SDA THE KEY TO BETTER SYSTEMS AND PROCEDURES SOURCE DATE AUTOMATION CAN BE DEVELOPED

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000200100001-1
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: December 9, 2016
• Document Release Date: June 6, 2000
• Sequence Number: 1
• Content Type: BULL

pproved For Release 2001/09/03 : CIA-RDP74-00005R000200100001-1
THE KEY TO BETTER SYSTEMS AND PROCEDURES
,SOURCE DA TA AUTOMA TION
CAN BE DEVELOPED
FOR ANY SIZED OPERATION
EASILY AND INEXPENSIVELY
IN STAGES A STEP AT A TIME
TO ASSURE SAVINGS IN TIME AND MONEY
A Source Data Automation System records items of information - the first time they occur-
into a "common-language" medium such as punched paper tape or punched cards. Data so
recorded is self-perpetuating and may be used over and over to satisfy the many forms of
information requirements that exist in any paperwork system.
Primarily SDA uses adaptations of conventional office machines such as typewriters, add-
ing, bookkeeping and addressing machines which can "talk" to each other almost without
manual intervention. These machines which can read and write a "common-language" are
used in teams so that each succeeding step in paperwork systems is mechanized and
thereby done quickly and accurately without slow and expensive manual transcribing and
proofing operations. In short, SDA provides the means for processing data from machine
to machine rather than from person to person. It also provides a direct and efficient means
for communicating with the newer, more complex electronic data processing equipment with
which SDA is compatible.
SDA is flexible. It can be changed as requirements change, bringing together informational
needs and the means for fulfilling them. SDA integrates basically dissimilar machines into
a coordinated mechanized paperwork system to provide managers timely information on
operations and functions for which they are responsible.
GENERAL SERVICES ADMINISTRATION
NATIONAL ARCHIVES AND RECORDS SERVICE
F Apppr ved E ReTe a Al 9(? : CIA=RDP74-DOOQ5R~00 ~Mgpoj
 Are there spots in any of your paperwork systems cycle that can't keep
pace with other related operations?
STUDY.....then INSTALL
Before a Source Data Automation system can be installed, make a detailed
study of present procedures and forms ... define objectives . . . analyze
informational needs at each processing point . . . flow chart all procedures
... challenge every step in each procedure and each form.
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Do you have a system where a large part of the data is CONSTANT infor-
mation-continually reprocessed from day to day . . . such as the re-
ordering of stock supply items, maintenance parts . . . processing the
same name and addresses, descriptions, etc.
Is the sheer size of your paperwork operations slowing you down? Are you
understaffed to handle the workload efficiently?
Even though you may be processing the workload without bottlenecks, is
additional speed needed to meet deadlines?
Are your operations hampered by costly errors, mistakes in transcriptions,
numerous re-copyings?
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MACHINES
USED
BY
SDA
Types documents and at the some
time reproduces all or selected data
in punched tape or punched cards.
Some models also reproduce data
from punched tape.
Automatically types data from
punched cards, producing document
and punched tape, or other punched
cards. Can be arranged for auto-
matic computation of data.
Reproduces in punched tape compu-
tations and non-add figures entered
in adding or calculating machines.
Reproduces in punched tape or
punched cards data entered or com-
puted in bookkeeping or account-
ing machines.
Embosses address plates or data
plates automatically from punched
tape or punched cards.
Reproduces data in punched tape
into punched cards; or reproduces
data in punched cards into punched
tape.
Uses telephone or telegraph lines,
also micro-wave and radio circuits.
Input from punched tape, punched
cards or keyboard simultaneously
reproduced as punched tape, punched
cards or forms at different locations.
SELECTING THE MACHINES
Selection of the machines will depend on the complexities of your system . . . your specific
objectives . . . and the compatibility, capability, and cost of all available equipment. Once
this has been established, flow chart the new procedure showing specifically the use of the
machines, and follow it as a guide in installing the new system.
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ANNUAL PAPERWORK COST IN U.S. GOVERNMENT
$5,000,000,000
To keep the Government operating, an immense volume of facts concerning a large variety
of subjects must be gathered, organized and reported for analysis and decision, resulting
in a tremendous amount of paperwork. Operating efficiency is affected by how well these
facts are gathered and processed. SDA will help to achieve the necessary .. .
-w- SAVINGS 00-'Jagm
Labor costs are the greatest part of By utilizing the speeds of automatic
paperwork expenses. Reductions in machines, processing time is reduced.
this area are often the greatest bene-
? ?
4W- ACCURACY Recording information at its point of
origin in a manner to serve all subse-
Automatic reproduction of information quent processing steps in the entire
is more dependable than manual. Thus systems cycle results in more efficient
the elimination of manual transcriptions systems and BETTER INFORMATION.
from record to record reduces the possi- Unnecessary processing steps, forms,
bility of human error. reports and records are eliminated.
DO get the people from all operating
functions on the ball-team.
DO check your forms on the machines
that you want installed to make
sure that they are compatible.
DON'T buy equipment first, then attempt
to determine what to do with it.
DON'T narrow your sights. Many good
systems will involve the process-
ing of data across operational lines.
THE KEY TO BETTER SYSTEMS AND PROCEDURES
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