COST SAVINGS AND EFFICIENCY MEASURES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-01146R000200030016-1
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 7
• Document Creation Date: December 19, 2016
• Document Release Date: December 20, 2006
• Sequence Number: 16
• Publication Date: June 15, 1981
• Content Type: MF

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15 JUN 1981
MEMORANDUM FOR: Chief, Plans and Programs Staff, OL
Acting Chief, Printing and Photography
Division, OL
SUBJECT: Cost Savings and Efficiency measures
1. This memorandum is in response to the Director of
Logistics' request for information regarding Printing and
Photography Division's (P&PD) cost, manpower, and space saving
initiatives undertaken in the recent past, and planned for the
near-term future. Also included are measures which effect no
specific savings, but do permit P&PD to perform its mission more
efficiently and effectively.
2. The following items document P&PD's efforts to economize
or improve efficiency during the past two years:
A. Printing Plant Consolidation - The Special
Printing Plant, located in Room GJ-56 Headquarters, was
merged with the Main Printing Plant on 1 July of 1979.
This consolidation resulted in the elimination of seven
positions, the saving of 2,400 square feet of floor
space, and equipment and supply cost avoidance of over
$300,000. Significant unquantifiable benefits relating
to the functional efficiencies that resulted from
operating one plant rather than two should also be
noted.
B. Acquisition of Web Press - P&PD installed a web
offset printing press in January of 1980. Utilization
of this press saves the Press Branch one man year for
each year it is used. This device also makes improved
quality and decreased job turnaround possible, and
because the web press uses roll paper rather than cut
sheets, selected paper costs are reduced as much as
forty percent.
C. Muller-Martini Saddle Gatherer - This piece of
bindery equipment supports the operation of the web
press by providing an improved means of finishing
(collating, stitching, trimming) the web's output.
This machine reduces book finishing time by a third.
D. ETECS Full Page Composition - Selected National
Foreign Assessment Center (NFAC) publications are
currently undergoing automated full page makeup through
the improved utilization of the ETEC System by P&PD.
This results in a savings of one man year for NFAC.
P&PD's Composing Branch must expend a portion of this
saved man year, however, there is still a net manpower
savings, and product quality and throughput are
significantly improved.
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E. Bisynchronous Communications Data Link - This
is a communications facility connecting ETECS to the
Office of Data Processing (ODP) computer center. It
allows the transfer of data resident in ODP's VM/370
system to ETECS for typesetting, and ultimately
publication. Processing data in this manner permits
the capture of original keystrokes, allowing the data
to be compacted through the use of printer's type,
thereby reducing costs and greatly improving product
quality.
F. Camex ProFormer - P&PD's Composing Branch
recently installed a computer driven forms generation
system called the Camex ProFormer. This device reduces
the time required to produce original forms by about 10
percent; updates to forms already in the system are
accomplished in one-half the previous time.
G. Management Information System - In order to
facilitate inventory control, job scheduling and
tracking, gathering production information, and
determining resource allocation, P&PD recently
installed and implemented an automated management
information system. It is difficult to quantify the
savings this system makes possible; however, greater
control of resources and expanded capability to measure
production effort and output will certainly benefit
P&PD management and its customers.
H. Press Comments Format Change - The format of
the Press Comments publication was changed from 8 x 12
1/2 inches to 8 x 10 1/2 inches in October 1980. This
has allowed the Press Comments to be printed on the web
press, thereby saving three hours each in the Press and
Bindery Branches on each of the four days that the
publication is produced. Utilizing the web press also
effects a forty percent paper savings as a result of
the smaller page size and the use of less expensive
roll paper.
I. Videotape Replication - Until May of 1981 P&PD
had contracted with Byron Film Laboratory for the
replication of videotape. The cost of this service for
one year amounted to $62,500. In May P&PD's
Photography Branch installed its own videotape
replication system at a cost of $66,500. Using
conservative projections it is estimated that P&PD will
save approximately $30,000 this coming year through the
use of its own system. Also significant are the
security implications of no longer having to utilize an
outside vendor for the production of sometimes
sensitive material.
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J. DDO Technical Manual Duplication - P&PD is
involved in the reproduction of technical manuals for a
component of the Directorate of Operations (DO). Until
recently this reproduction service was performed using
costly and time-consuming photographic processes. A
reevaluation of the project and available equipment led
to the development of a system which dramatically
reduced the cost of supporting this activity. By
substituting xerography for photography it has become
possible to produce some 60,000 original documents per
year for $135,000 as opposed to a projected $2,100,000.
This almost $2,000,000 is predominantly a DO saving as
they were supported by P&PD on a reimbursable basis.
3. The following items represent the cost, manpower, and
efficiency actions P&PD intends to take during the next two
years:
A. P&PD Reorganization - The reorganization of
P&PD is designed to consolidate the present
organizational structure to improve channels for
management control and communication. Career
development, production quality, and timeliness will be
enhanced, most significantly, through the merger of
Composing and Offset Photography Branches into the
Prepress Branch. Additionally, the Graphics and Visual
Aids Staff will fall under the jurisdiction of the
Photography Branch, and the Copy Center will become a
satellite Staff under the Bindery Branch.
Administrative matters will be handled through the
Office of Management Support and will comprise the
Logistics Support, Systems, and Administrative Staffs.
The Chief/OMS will report directly to the Office of the
Chief/P&PD. The reorganization will also result in a
three position reduction in P&PD's staffing complement.
B. Reduction in Maintenance Costs - It is
estimated that P&PD will save $14,5 00 in FY 82 by
performing in-house maintenance services on equipment
which is now maintained by outside vendors. This
excludes maintenance on Atex, Autologic, ECRM, and RLG
systems.
C. Census-Built Camera - P&PD currently employs
three microfilm camera operators each day to support
the source document filming of the JPRS project.
Conventional planetary cameras are used. It is
expected that the utilization of the $40,000 Census-
built camera will enhance production on this continuing
project by a factor of five. This savings in manpower
represents a production capability of five man years.
D. Motion Picture Color Film Processor - The P&PD
Photography Branch expects to procure a motion picture
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color film processor in FY 82 to process film currently
processed under a contract with an outside vendor. The
cost of this service is approximately $21,000 a year at
current production levels. By utilizing the proposed
processor $18,000 per year can be saved. The cost of
the processor is $50,000.
E. Laser Platemaker - P&PD plans to acquire a
laser platemaker sometime during FY 82. This device
will initially reduce P&PD's film costs by about
$80,000 per year. Following a successful laser
platemaker implementation, P&PD intends to purchase a
color separation scanner, an electronic camera, and the
hardware and software necessary to integrate all of
this equipment with ETECS, thereby creating a totally
digital-based prepress system. The manpower and
efficiency implications of such a system are enormous.
F. 50-inch Single-Color Press - P&PD has
identified a 50-inch single-color press as a critical
need item for FY 82. This press would replace a 48-
inch press which is 26 years old, in frequent need of
repair, and for which there are no spare parts. The
new press would permit higher quality output and
increased productivity due to its higher operating
speed. It is estimated that this increased
productivity will result in the saving of one man year.
G. 40-inch Four-Color Press - In the FY 83
timeframe P&PD would like to acquire a 40-inch four-
color perfecting press to replace two aging presses,
one a two-color, and one a single-color. A
continuation of the trend toward greater use of color
in intelligence products is basic to the justification
for this procurement. It is estimated that one man
year per year would be saved due to the greater
productivity possible with this press.
H. Full Page Composition of NFAC Publications - By
the end of the subject period it is intended that
virtually all of NFAC's publications will be formatted
in full-page form on ETECS. The result of this
expanded use of automation will be a four man year
saving for NFAC; however, P&PD's Composing Branch will
incur a two man year production effort to provide this
support.
I. Mini-Edit - P&PD has requested the trial rental
of an Atex Mini-Edit) Text Editing System for use
by NFAC personnel. NFAC will use this system (which
will be connected to ETECS) to produce the NID, PDB,
Alert Memoranda, and drafts of NIEs. These high level,
time critical publications are currently produced using
typescript copy, and consequently suffer from a lack of
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appropriate quality and high production cost. The use
of the Mini-Edit will reduce production costs for NFAC,
and improve product quality; however, as with the
previous item a portion of the production time saved by
NFAC will be lost because of the increased workload in
P&PD.
J. Xerox 5700 - P&PD has arranged for the
procurement of a Xerox 5700 intelligent copier on a six
month trial basis. The 5700 will be installed adjacent
to the Mini-Edit in NFAC space on the seventh floor of
Headquarters. Like the Mini-Edit it will be connected
to ETECS and will serve as a report generator for
publications which do not require the maximum quality
of traditional printing. The 5700 will also serve as a
copier, a data communicator, and may possibly prove to
be an effective facsimile device. It is not possible
at this time to determine actual savings or to quantify
the benefits the 5700 may make possible.
K. Project MIDAS - P&PD will actively support
project MIDAS by providing typesetting services for
those FBIS Daily Reort volumes selected for automated
production. It is expected that two volumes will be
converted to typeset form this coming January with
subsequent conversions to take place in stages. The
greatest portion of the benefits of this automation
project will accrue to FBIS; however, P&PD will benefit
by handling less material in its Press and Bindery
Branches because of the data compaction resulting from
typesetting. The typesetting effort will be negligible
initially.
L. Cable Generation Via ETECS - Significant
portions of intelligence publications must be
communicated to the field in cable form. These cables
are now generated by completely rekeying the selected
data even though it already exists in ETECS. It has
been proposed for FY 82 that these cables initially be
generated utilizing ETECS to produce scannable hard
copy for the office of Communications Cable
Dissemination System scanner, and that a fully
electrical facility ultimately be developed for the
long term. It is believed that as many as two NFAC man
years can be saved as a result of this proposal. Here
again a substantial portion of this saving would be
utilized by P&PD to provide necessary support.
M. Remote Electronic Printing - P&PD is
participating in the OL, ODP, OC task group on Remote
Information Media Centers. The group is to determine
the feasibility of establishing such a center
by early FY 82. Lessons learned with
t is experiment will be used to determine the viability
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of setting up centers elsewhere in the Headquarters
area, and what those centers should include. It is not
yet possible to determine what if any savings or
efficiencies will result from this exercise.
N. Consolidated Copier Management Program -
Assuming approval of the planned copier management
program which will allow reduced maintenance and
rental costs, and more efficient bill paying
procedures, a yield of up to $250,000 by the close of
FY 83 is expected.
4. If you require additional information on any item(s)
included here please contact
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