imagine
PURCHASE ORDER-SDA3
APPROPRIATION CHARGEABLE P.Q. DATE
CO. 1102-2. 41501. 262 26 April 1962
(The low bidder from among
the various vendors)
MARK FOR
gaining Department
May 1962
ROUTING
Air Express
P.Q. NO.
39101--108
United States Automation-Agency-
Washington 25, D.C. 0
ORGANIZATION
Records Mgmt
TERMS
30 Days Net
NOMENCLATURE AND DESCRIPTION
265-984.7.
Films (SDA Workshop)
Shipping Foist
VENDOR'S NO:
PO-1808-5
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 Approved For Release 2006/08/10: CIA-RDP70-00211 R000500040034-4
RECEIVING REPORT--SDA4
AA
~~~vn csfnvrnx~[t PO OAt'
E*f1 t'f5 7 ~i:; n rrie r r . ' Q, NO.
'` ~a f o bidder from amo g U1ted :01 -
e
? MAR FORS ~-
; URGAt91~~TliS
#
,-.
~
in: Lr
l]Tle l U%S {L 7 'mt
I Nl; ROUTING TERMS
?
. s 12 r NOMENCLATURE AND fi?$ PTt{il
~-98t 7.
the possibility of solving his problem by a
mechanical means, from origin of data to its
ultimate uses in a computer, another with the
same facts may be able only to visualize a
streamlined conventional manual method,
Where one can imagine a completely new ap-
proach to a paperwork problem, eliminating
many steps of a paperwork cycle and many
reports, another may be able to make only
minor procedural improvements in the old and
tried system.
The possibilities of source data automation
are limited only by the imagination of those
who conduct systems studies needed. It may
be profitable, however, to point out here some
areas of systems development on which greater
emphasis must be placed when source data
automation is considered.
Considering a Specialty Form
Perhaps the first question to be answered in
the development of a new system would be,
"Is equipment really needed?" Perhaps a
specialty form will provide a desirable solution
without new or automated equipment.
Specialty forms often permit the writing
of all data at one time onto many different
forms fastened together into a single set.
Separating the form-set into smaller parts
(smaller form-sets) often permits adding data
during further processing in the paperwork
cycle. Factors affecting the construction of
specialty forms include--
Elirninat:ng Data From Some Forms in the Set
by---
? Varying the length or width of some of
the parts of the set.
? Varying the length or width of some of
he carbon papers in the set.
? Devising carbon blockouts.
4) UUsng strip carbons or spot carbons.
? Sec?,sitizing parts of the set in selected
"hots by carbon backing.
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RECURRING DATA ANALYSIS CHART
RECURRING DATA
ANALYSIS CHART
STUDY OF
PURCHASING - RECEIVING
CYCLE
O
' Requisition - Quotation -
Purchase Order Number
Ship To
Organization
Quantity
7. To - Received From
Quotation Approved By
P. O. Date
0. Vendor's No.
Quantity Accepted
Quantity Rejected
TOTAL
N0. N0. N0. NO, NO. NO. 0. N0. NO.
4
4
4
REPETITIVE DATA
4
WITH DIFFERING FORM
4
IDENTIFICATION
4
4
2
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Separating the Form Into --
? Individual copies.
? Smaller sets for further processing of
each (small set) independently.
Getting a Sufficient Number of Copies by
? Using carbonless paper to reduce the
bulk of the form set.
? Using an offset master, hectograph mas-
ter, or (lie impressed stencil to
Produce both form and variable
data simultaneously onto blank
paper.
Print into specific locations on
preprinted paper forms by the
manner of positioning different
forms in the duplicating machine.
Eliminate certain data from some
forms either by the manner of
positioning the forms in the dup-
licator or by blocking out certain
areas on the master.
ANALYSIS OF VARIOUS MEDIA FOR A
PARTICULAR SYSTEM
Byproduct of forms
writing it the
source............
Key: X-- best.
0- -:text best.
? Generating a new offset master for
further processing with some data
added at a later date.
Like the whole area of systems develop-
ment, the design of specialty forms to meet the
requirements of specific paperwork systems is
limited only by the imagination of the designer.
Selecting the Medium
The next consideration in systems development
is the selection of the medium to carry the
native language. The medium is the basic
starting point for devising the new system and
for selecting the specific models of equipment
needed.
Each medium, tapes, cards, tags, and
so on, has advantages that are valid only when
considered in the light of a specific source
data automation application. Chapters III
through VI of this handbook outline the
advantages of each medium and the specific
functions that are machinable with such
medium. The advantages of each medium
must be carefully considered in comparison with
the specific needs of a paperwork system.
Figure 114 shows how some of the analysis of
the medium might be reduced to writing.
PAPER
TAPES
PUNCHED
CARDS
Figure 114
Sellectiig Specific Equipment
The final consideration in systems development
is the determination of the specific make and
model of equipment to meet the desired systems
improvement. Descriptions of available makes
and models are contained in "Source Data
Automation Equipment Guide," a companion
publication of this handbook.
Selection of equipment is frequently influ
enced b~ the equipment already owned or
operated by the agency. Compatibility of
equipment is likely to save money in the long
run. Operators are already familiar with the
operating; principles and techniques of the
existing :equipment. Additional training on
the new models may be required, but it is sel
dom necessary to conduct a complete training
program- Compatibility eliminates much con-
version fi,)m one native language to another or
from one medium to another.
'i qu> ;went selected for the paperwork
system nust have adequate capacity and
sufficient gadgets to perform all of the necessary
operation:, without over- or under-mechani-
zation. ';ach basic model of equipment has
the abiliay to perform specified functions.
WIDE
TAPES
(EDGE
PUNCHED
CARDS)
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Additional functions can often be performed
by cable connecting an auxiliary device or
by building in some additional gadget. Pro-
curement of these additional devices is un-
economical unless a real need for them is
present in the requirements of the system.
On the other hand, many of the additional
devices require factory installation. Omitting
the device at time of purchase can be costly
in the long run.
In the selection of equipment give careful
consideration to capturing information as the
byproduct of a basic processing step. Effort
should be made to eliminate the need for human
intervention in an automated system. Full
advantage should be taken of the automated
features of the various makes and models of
equipment.
Costs of the present (manual or semi-
mechanized) system should be compared with
those of the prospective system and with
alternate prospective systems using other ma-
chines or media. It is necessary to consider the
cost of rental, purchase, and lease-purchase
arrangements for the equipment. The pro-
curement plan that is economically sound for
the particular paperwork system studied should
be selected. Usually the purchase or rental
of equipment should be amortized within 3
years by savings in personnel, time, or other
operational costs. If the equipment does
not amortize in this period of time, probably
only a portion of the paperwork system was
studied, not a total system. It is also
possible that other potential source data
automation applications in the same organi-
zation can share the cost of equipment procure-
ment or rental.
Need for employee training influences
selection of the make and model of equipment.
The availability of training should be checked,
if any is required. Will it be conducted by the
equipment manufacturer with a standard
training program or will it be necessary for the
agency to develop in-house training programs?
The amount of training necessary depends on
the complexity of the equipment selected for
the paperwork system, as well as on the amount
of procedural change made in the system.
After a tentative equipment selection has
been made, it is desirable to see a demonstration
of that equipment actually performing the
agency's paperwork problem. Such demon-
strations may be performed in the showroom of
the manufacturer or in the office of a customer.
Demonstration frequently brings to light an
essential operation overlooked in preliminary
selection of equipment. During a demonstra-
tion every detail of the job is again questioned,
as it is performed by the machine. Particular
emphasis, during a demonstration, should be
placed on how the equipment handles exceptions
to the routine.
DO'S AND DON'TS OF
AUTOMATION
Perhaps, what has been said in this chapter is
best summarized by listing some of the Do's
and Don'ts of source data automation.
DO-
0
Look for repetition, volume, urgency,
and error as clues to potential source
data automation applications.
? Study the system in depth. Automation
requires precision. Machines are less
flexible than people. Every detail of
the system must be worked out in
advance. Machines bind you to the
system.
? Study the system from birth (source)
of data to its final resting place.
? Consider another approach besides auto-
mated equipment.
? Remember that systems improvement
is the objective, not necessarily auto-
mation.
? Analyze the need for the data being
collected. Collect only data which
will serve a purpose.
? Remember that each field of data must
be completely disciplined from one
record to another, from one medium
to another.
? Consider necessary controls. A suitable
source data automation system must
contain: (1) a selected number of con-
trols to assure accuracy of results;
(2) a number of checkpoints to which
we can return when an error is de-
tected, without having to return all
the way to the beginning of the paper-
work system.
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? Consider standardized coding of infor-
mation. Codes must be developed for
uniform application and each term
must be defined to prevent miscoding
of information.
? Take advantage of byproduct production
of native language media-byproduct.
to a necessary basic step in the pap-
erwork system.
? Consider training. Either develop in
house, on-the-job programs or arrange
to have training conducted by the
equipment manufacturers.
? Conduct a trial run to debug your pro
posal. It is better to discover an error
or overlooked item early in the game.
? Make doubly sure that the preparation
of input or conversion of already exist.
ing data involves--
Proper recording and validation of
raw data.
Proper coding of data.
Verification of accuracy of data
transcription.
Periodic machine testing to detect
malfunctions.
? Buy equipment first and then attempt
to determine what: to do with it.
? Try to do the job without putting the
facts about the present system and
your proposal in writing.
? Try to do the job alone. Instead get
the cooperation of the people involved
in the operation.
? Over- or undermechanize, or mechanize
for the glamour of automation.
? Listall an agencywide system over-
night. Try a pilot installation first,
installing others on a scheduled. basis.
? Look at a single step of a paperwork
system. Instead study the whole
system.
? Try to carry on operations with the
present forms. Probably all forms
involved in the paperwork cycle will
require revision.
? Ignore the problems of converting ex-
isting data to the native language
you have chosen.
? Blindly prepare the same reports used
in the present system.
? Ignore comments and suggestions from
the operating personnel.
? Buy a "pig-in-the-poke". Instead get
demonstration of the equipment per-
l'orming the routine paperwork cycle
and all the exceptions to the routine.
? Select a medium for the native language
without analysis of the advantages
in relation to the specific paperwork
system.
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Washington : 1965
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