SIXTH ANNUAL FEDERAL GOVERNMENT PAPERWORK MANAGEMENT AWARDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000300020004-9
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 25
• Document Creation Date: December 9, 2016
• Document Release Date: July 9, 2001
• Sequence Number: 4
• Publication Date: October 6, 1970
• Content Type: MISC

Approved For Release 20 1/97/28 : CIA-RDP74-0039OR000300020004-9
eArm t,~w /
FEDERAL
GOVERNMENT
PAPERWORK
MANAGEMENT
AWARDS
 Approved F% AeHS ?%%JeQjx~Rlefe or wgo9m ke0S10gOQ?OOant a on-
tributions to any area of endeavor deserve our recognition,
appreciation, and thanks. This annual awards presentation
luncheon was instituted six years ago to honor 'those who
have made special contributions to the improvement of
Government paperwork systems.
The Association of Records Executives and Administrators
(AREA) is dedicated to recognizing such achievement and
the healthy impact it has upon improving Federal paperwork
management while saving tax dollars. Since this is a Gov-
ernment "of the people, by the people, and for the people,
every citizen is benefitted by such outstanding accomplish-
ments as those which are being recognized on this occasion.
Our hope is that the fine example of our 21 special guests
will challenge many others to even greater efforts.
International President
Association of Records Executives
and Administrators
Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9
 Approved For Release 2001/07/28 : CIA-RDP74-0039OR000300020004-9
ASSOCIATION OF RECORDS EXECUTIVES
SPECIAL AWARDS BOARD
John L. Price, Chairman
Standard Oil Company (NJ)
New York City, N. Y.
L. I. Harris, Jr.
American Telephone and Telegraph Company
New York City, N. Y.
P. J. Wolfe
First National City Bank
New York City, N. Y.
Approved For Release 2001/07/28 : CIA-RDP74-0039OR000300020004-9
 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9
Presiding as Luncheon Toastmaster
DUDLEY F. JUDD
International President
Association of Records Executives
and Administrators
Special Message
from the
PRESIDENT OF THE UNITED STATES
Miss FRANCES G. KNIGHT
Director, Passport Office
Department of State
Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9
 Approved For Releasft &l (3? I O @~I S0020004-9
AND ADMINISTRATORS
Nominee
Gerald L. Boyd
Ray D. Duncan
Jane B. Evans
James E. Harper
Harold E. Harriman
Rose L. Kalman
Robert G. Klein
Harry Kulick
Rome D. Leandri
Linwood A. Rhodes
Leland C. Shepard
Yutaka D. Takekawa
Joseph B. Warren
Marie Carey
Carter Hall
Thomas Hawkins
Paul R. Browne
Samson Schechter
Leonard W. Donoghue
Thomas F. O'Connor
Nominatin Agenc
Dept. of Health, Education, & Welfare
U. S. Atomic Energy Commission
Dept. of Housing & Urban Development
Defense Supply Agency
Departmentof Transportation
Department of the Navy
Department of the Army
Department of Justice
Veterans Administration
Department of State
Department of the Air Force
Post Office Department
Department of Defense
Group Nominees
Department of the Treasury
General Services Administration
U. S. Civil Service Commission
Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9
 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9
SPECIAL AWARDS RECIPIENTS
Colonel Leland C. Shepard, USAF
Department of the Air Force
Leonard W. Donoghue
Thomas F. O'Connor
U. S. Civil Service Commission
Gerald L. Boyd
Department of Health, Education, & Welfare
George M. Hicken
National Security Agency
Rome D. Leandri
Veterans Administration
SPECIAL MENTION
(Recipient of Presidential Management Improvement Award)
Harold E. Harriman
Department of Transportation
Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9
 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9
GENERAL CITATION
"in recognition of distinguished work
in the United States Government
exemplifying in an outstanding man-
ner the highest characteristic of
public service through paperwork
improvement and simplification. "
Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9
 Approved For Release 2001&7A.,f)I4;Rtt0VQ??00020004-9
Division of Systems Coordination and Planning
Social Security Administration
Department of Health, Education, and Welfare
Mr. Boyd is responsible for the development of major auto-
mated systems in the Social Security Administration (SSA)
that have saved several million dollars and resulted in the
elimination of millions of paper records; elimination of
hundreds of thousands of intercomponent requests for status
reports; automatic recomputation costs cut to a fraction of
previous costs; effective control of hundreds of thousands
of claim folders and documents.
The in-office microfiche system has eliminated at least 20
million paper records occupying 8, 700 filing cabinets. An
improved exchange system between SSA and State and Pub-
lic welfare agencies has eliminated a large volume of paper-
flow in well over 1 million actions annually and has substan-
tially reduced it in half a million more. The new SSA real-
time system provides excellent document control, has eli-
minated the costly old weekly folder inventory, and will
eventually eliminate the manual collection of workload sta-
tistics.
Approved For Release 2001/07/28 : CIA-RDP74-0039OR000300020004-9
 Approved For Release 2001/07/?WqflA RQ,)PJ4 pl 90R000300020004-9
Director, EDP and Administrative Services Division
Nevada Operations Office
U. S. Atomic Energy Commission
Through Mr. Duncan's leadership, all large Nevada Opera-
tions Office contractors have a records management pro-
gram and are actively using the resources provided by the
Government in support of such programs. records on hand
have been significantly reduced. Of a total volume of 31, 000
cubic feet of records, about one-half have been placed in
Federal Records Centers.
The use of microfilm for engineering drawings has resulted
in considerable savings in distribution cost, storage, space,
and maintenance cost. The use of a Magnetic Tape Selectric
Typewriter system to handle large. repetitive, typing jobs
has had considerable benefit in decreased turnaround time
and savings of up to 80 per cent in clerical time.
A central computer facility is now being installed which,
when completed, can save $700, 000 per year. The use of
an existing purchased computer as one of the remote termi-
nals to the central computers avoided the purchase of a new
com uter and resulted in a direct savin s 01 150 000.
Approved For Release 2001/07/28: CIA-RDP74-00390R000300010004-9
 Approved For Release 2001/O4?eo %Q Pj 74-x( 000300020004-9
Management Analyst
Records and Forms Management Branch
Office of General Services
Dept. of Housing and Urban Development
When the Department of Housing and Urban Development
was established in 1966, Jane Evans was hired to develop
a central forms management system. She single-handedly
developed an effective program, including the development
of a forms management handbook of standards and proce-
dures, and a forms catalog for the Department.
Central managerial control of HUD forms has resulted so
far in decreasing the number of forms by over 15 per cent,
and updating and standardizing old forms and improving
their quality. Processes have been simplified, unnecessary
forms have been eliminated and stringent controls are now
maintained to prevent creation of unnecessary and duplicate
forms.
Overall estimated annual recurring cost avoidance to HUD
through elimination of unnecessary and duplicate forms is
$161, 500 to date. Simplification and standardization of
public use forms is contributing immeasurably to improved
service to the public.
Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9
 Approved For Release 2001/07/2fA~-F QP7H4 000300020004-9
Technical Data Manager
Defense Electronics Supply Center
Defense Supply Agency
Mr. Harper authored and had published as a DSA Manual
the so-called ADAM (Aperture Distribution and Maintenance)
System. As a result of its installation, the number of tech-
nical data requests processed increased from a monthly
average of 8966 to 25,475--an increase of 184 per cent.
The fill rate during this period advanced from 42 per cent
to 54 per cent. A monthly average of 2498 data requests
were processed against Military Service repositories prior
to ADAM, compared with 7844 after ADAM--an increase of
215 per cent.
While the Technical Data Branch's productivity was increas-
ing sharply, the work was accomplished with five less per-
sonnel--yielding $42, 300 in annual. salary savings.
Although the ADAM system has been successfully imple-
mented and is operating effectively, it is currently under-
going further change and refinement under Mr. Harper's
direction.
Approved For Release 2001/07/28 : CIA-RDP74-0039OR000300020004-9
 Approved For Release 2001/07j1h-FDPAqf WPAF(0300020004-9
Asst. Director for Documentation & Procedures
Office of Facilitation
Office of the Secretary
Department of Transportation
Mr. Harriman designed and gained acceptance of an inter-
modal through bill of lading for transportation. This is
considered to be the most important accomplishment in
transportation documentation that has ever been made in the
history of the United States.
Existing documentation is being reduced at least 25 per
cent. The present volume involves some 90 million domes-
tic shipments and 11 million international shipments to and
from the United States annually. In terms of savings, it has
been estimated that documentation runs as high as ten per
cent of the value of goods. A 25 per cent reduction in the
number of documents could result in at least $500 million
savings annually. When fully implemented, at least 12
documents for each shipment will no longer be needed.
This accomplishment culminates a goal sought for over 15
Approved For Release 2001/07/28 : CIA-RDP74-0039OR000300020004-9
 Approved For Release 200 00300020004-9
has managed an inter-departmental experimen-
tal program which has netted together a number of indepen-
dent remote information retrieval systems in the intelli-
gence community.
This experiment in information network of computers has
permitted associated agencies to come to grips with real-
world problems in information handling in such diverse
areas as security, user requirements and support, commu-
nications, and data standards.
In addition, he has been responsible for the management,
implementation, and operation of an inter-departmental
project. Today the network permits users to have access
to data bases in other agencies.
The programs that conceived and developed
have produced significant savings of time and markedly in-
creased the efficiency and the effectiveness of information
storage and retrieval--both at NSA and at agencies linked
Approvedi ~QJBWppY9?,kCIA-RDP74-00390R000300020004-9
 Approved For Release 2001/f5ap : Rge74cMQ3WlW00300020004-9
General Supply Assistant
Data Processing Department
Naval Supply Center
Charleston, South Carolina
Department of the Navy
As Cost Reduction Coordinator for the Data Processing De-
partment, Mrs. Kalman achieved significant results in the
area of computer time, manhour and related cost savings
within the Data Processing Department and other depart-
ments of the Naval Supply Center. Her cost reduction ef-
forts have resulted in validated savings of $96,000 in a ten-
month period. In addition, she has contributed to the elimi-
nation and modification of various programs and initiated
actions which have proved effective in solving processing
problems and resulted in the savings of incalculable man-
hours.
Her efforts have materially assisted in the mechanization
of all listings for reports, and forms control, as well as
the directives listing for the Center. Previously, such list-
ings required considerable manual effort for reproduction
of the data contained therein for dissemination to all cogni-
zant codes.
Approved For Release 2001/07/28 : CIA-RDP74-0039OR000300020004-9
 Approved For Release 2001/07/2>0PF 7,4-3PR000300020004-9
Management Analyst
Office Management Division
The Adjutant General's Office
Department of the Army
Mr. Klein has developed several programs for the Depart-
ment of the Army on the selection, standardization, and use
of office equipment. His more recent and notable efforts
have been concentrated on copying machines used in office
operations.
Most recently he tested and selected copying equipment for
issue to Army combat support units. Such equipment is also
ideally suited for small offices. The imtaortance of Mr.
Klein's contribution is yet to be realized as the results of
his efforts are applied to combat situations in Vietnam and
similar battlefronts. However, in Southeast Asia alone it is
estimated that savings will amount to several million dollars
annually.
Mr. Klein's Technical Bulletins have been published by the
Army and are widely used by Government. industry, and
the trade for selection criteria.
Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9
 Approved For Release 2001/0f4/p2RciIA 7fc744-pQ$ftQRQ?a300020004-9
Office of Records Administration
Administrative Division
U. S. Department of Justice
Within one year, under Mr. Kulick's able leadership, sub-
stantial savings in time, manpower, and materials have
been realized in all records management areas of the De-
partment of Justice without compromising the integrity of
the Central Filing System. Mr. Kulick's office is carrying
efficiently an increased work load with an approximate 15
per cent reduction in available personnel.
The legal files were carefully screened, resulting in the
release of 3, 000, 000 index control cards, 6, 500 square
feet of floor space, and 1, 250 file cabinets for other uses.
With the installation of Magnetic Tape Selectric Typewriters
for handling correspondence, an expanded volume of mail is
being handled with savings of $36, 000 annually in salaries
alone. Improved work procedures have resulted in group
filing of non-action reports; less volume of paperwork and
better controls over case materials for the legal divisions;
reduction of 10 hours in delivery time of outgoing mail;
handling time of incoming mail reduced by nearly one-third.
Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9
 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9
IMME D. LEANDRI
Assistant Director for Office Services
:.ontact and Administrative Service
a:)epartment of Veterans Benefits
Veterans Administration
Mr. Leandri developed and installed an internal evaluation
iystem that makes management much more aware of and
responsive to improvements.
Annual savings of nearly $1 million are being realized
through the utilization of centralized remote control dicta-
sing systems. The wide use of automatic typewriters for
&sorrespondence indicates savings of about $1 2 million may
oe achieved through the elimination of typing positions, ma-
shine requirements, and maintenance contracts. A new com-
kjuterized program for identifying records eligible for dis-
position is resulting in the retirement of 22, 000 cubic feet
f records annually. Annual savings in floor space and fil-
iuug equipment are estimated at over $250, 000.
Better service to veterans and their dependents has resulted
,it thousands of dollars in tangible benefits to the Veterans
Administration and to the Federal Government..
Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9
 Approved For Release 2001/074?! l:r{bbBDR74M 00300020004-9
Supervisory Records Management Officer
Management Standards Division
Office of Data Systems
Agency for International Development
Department of State
Challenged by a White House order to speed up receipt of
messages and to reduce by one third the volume of report-
ing from abroad, (interpreted as all forms of overseas
message traffic) Mr. Rhodes was able to speed up message
transmission significantly and to achieve meaningful reduc-
tion in message traffic in a period of a few months.
All standards established and control measures instituted
required skilled diplomacy to gain acceptance by those long
accustomed to giving only token support. At the same time
he has directed an equally successful reports elimination
program within AID's domestic framework. Five reports
are scheduled for immediate cancellation. Many others are
being reduced in both size and frequency. Moreover, the
groundwork has been laid for a periodic review of all re-
ports which are being continued to insure that the substance
of the President's message will be built into AID's program
operation on a continuing basis.
Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9
 Approved For ReleaftMVOZ $a J~-8DP 00~ %O
120004-9
Chief, Airman Promotion Division, Directorate
Personnel Program Actions
USAF Military Personnel Center
Randolph Air Force Base, Texas
Department of the Air Force
A new and unique airman promotion system that utilizes the
latest computer methodologies and techniques was develop-
ed, tested, and made operational under Colonel Shepard's
leadership.
"Peaks and valleys" in promotion action workloads at base
personnel offices world-wide have been eliminated. Great
savings in correspondence between the headquarters office
and base personnel offices have resulted. Immediate reduc-
tion of over 700, 000 folders containing over 10 million copies
of forms and correspondence has resulted. Message traffic
concerning inquiries has been reduced by 75 per cent or
28, 000 messages annually. Promotion selection boards at
major commands and below have been eliminated. Such ac-
tions have accomplished dollar cost-manhour savings that
are without parallel in airman promotion history. This sys-
tem has increased morale, improved retention rates, per-
formance, and productivity within the airman force.
Approved For Release 2001/07/28 : CIA-RDP74-0039OR000300020004-9
 Approved For Release 2001/0]g/p-FQP'}Qy3 (A0300020004-9
Staff Assistant to the Deputy Regional Director, Services
Industrial Engineering Section
Minneapolis Region
Post Office Department
Mr. Takekawa's contributions to files maintenance and rec-
ords disposition affected 2, 618 post offices in the four
states of the Minneapolis Region. His efficiency program
resulted in destruction of 416 cubic feet of paperwork and
transfer of 63 cubic feet, and produced estimated savings
in excess of $57, 000 in records management.
Under the organization and direction of Mr. Takekawa, files
maintenance and records disposition became a generally
accepted office practice. A directives system and a system
of forms control were established and implemented. His
leadership in the areas of forms, records, correspondence,
reports, directives, and paperwork management is effec-
tive and will result in continued efficiencies in these areas
that should result in substantial savings year after year.
Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9
 Approved For Relea0 011/O7ADR(Jg0020004-9
Deputy Comptroller for Data Automation
Office of Secretary of Defense
1>epartment of Defense
Colonel Warren has managed the first concerted, long-term
effort designed to improve management visibility and reduce
redundant development. No effort of such scope had been
previously attempted in this important and high -budget area.
Under his direction specific adjustments were made exceed-
ing $75 million to the DoD budget plan. Unneeded reports
have been eliminated and the scope of the systems has been
more realistic. The use of advanced ADP technology such
as source data automation (e. g. , optical character recogni-
tion and keyboard-to-magnetic tape devices) and computer
output-to-microfilm (COM) equipment is an important part
of the drive to achieve maximum ADP systems effectiveness.
A model to forecast Defense expenditures by major appro-
priation category has been highly successful and has been
adapted for use by the Office of Management and Budget.
Work on uniform data elements has resulted n better com-
puter utilization with extensive time and money savings.
Approved For Release 2001/07/28 : CIA-RDP74-0039OR000300020004-9
 Approved For Release 2001/07/28 :(C
AF RP % 90R000300020004-9
Management Services Branch
Mrs. MARIE CAREY
Standards and Programs Branch
THOMAS HAWHINS
Budget, Reports, and Data Processing Branch
Internal Revenue Service
Department of the Treasury
These three IRS analysts worked together as a study group
which recommended and promoted major improvements in
Service-wide Revenue Agent Reporting procedures.
As a consequence of the study group's findings and result-
ing procedural changes, the cost of preparing Revenue Agent
Reports was sharply reduced while the quality and utility of
the end product were significantly improved. Specifically,
an annual savings of $162,270 will result from the estimated
reduction of approximately 30 clerical manyears. An addi-
tional annual savings of $82, 500 will be derived from re-
duced photocopy requirements. The new reporting formats
also require less technical manhours for preparation, free-
ing agents for revenue producing activity. Finally, the new
reporting procedures will greatly improve the quality of the
final documents provided to the taxpayers and their repre-
Approved F 2001/07/28 : CIA-RDP74-00390R000300020004-9
 Approved For R el
sSO? 0 ~ R Pj4p-0 9D0Y0( Vffi~W4-9
Magnetic Tape and Office Equipment Section
Procurement Operations Division
Federal Supply Service
General Services Administration
Messrs. Schechter and Browne combined their efforts to
install a more effective system for procuring approximate-
ly $10 million worth of tabulating cards annually for the
Federal Government. A saving of 70 per cent in time used
to review former multiple contracts has resulted. Higher
minimum orders reduce the volume of purchase orders is-
sued with resultant lower unit prices. Detailed price jus-
tification documentation has been eliminated with resultant
time savings and less filing space required. Doubling the
contract period means less paperwork for.contractors and
the Federal Government.
New contract awards are yielding savings in the area of 5 to
'/ per cent compared with former contracts. Also valuable
time savings are now possible. Precise savings in terms
of dollars, paperwork, manhours, and filing space have not
yet been computed, but annual savings should approximate
$1 million.
Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9
 Approved For Release 2001/0(7 :f b-F~P7$62A300020004-9
Operations Support Division
THOMAS F. O' CONNOR
Program Development Division
Bureau of Recruiting and Examining
U. S. Civil Service Commission
Messrs. Donoghue and O'Connor have corroborated during
the past year in the design and implementation of a highly
effective and efficient examining plan for Clerk/Carrier
positions in the Post Office Department.
The immediate results of their efforts significantly im-
proved the operations of this plan by reducing from six to
two the number of forms required to be completed by an
applicant--eliminating over two million pieces of paper an-
nually. The capabilities of the computer have been used
extensively to keep paperwork processing to a minimum
and reducing the requirement for manual review of applica-
tion forms.
In addition to producing an estimated annual savings of over
one-quarter of a million dollars inthis examining operation,
the plan has greatly expedited the Clerk/Carrier examining
process and significantly increased the service to the Post
Office Department and the public.
Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9
 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9
AUTOGRAPHS
Approved For Release 2001/07/28 : CIA-RDP74-00390R000300020004-9