LETTER (Sanitized) FROM CARL STEINMETZ

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00313R000100130009-8
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 6
• Document Creation Date: December 12, 2016
• Document Release Date: October 25, 2001
• Sequence Number: 9
• Publication Date: April 12, 1979
• Content Type: LETTER

ApprovedfV~" ?02/~1L0tnfi~-~8AWARDO COMMITTEE
Carl Steinmetz, Chairman (1979)
National Aeronautics and Space Administration
Code NITS-20, Room B-A56
Washington, DC 20546
April 12, 1979
STATINTL
Central Intelligence Agency
Room 5B-2828
Washington, DC 20505
In behalf of the Everett O. Alldredge Award Committee, we invite you to
nominate a truly deserving individual from your agency or someone you
know from another agency for this prestigious award.
The nomination should be limited to a single page. Give a brief outline
of such person's career and major accomplishments, recognitions,
awards, etc. These should reflect service rendered in the interests of
records management in Government or elsewhere. One of your col-
leagues may even nominate you for this distinguished honort
A person may be considered who has recently retired. However, such
retirement should not exceed six months prior to the award date--
May 22, 1979.
Only one award is presented each year at the annual Records Management
Conference (known this year by the acronym RIMCO '79). Dr. James B.
Rhoads, Archivist of the United States, is scheduled to make the official
presentation.
Nominations must be received by Friday, May 4, 1979. Please mail
them to:
Carl Steinmetz (Award Chairman)
NASA
Code NHS-20, Room B-A56
Washington, DC 20546
Thanks for your cooperation!
CARL STEINMETZ
Award Committee Chairman
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 Approved For Release 2002/01/08: CIA-RDP84-00313R0001%x0'130009-8979 (Revised)
THE "EV" ALLDREDGE ANNUAL AWARD
FOR RECORDS MANAGEMENT EXCELLENCE
IN THE FEDERAL GOVERNMENT
1. PURPOSE AND ORIGIN OF THE AWARD
a. The award is to recognize personnel who have made outstand-
ing contributions in the field of Records Management; to encourage high
standards of performance in this field; and to enhance the Records Man-
agement Program in the Federal Government.
b. The award honored Mr. Everett O. Alldredge for his out-
standing and professional excellence in promoting an effective Records
Management Program in the Government.
2. SCOPE
a. Records management covers the totality of records from their
creation, through arrangement and use, to final preservation or destruc-
tion. It covers every type of recording media, including paper, microfilm,
and magnetic tape.
b. Records management is present in every office as an integral
part of administrative support work, management information flow, and
written communications. The purpose of records management is to channel
and control records so they contribute to the goals and objectives of the
organization. Automation, in its many aspects, is a vital additional tool
available for managing recorded information.
DESCRIPTION OF THE AWARD
a. A handsome walnut-backed plaque with an embossed oval pic-
ture of "Ev" will be presented to the individual selected by the Awards
Committee.
b. A citation briefly summarizing the recipient's contributions
will also be given.
4. WHO MAY BE NOMINATED
a. Any person in the Federal Government of the United States
whose primary mission is within the Records Management function is
eligible for nomination. In the case of a recent retiree, such person must
not have been away from Government service longer than six months
before the award is to be made.
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b. Any Records Manager may submit the name of a person in
his or her Department or Agency or another Department or Agency to
the Awards Committee as being worthy of consideration for the award.
c. Only one nomination may be submitted annually by each
Department or Independent Agency or Commission.
5. WHAT THE NOMINATION MUST INCLUDE
Nominations should be submitted as one single-page copy in a
narrative style and supported by the following information:
a. The nominee's name, grade, position title, organization,
location, and Department or Agency.
b. A brief list of any previous awards received by the nominee
for outstanding service in the field of Records Management.
c. Adequate justification to provide the Committee with sufficient
evidence to make a fair and impartial decision.
6. WHEN TO SUBMIT THE NOMINATION
a. Nominations must be submitted to the Awards Committee no
later than four weeks before the pending annual Records Management
Conference.
b. Nominations should be submitted by or have the approval of
the Records Management Officer of the Department or Agency involved.
(This does not preclude the Records Manager of a Department or Agency
recommending a Records Manager of another Department or Agency. )
c. Any member of the Awards Committee may place the name of
a Records Manager before the Committee, along with other individuals
recommended, if he feels the individual has made a significant contribu-
tion to the field of Records Management.
a. The Everett Alldredge Awards Committee will review all
nominations and make the final selection of the individual to be the winner.
The decision will be based on a majority opinion of the Awards Committee
as to which nominee made the most significant contribution to the Federal
Records Management Program.
b. The Chairman of the Awards Committee will notify the selected
recipient of the award and advise him of the time and place for the presen-
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 ? Approved For Release 2002/01/08 : CIA-RDP84-00313R000100130bOW- 1979
EVERETT O. ALLDREDGE AWARD COMMITTEE
1. AWARDS COMMITTEE
a. The Awards Committee will consist of five Federal Records
Managers who are elected by the conferees attending the Annual
Federal Records Management Conference. In case elected members
are unable to serve, alternates will be appointed to replace them.
Each member will serve for two years after he has been duly elected.
b. Election Procedures: Each year the Awards Committee will
select and' nominate five records managers as candidates for possible
membership on the Awards Committee. The Chairman of the Awards
Committee is responsible for listing these five names on ballots and
arranging for their distribution at the conference. The ballots will
provide space for writing in the names of individuals who might be
nominated from the floor, and will list the names of the current
committee members. The Chairman of the Awards Committee is
also responsible for announcing the time and place for the election
and for conducting the proceedings. The conferees will vote for the
candidate of their choice at the time of the election. The candidates
with the highest number of votes will fill the vacancies on the Awards
Committee and will serve for a period of two years.
Those individuals nominated but not receiving enough votes
to be elected will be placed on an alternate member list. These alter-
nates may be invited by the Chairman of the Awards Committee to
serve on the Committee in case a vacancy should occur prior to the
next election. Immediately after the election the members of the
Awards Committee will meet and elect one of their members as
Chairman.
c. Tie-Breaking Procedure: In case two or more candidates
have the same number of votes for Committee membership on the
Committee, the Chairman of the Awards Committee will take a secret
vote by the current Awards Committee members to break the tie vote.
The candidate with the highest number of Committee votes will be
elected.
2. AWARD COMMITTEE RESPONSIBILITIES
a.. The Committee will review all recommendations forwarded
to the Committee and make the final selection of a winner.
b. The Chairman of the Awards Committee is responsible for:
(1) Designating an individual to serve as the Recorder.
The Recorder of the Committee will keep the records of the Committee
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(2) Scheduling and holding necessary Committee meetings.
(3)
Insuring that the required number of members is avail-
able for the meetings and for coordinating the time and place for the
meetings.
(4) Making available to each member of the Committee a
copy of each nomination for the Award.
(5) Preparing the report of Committee proceedings.
(6) Notifying the recipient of his selection and advising him
(or her) of the time and place for the presentation.
(7) Notifying NARS Arrangements Representative so he may
proceed to have the recognition plaque prepared.
(8) Contacting the individual who recommended the winner
and requesting an appropriate citation be written for presentation at
the Award ceremony.
(9) Sending letters and a digest of nomination procedures to
each of the key records management officers selected to serve as
nominators and distributors of information. to others within their
agencies.
(10) Arranging for th(-~ ceremony at the Annual Federal Records
Management Conference, working in conjunction with NARS Arrange-
ments Representative.
(11) Polling the Committee members for nominations for the
committee and preparing the ballots for distribution at the Annual
Conference.
(12) Consult with NARS Arrangements Representative for any
assistance required so all deadlines may be met.
3. AWARDS COMMITTEE MEMBERSHIP FOR 1979
Carl Steinmetz (NASA.), Chairman 755-
Floyd Sandlin (TREAS)
Sylvia Valloric (JUSTICE)
John Epps (AIR FORCE)
Jim Nash (DOD) (Alternate for Hazel Kearney)
376-0436
633-4256
767-4555
695-0970
Fred W. Babbel (NARS), Conference Coordinator 376-8923
STATINTL
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