FIGHTING INFLATION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-00473A000100010013-0
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 7
• Document Creation Date: December 12, 2016
• Document Release Date: January 30, 2002
• Sequence Number: 13
• Publication Date: July 16, 1976
• Content Type: MF

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16 July 1976
MEMORANDUM FOR: Chief, DDI Plans & Programs Staff
SUBJECT : Fighting Inflation
REFERENCE : DD/A 76-2736; same subject
1. The following actions, categorized in accordance with
the referenced memorandum, were taken by CRS during FY 1976
to cut costs:
uD Savings to date for the current fiscal year-
------?-(a wo hundred twenty four plastic microfiche trays
were modified to fit Diebold power files. Purchase of new
trays at $3 each would have cost $672.
(b) In-house installation of new auxiliary lighting
fixtures on 20 Remington power files saved $1,610.
(c) A stationary work table was converted into a
mail sorting table for the materials cost of $220. Purchase
of a new table would have cost $650. Savings of $430 was
realized.
(d) By refurbishing four developer drums for
Quadrant printers used to make hard copy from 16mm aperture
cards, $189 was saved.
(e) Travel and related costs to meet film and video
sources has been replaced with contact by telephone and
memoranda with an estimated savings of $1,000.
(f) Review of recorded programs has been increased
to ensure erasure and reuse of videotapes. Savings in the
amount of $2000 estimated.
(g) Arrangements were made with the home office of
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SUBJECT: Fighting Inflation
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Diebold Corporation to have one of their instructors
conduct a two-day power file maintenance seminar for the
members of the Technical Services Section of MPB at a cost
of $700. A savings of $392 was realized since the Baltimore
office of Diebold had previously submitted a proposal of
$1,092 for the same service.
(h) Arrangements were made with the 3M company to
rebuild two 148F printer drive motors at no charge. This
resulted in a total savings of $268.
B. Group I I - Savings you expect to m e-- aii anima
basis i n future fiscal years - Total $ . 111`3l 311
(a) With the implementation of the Tape~Pfanage-
ment System (TMS), the MAD Permanent Save P-space file is no
longer needed. This action will save five hours of GS-4
clerical time per week at an estimated annual savings of $950.
(b) Twenty seven items totalling $5,451 annually
were cancelled during Acquisition Branch's customer review STATSPEC
of titles costing $100 or more per year.
(d) The 1976 subscription to the National Economic
Catalog of the Library of Congress will be received on
microfiche instead of hard copy. Annual dollar savings will
amount to $930. Additionally, six linear feet of shelf
storage space will be saved.
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SUBJECT: Fighting Inflation
(f) A survey of CIA Information Reports copy require-
ments showed that a 14% reduction could be made in the
number of copies printed of the 00 and FIR report series.
The reduction has been made, saving about $2,500 annually.
(g) The consolidation of film inspection records in
Pictorial Services Branch is expected to save $770 in
salary costs annually.
(h) Ordering microfiche rather than hard copy from
DDC and NTIS whenever possible is expected to save ap-
proximately $4,800 annually in Document Services Branch.
(i) The Technical Services Section of Microform
Processing Branch (MPB) has developed the capability to
service and maintain the 48 power files located in CRS.
An annual savings of $13,322, formerly budgeted for
maintenance agreements, will be realized.
(j) Rental of one Univac 1701 keypunch verifier, no
longer required for daily operations, was discontinued
resulting in a savings of $1,380 annually.
(k) Overtime used to process the SI Machine Assisted
Dissemination (MAD) reports was reduced from 120 to
60 hours a pay period. Total estimated savings amount
to $4,200 annually.
(1) Implementation of a procedure to retain and
receive credit for bad Xerox copies should accrue savings
of $180 annually in Xerox rental costs.
C. Group III - Onetj sav g `for the current or
future fiscal yeas
Instead of eight copies of each Operations
Memorandum being routinely sent to the field, it was
determined that only five copies were necessary. Based
on current usage and paper costs the annual savings will
approximate $90.
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SUBJECT: Fighting Inflation
'Q-.,(-err Three Unicorn calculators, with all of the
features needed for routine use, were purchased at
$164 each instead of the highly sophisticated calcu-
lators usually purchased in the $550 price range. Net
savings of $1158 were realized.
6 4e-)' Document Services Branch saved $278 by getting
two free microfiche readers from the DDO surplus supply.
~. ,el' During FY 1976 Data Management Branch (DMB)
icFentified 1,141 duplicate computer magnetic tapes of the
MAD Whole History files that were no longer required by
CRS. This action also eliminated the creation fo 208
tapes yearly. By releasing these tapes to ODP for their
use, a savings of about $13,490 ($10 per tape when pur-
chased new) was realized. Additionally, valuable
magnetic tape storage space was recovered by ODP.
c .1~e~ As a result of a DMB disk pack inventory in
February, eight 3333 disk packs no longer required for
our operational use were returned to ODP, resulting in
a savings of $4,000. (When purchased new, a 3333 disk
pack costs approximately $500.)
# - ' Programming staff efforts in devising and implement-
ing a plan for improving RECON (the on-line information
storage and retrieval system supporting CRS and interim
SAFE users) methods and procedures allowed a savings in
computer time/resources conservatively estimated at 100K.
2. In addition to the quantifiable savings presented in
paragraph one, the following actions, more difficult to apply cost
savings to, have also been taken by CRS in its fight against
rising costs:
(a) Document reproduction costs have been reduced by
increasing document loans, by supplying microforms to
requesters, and by asking requesters to review documents
prior to requesting reproduction.
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SUBJECT: Fighting Inflation
(b) Much Xerox 4000 copy work for file input is done
in the two sided mode.
(c) The reverse side of outdated cards, forms and
biographic reports continue to be used for drafts and
internal correspondence.
(d) A large number of 5x8 file folders saved during a
EUR Division purge of the installation file are now being
reused for the biographic file.
(e) NEA Division is using the back of continuous fold
paper from old machine runs to type drafts and run first
copy of recordings made on the Xerox 800 ETS. This pro-
cedure saves time needed to insert separate sheets for
playback and saves the cost of continuous paper sold by
Xerox.
(f) Extra copies of finished intelligence publications
are given to DSB/DSG. This procedure saves on reproduction
costs when copies are needed for requesters and eliminates
the waste of destroying surplus copies.
(g) The possibility of using CRS computer directory
programs to create name indexes to existing organizational
directories is being studied. This would expedite name
checks, and replace the manual typing, alphabetizing, and
retyping that has been done occasionally in the past to
produce indexes.
(h) Future editions of the publication, Directory of
USSR Foreign Trade Organizations and Officials, will be
printed using the EPIC print program. This will result in
a publication 9x6 in size instead of the original 8xlO-1/2
-- a 35% savings in page size for a publication issued in
approximately 1300 copies annually.
(i) A large ADSTAR paper, over 150 pages, containing
descriptions of various document storage and retrieval
systems was prepared on the terminal rather than on con-
ventional word processing equipment. Initial input may
have taken a bit longer than if a typewriter had been used,
however, both time and paper were saved by the ability to
use the on-line edit function offered by the VM system.
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SUBJECT: Fighting Inflation
(j) Two other ADSTAR papers, a current system
description and a cost analysis paper, were prepared by
conventional means but microfiche copies of the papers
were made available to recepients of the paper. The
time to reproduce copies of the paper from microfiche
is less than xeroxing from the paper copy and storage of
the fiche copies requires less space than storage of
paper copies.
(k) As a result of the removal of inner vault doors
in the four ISG area division vaults converted to SPV's,
time spent in opening and closing security checks is
estimated to be 1/4 hour daily for each division or 1
hour per day for ISG (260 hours per year) will be gained
by ISG. Additionally, the doors were made available
for use elsewhere.
(1) NEA/NESA successfully used the China Name Index
computer program to create indexes to six existing
organizational indexes (see D/CRS referenced memo, para 2g).
Time savings were achieved over the previous manual com-
pilation methods, typing, alphabetizing and retyping. In
addition these reference tools have been made considerably
more useful.
(m) ADD is attempting to save paper and reproduction
costs by closely monitoring the number of copies of reports
ADD sends to or receives from other Agency components.
(n) DMB developed and implemented a capability to
search selected parts of the AEGIS Subject File which
effectively reduces the number of computer tapes that must
be searched for a given run. Since the entire AEGIS Subject
File presently consists of 24 magnetic tapes, a significant
savings in computer processing time is realized whenever
this option is exercised.
(o) Due to improvements in the AEGIS software, only
178K of core is. presently required to process AEGIS batch
queries. Previously, the core size was adjusted daily
according to the number of queries that had to be processed,
with many runs requiring from 300K to 400K of core.
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The benefits of these improvements are: (1) a reduction
in the number of reruns due to human error since daily
adjustments to the core size are no longer required and
(2) the release of surplus core to ODP for other computer
applications.
(p) The installation in Pictorial Services Branch of
shelves which allow for both film and videotape storage has
resulted in a 15% increase in total storage capacity.
(q) The CIA Library reviewed its periodicals collection
and sent unwanted issues to the Library of Congress. The
Library is also examining its cataloged publications series
to assign a more realistic retention period, and it is
reviewing its reference bibliography sources to cancel
unneeded subscriptions. These reviews will result in both
monetary and space savings. STATINTL
Acting Chie minis ra ive 577a7
Central Reference Service
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