PROPOSED FEDERAL STANDARD NO. 256A, FOLDER, FILE; BLANK, TWO LEAF

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00450R000100070055-5
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 2
• Document Creation Date: December 12, 2016
• Document Release Date: June 11, 1998
• Sequence Number: 55
• Publication Date: June 11, 1968
• Content Type: MEMO

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FROM Everett O. Alldredge! Spedi esi
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SWAM: Proposed Federal Standard No. 256a, Folder, File; Blank,
Teo Leaf
?
Jnme 11, 068
Attached are: (1) the proposed Federal, Standard for file. folder*
aimed at reducing .tbe wide variety or file folders now being used in
rederal offices and being stocked in the Federal Supply Depute and
a COW of the .traussittal memorandum from the Federal Supply
Service to their distribution list of procurement personnel explaining
this melted Standard and asking for agency comments by July 26, 1968.
As part, of this joint FSS-AARS standardization efforts, KARS hes been
asked to contact agency records managers to insure that the record
management aspects of the proposal are adequately considered during
the egeney review of the prowled Standard.
Backgruuod: As of August 1966, interim Federal Standard No. 00256 --
covering the same 18 styles of folders included in the
Standard 256a -- was circulated to Govermment agencies for mment
and review. As a result of the review, the revised Standard (256ised
was issued. The following changes were made from the previous interis
etandarde
Elimination Of the vording permitting the use of Federal 3-141114
nebedule Contracts for procuring nonstandard folders if agencies do
not feel the 18 styles of folders will meet all their paean. in
effeet, under this revised Standard (256a), a style of file folder
suet be incleeed in the Standard, if it is to be generally available
to agencies '4Aeuugh being stocked in the Federal Supply Depots.
(2) Limiting the cavemen of the revised Standard by a title chaege.
Tbe new title, "Folder, File; Blank, Two Leaf" eliminates from tne ro4trie-
time of the etandard any special use folders involving more than two
Inave or which are fuer:imbed with printed captions.
Reemeeeed We would appreciate it if records managers could:
. . . .
tua&t and vc th agency procurement personnel in circul ritIng
woposed 8tandar4 within the agency to enough users of file fraAtra
to obtAin an understandIng of the adequacy of types of flIadere pretrA*41ily
t,
1t41ed in the promeed Standard.
Approved For Release 2002/03/28 : CIA-RDP72-00450R000100070055-5
Approved For Release 2002/03/28 : CIA-RDP72-00450R000100070055-5
(2) Visit some of the offices which believe nonstandard folders are
needed and obtain an on-the-spot evaluation of the reasons for using
such folders. It might be advisable to point out to these officials
the advantages of using standard guide cards and folders as outlined
in Chapter VII of the handbook, "Files Operations."
(3) Report to this office by July 26 any additional folders
tyles
other than the standard 13, which have been justified as being needed
to meet user needs. The criteria for judging the justification shall
be that the folder style will result in increased efficiency in filing
and finding of records that would offset any increased procurement
costs over the stendard folders and guides as required. Typically,
faster filing and finding will not result from use of third cut folders
without guide cards.
In reporting justified nonstandard folders, it will be helpful if you
could: (a) describe them in terms similar to those used in the
Standard, (b) indicate the number of offices reporting the need for
such folders, (c) show the approximate number to be used annually, and
(d) include justification statements which support the need for the
nonstandard folder.
Arig100_41,v_Aglitm: PIS bas prasised to stock in Federal
siapily Depots .11 3$ presently cowered by the
Standard. We are informed, however, that as of now only 9 styles are
readily available -- those with "926" included in the Federal Stock
RUmber have not yet been made generally available. In the interim,
this office hopes to receive shortly from F38 samples of each of the
18 styles of folders, and estimates of the prices which they will sell
for through the Stores Stock Catalog. We will tams you when we can
make samples available to you.
cripieltributionoraStandard--heet: Since this nemorandum Is
bt?i--e-a-"- onlykpelingstothencyteocrds Officers Group, we are enclosing
several copies of the pertinent documents for your use. Could you
please circulate copies to those of your Bureaus or Services which
would have the greatest volume of folder purchases and which would
at reflect your agency's folder needs. *
Ce (Irak
It would be appreciated if you could attend a meeting of the Agency
Records Officers Group to discuss the folder standardisation program
la /head', June 25? at 9:30 eon. in Room 105 of the Ratiomal Archives
*Aiding.
eientareS
Approved For Release 2002/03/28 : CIA-RDP72-00450R000100070055-5