hhe onr
instruction sheet
Thfs handbook contain* guidance for Agency personnel to effect uniform procedures in carrying out the files maintenance and use program.
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3
FILES MANAGEMENT
hhb
FORfifrORI
FOREWORD
This handbook prescribes tbe procedures for implementing the Agency files maintenance and use program- Much of the information it contains was gathered from National Archives and Records Service (NARS) publications on case and subject files managementrevious Agency publication on subject filing. Where applicable, certain portions appearerbatim extract while others have been tailored to meet the Agency's current requirementiles management system.
Harry E. Fitzwater Deputy Director for
DISTRIBUTION
Administration
INFORMATION AND RECORDS MANAGEMENT
conten*
CONTENTS
eneral
purpose and
chapter ii: filing systems
3. types of
subject
b- case
types of
6. subject
b. subject file
c functional
d.
number of subject file
1 file
- case
case file
b. special file
sortinc of the
of file folders and
t.
and charceout
I disposition
chapter lit FILING equipment AND supplies
equipment and supplies
b.
HHE b
FILE
FILE
URPLUS FILE
FILING
FILING SUPPLIES AND HEAVY-DUTY FILE
CHAPTER IVi MICROGRAPHICS
10 MICROCRAPHICS
b. RESPONSIBILITIES AND
c MICROGRAPHICS APPLICATION
d MICROCRAPHIC EQUIPMENT
e CONVERSION OF PAPER
SYSTEM
TRAIN
Figure
L SAMPLE MEMORANDUM
2. FORmJJJ REQUISITION FOR MATERIEL AND/OR
1 FORMSjjb-REQU-SmON OP TURN-IN FOR ADMINISTRATIVE SUPPLIES
AND
* FORMSj^fc-MICROFlLMING PROPOSAL FOR
A GLOSSARY OF FILE MANAGEMENT
B SUBJECT FILE CLASSIFICATION
C FILE EQUIPMENT AND
D CLOSSARY OF COMMON MICROCRAPHIC
E ELEMENTSICROCRAPHIC SYSTEM
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CHAPTER I: GENERAL
objectivesiles management program are Io organiie agency files so lhatcan be found quickly, to ensure complete records, to facilitate the selectionof records having permanent value, and to dispose of temporary records promptlyAlossary of files management terms!,
handbook offers guidelines, procedures, and rules which, in conjunction with otherprograms, will contribute toward meeting these objectives. The handbook is noton files, filing, or filing systems but it does contain information that should enablefor managing files to do so efficiently and economically.
Bodel subject file classification system for administrative records developedArchives and Records Service (NARSI. General Services Administrationor use byagencies. The model has been tailored for Agency use. It replaces thepreviously recommended as the Agency standard. While the model ts not presented asit should be used as much as possible by Agency components when changing existingor when creating new subject file systems.
new feature emphasized in this handbook is the use of the records control schedule to assist inof component file systems. The records control scheduleeady referencepermanent and temporary records and for applying disposition techniques in fileComponent file managers should become thoroughly familiar with this document.
AND AUTHORITY
f. requires each Federal agency "to make and preserve recordsand proper documentation of the organization, functions, policies, decisions,essential transactions o( the agency designed to furnish tbe information necessary to protectand financial rights of tbe Government and of persons directly affected by theThe law also requires each Federal agency to "establish and maintain anprogram for the economical and efficient management of the records of theprogram will provide for "effective controls over the creation, maintenance, and use ofthe conduct of current business."
handbook on files management is part of the Agency's records management program createdthe requirements of Chapterf. and Improve the management of
ESPONSIBILITIES
Office of Information Services (OIS),Administration, serves as the Agency Records Management Officer and provides staffassistance on records management to each directorate and independent office, developsdetailed regulations and procedures for implementing the records managementis responsible for Agency liaison with NARS.
lMH|MirtlMiiJHflR,'CIS. develops, coordinates, and monitors themanagement program.
Records Management Officers (RMO's) are responsible for administering themanagement program within their areas of Jurisdiction.
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d. The Agency Archives and Records Center (AARC) is the Temporary archival staging area for (he storage of the Agency's permanent records until they can be declassified and transferred to NARS or other Federal agencies. It is not an extension of NARS. AARC provides for the storage, control, security, servicing, and pfocessing of both permanent and temporary records which are not active enough to justify being retained in more expensive office equipment or space.
CHAPTER II: FFXINC SYSTEMS
fileollection of records arranged In some systematic order. Federal3 defines the term "records" toll books, papers,or other documentary materials, regardless of physical form or characteristics madeby any agency of the United States Government in pursuance of Federal law orwith the transaction of public business and preserved or appropriate for preservationagency or its legitimate successor as evidence of the organization, functions, policies,operations, or other activities of the Government or because of the informationaldata containedxcluded from this definition are "Library and museum materialacquired and preserved solely for reference or exhibition purposes, extra copies ofonly for convenience of reference, and stocks of publications and of processed
Information in this handbook primarily covers the traditional types of files, mainlyare discussed in Chapter IV, and the basic tenets of filing are applicable to
OF FILES
A fileollection of records arranged in some systematiciling systemlan for organizing files into related categories. Generally, there are only two types of flies: subject and case.
FILES
Subject files document the organization, policies, programs, and functions of an agency. These files consist mainly of general correspondence but also may include forms, reports, and other material relating to programs and functions but not to specific eases, projects, or transactions. Records are selected for filingubject file based on their informational content It is important to understand the differenceubject file, which contains information of general planning and operations,ase file, which contains informationpecific action, event, person, organization, place, or project (see Appendix Bt
FILES
Case filespecific action, transaction, event, place, project, or otherase file may include one or several subjects relating to the specific topic It is estimated by NARS thatercent of all Federal records which are maintained In folders are handled by the case file method Some examples are:
The Official Personnel Folder, which is the most commonly known type of case file used throughout the Federal Government
Project files, which contain records relating to an assigned task or problem.
Transaction files (suchontracthich document the conducting of negotiations, business matters, and the like,articular conclusion or settlement.
c OTHER TYPES OF FILES
Subject and case files account forercent of alt Federal records. Other types of files include:
Transitory files, which contain records that lose their valuehort period of time.
Working paper files, which contain records such as rough drafts, calculations, or notes assembled or created for use in the preparation or analysis of other documents. These Gles generally are disposed of when tbe task is complete and the finished document prepared.
echnical reference files, which contain copies ol reports, studies, compilations of data, drawings,hat are needed only for ready reference and are not made part of the official case file. These nonrecord materials usually are disposed of when no longer needed for reference.
UBJECT FILING
An objective of the files management program is to achieve uniformity and ease in maintaining and using Agency records.tep towards meeting this objective.s recommended for filing administrative records throughout the Agency. This system is not meant to be all-inclusive, and it can be modified to meet individual office filing needs. Many offices will be able to use the system for all of their administrative records while others will require the creation of different subject categories not found in the system. The remainder of this chapter provides background and instructions on creating subject filesubject file classification system.
FILE CLASSIFICATION
Subject file classification is the dividing of records into broad groups of interrelated subjects called primary categories. These primary categories are then subdivided by successive levels of subordinate topics;rimary (Recordsecondary (Filesnd tertiary (Subject File Classification SvstemX This process is referred toierarchical order and may be organized by concrete, abstract, or functional words. In order to work well In subject files, this process must be:
of Information Needs
The subject file classification should conform to the recordkeeping needs of the office- The terms selected should pattern the way Information is requested from the files.
There should be suitable subject file categories for all existing and anticipated information needs.
Provision should be made for contracting or expanding the classification outline to allow sublects to be dropped oi added as information needs change.
File subjects should be grouped inay that the reason for such arrangement will be obvious.
Each subject title should be phrased to be exclusive of others. Select only one term toubject.
Each subject title should be precise in describing tbe file category. This will encourage filing at the lowest possible rung on the hierarchical ladder at which thereufficient volume of related records.
The principal advantageierarchical file arrangement is that it facilitates document retrieval by limiting the area of search.
c FUNCTIONAL CBOUPINGS
Hierarchical order may be arranged by concrete, abstract, or functional words. The Agency subject file classification system is arranged using functional groupings because records are the result of the performance of functions and they are used in relation to the functions. Tbe subject categories selected as filing guides therefore reflect an organization's purpose, missions, programs, projects, or activities. The scope of the functions forile is organized determines the breadth of the
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6d
subject categories. An advantage to the use of functional groupings is lhat itommon language foe recordkeepers and record users. Another advantage is that it is relatively easy to add. delete, or modify functional groupings without changing the remainder of the files.
Care should be taken that excessive primary subiects and subdivisions are not created merely because these functions appear on an organisation chart or arc containedission and functions statement. Excessive subiect categories lead to overlapping files and make it difficult to classify documents which vary only slightly. When subject categories become too highly specialized, there arc always documents for which there is no appropriate filing place. Conversely, when the subject categories are too broad, too many subdivisions arc created and they become meaningless catchalls.
OF SUBJECT FILE CATEGORIES
sing too many subdivisions complicatestructure and slows down the filing and retrieving of information, but using too few subdivisions turns the files into irretrievable storage bins. Three basic factors to consider when determining the appropriate number of categories and subdivisions to be usedile arrangement arc:
of Records Covered
Establishing subject categoriesertain volume of records for each primary subiect. If the quantity of records is comparatively small, the subject categories should be broad and few. As the quantity of records Increases, so does the need for more numerous and precise categories. (There are two important exceptions to the general rule that the volume of records determines the number and breadth of categories. First, regardless of theeparate primary category must be established for unique records that cannot be subordinated to any other subject. Second, providing for familiar terms (or subjects) used in an organization may require the adoption of more primary categories than volume would support.)
Level Served
Inubject file classification system for use throughout an organization, it is unnecessary to provide precise subordinate categories. Indeed, to ensure the usefulness that comes from flexibility, it may be better to let each file station subdivide primary subject categories to meet its own volume requirements. The number of subiect categories in any file arrangement depends In part on the organizational levels served and their information needs. It can be expected that the full range of functions expressed in the fewest and broadest subiects will represent the files at the top of the organization, and the more precise functions will be represented by the numerous subjects at the lowest levels of the organization.
of Terms Selected as Subject Captions
Adjectives and adverbs can be used freely in conversation, public speaking, and even in nontechnical writing. However, extreme care must be used when selecting modifiers for subiect category file captions. The misapplicationodifier can narrow tbe scopeaption so drastically as to restrict its application toraction of the records it should cover. On the other hand the absenceodifier may result In an omnibus caption which overlaps and engulfs subiects that should be covered by other captions. The selection of captions for use as subiectprimary, secondary, orbe guided by the ways in which records are requested (titles usedX the breadth of the file content, or the need for detail as governed by the volume of records. The question to be answered in meeting these requirements is whether to choose captions which denote processes, classes, or items:
(J) Processes are actions taken:rocurement, transportation, andlasses are groups ofuilding materials and office equipment.
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tems ate specific things making up the broaderricks and lumber or chairs and desks.
Deciding the degree technical terms will be used as captions will depend on how the information is reQuested. While there are advantages to converting technical-scientific terms to lay terms for ease of filing, these advantages will have to be weighed against the possible disadvantages of cross-indexing the technical/lav terms.
Captions must be understandable to everyone using the files. Two words may give the caption broader coverage, and long captions (more than four words) make it difficult to recognize quickly the types of recordsaption.
f. FILE CODES
While most Agency components will not need special file codes for their subject files, some components may find it necessary to devise such cedes. The following paragraphs are offered to assist in the creation of filing codes if necessary.
File Arrangements
The simplest subject file is arranged in straight alphabetical sequence by words or subiect titles without file codes. Arrangements like this are often called "subtect-aiphabetic" or "subject-title" files. For example:
ACCOUNTING
ANNUAL LEAVE
BUDCETINC
COMMUNICATIONS
PERSONNEL
RECRUITMENT AND PLACEMENT
SICK LEAVE
SUPPLIES
TRAININC
WORKSHOPS
Subject Topics
The primary subject topics are classified in straight alphabetical order with secondary topics retained at each classification level as follows:
PERSONNEL LEAVE ANNUAL SICK
RECRUITMENT AND PLACEMENT
SUPPLIES
TRAINING
WORKSHOPS
This arrangement may be satisfactory as long as the file remains small, but as the file grows it will become more difficult to keep related subjects together and maintain an alphabetical order. Also, the subject titles tend to lengthen as the files grow and become more complicated.
Coded File System
To avoid writing out lengthy file titles on the file copies of correspondence, some componentsonsecutive number to each subiect category.ew subject category is created the next consecutive number would beasic code Gle system might look like:
6?U)
PERSONNEL
FINANCE
SUPPLIES
REPORTS
LOANS
SECURITY
upwii-Numcnc Code System
A more elaborate coding ichemeheutem andlook somcthins like this:
3 lpha-Numeric Code System
Letters can be substituted for the primary subiect which would make the filing schemelpha-numeric" code.
A ubject-Numeric Corir Svsiem
The "subject-numeric" coding scheme is one of the more popular file svUems This scheme permits the arrangement of primary subjects in alphabetic sequence whileimple numeric order for subdividing the primary subject category. The abbrevutions selected torimary subiectnemonic feature to the users of the files One example of tbeile scheme is illustrated in Appendixome components haveile system utilizing the 4BSflMHPNVPJtf*JMMPJPJ as the fileypical file system using this approach might look like.
ORGANIZATION Agency Directorate SECURITY Physical Personnel PERSONNEL Recruitment Professional Clerical TRAVEL Foreign Domestic LOCISTICS
The advantages of file codes are lhat they are easy to memorize, they use short coding symbols, cross-referencing is simplified, sorting is made easier, filing can be accomplished Faster, and filing errors generally are reduced. However, file codes are not without disadvantages. Often hie codes become complex and highly specialized, the product of one individual. File codes alsoendency not to be updated at periodic intervals and may become outdated quickly
for Designing Filecodes should be:
ymbol should be limitedew characters.
tb)file pattern should be obvious bv glancing at the file classification outline.
symbols for the primary subiects should be meaningful and not abstract.
of symbols should be in segments, as opposed to one group of letters orather than RM12.
coding scheme must be flexible to allow additional subjects without changing the existing symbols.
ASE FILING
Case filespecific action, transaction, event, place, proiect. or other topic. Like subject files, case files may consist of books, papers, audiovisual, machine readable, cartographic, and other types of records. The distinction between the two types of files is that case files consist of records relating to one specific action. Forubiect file titled "Contracts" would contain general information relating to contracts, such as procedures, sample formats, and regulations:ase file would contain only records pertainingpecific contract, suchopy of the contract, amendments, and correspondence relating to the contract The case file title would contain information identifying the contract either by name or by contract number. Like subject files, case files contain records that have administrative. IcgaL or fiscal values. In addition to these primary values, cose file records also might have evidential or informational value not normally found in subject file records.
a. CASE FILE ARRANGEMENT
Case files arc best arranged by the filing feature most frequently requested in retrieving the file. This may be bv name, number, project title, subject title, or geographicase file may include one or several subjects that relatepecific topic and may consist of one or several file folders, depending on the scope of the project or program. Regardless of the number of file folders, all records pertaining to the specific topic are referred to as the case file. For example, the case file on the construction of building XYZ mighteparate file on blueprints, plumbing specifications, electrical diagrams, heating and air conditioning, contracts, etc. All tbe files associated with the construction of the XYZ building would be considered the case file for Building XYZ.
Case file* may be arranged either alphabetically or numerically. The most suitable arrangement is the one that best serves the needs of the user. The single most important general rule to remember when settingase file system is to be consistent Once an arrangement is selected, be consistent in that arrangement for the entire cose file. The followingew of the basic rules that apply to case files:
(a) Names of Individuals
Arrange alphabetically by surname, given name, and middle name initial. Small collections may be able to use initials for given and middle names. Large collections might have to use the complete middle name rather than just the initial. Files on individuals abo might be arranged numerically by using the employee number. Social Security number, or some other
numerical designation: however, this kind of file arrangement willross-referencing index.
ibi Names ot Cocipanic* Qrganuaiioni. or
Arrange ajphabetically by the predominant word in ihe name or title.
(cl Geographic Arraneement
.Arrange alptabeticaily by country, province, state, county, city, or other appropriate subdivision Large collections ots may require subdividing, such as by regions.
Files
Arrange project case files alphabetically by key words assigned as the file titles. The file title or the assigned proiect title should be the feature most often used to retrieve the file. Prolect case filesumber should be arranged in numerical sequence
Arrangement
A numeric file arrangement is not sell-indexing and it is often referred lo as an indirect file system, as opposedubiect file arrangement which is self-indexing and is referred toirect file system. Numeric arrangementuick and easy way to file large quantities of records. To minimize errors, numbers should be hyphenated or spaced on the file folders3 should appearS48ile folder labell Number or number-letter prefixes or suffixes can be used for geographic locations, types of files, or kinds of contracts. For example, in the1 mighteographic locationarticular kind of contract3 might represent the consecutive number of that case filerefix or suffix such asight represent the calendar or fiscal year as part of tbe case file number.
b. SPECIAL FILE ARRANGEMENT
Special file arrangement schemes are common throughout ibe Agency These svstems should be reviewed to ensure that the needs of the user continue to be met. Commercial vendorside vonelv of case filing systems: however, these systems generally require the use of the vendor's filing supplies. The component RMO should be consulted prior to contacting any vendor regarding file arrangement systems.
ILES MAINTENANCE
iling system has been selected, files maintenance becomes critical to the continued usefulness of the information contained In lhat filingell-designed file system quickly con become an office liability if not properly maintained. The term files maintenance includes the following operations:
Prefiie sorting of the record*
Filing operations.
abeling of file folders andndexing
eference and chargeoctisposition techniques
The extra time taken lo perform all these operations will prove to be weil spent when needed information is quickly retrieved and unnecessary filing ts avoided.
SORTTNC OF THE RECORDS
This first step in the files maintenance process is very important because it is the point where temporary and permanent records are identified. The component records control schedule is a
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valuable tool which should be used to accomplish this task. The records control schedule describes Ihe records of the component and provides disposition instructions.eneral rule, permanent records as identified in the records control schedule should not be interfiled with temporary records. If there are records to be filed which cannot be identified to an item in the records control schedule, the component RMO should Be notified immediately. The separation of temporary and permanent records at this stage will facilitate disposition of the records and reduce the need for extensive and costly reviews. The records to be filed then should be arranged to conform with the file system arrangement. Duplicate copies, valueless attachments, unnceded envelopes, routing slips, and cover sheets that do not contain record information should be removed Rubber bands, pins, and paper clips also should be removed from the records before filing. The prefile sorting of records should help reduce indiscriminate filing and prevent the creation of files which are not covered by approved^ records control schedules. Records control schedules are discussed in more detail in HHB fjfc Records Disposition Handbook, and later in this handbook. The following hints also should "help reduce the amount of material to be filed:
ile fewer publications, periodicals, circulars, and other printed items received for general information.
ile fewer "Information Only" copies of correspondence. Only those items which are likely to be referred to should be filed.
File fewer directives. Unless the file station is responsible for maintaining the complete set of regulations, information copies should not be filed.
Restrict the number of extra copies of correspondence or documents being reproduced and limit the distribution to only what is necessary.
Share files of common interest with other components, if possible.
If unsure whether something should be filed. ASK FIRST before filing.
OPERATIONS
Filing of records should be done at least daily or more often depending on the volume of the records. Unless the file system arrangement Indicates otherwise, records should be filed chronologically with the latest date on top. Loose filing reauires less filing time, costs less initially, and allows easy removal of individual records for reference. Loose filing generally is appropriate for case files that are small,ow reference rate, are scheduled for short-term retention, or rarely leave the office or file room. However, loose filing has two inherent disadvantages: (I) papers may be lost oreasily,he lack of uniform arrangement of the folder contents makes it more difficult toarticular document Fastened filing usually is preferred for large case files and subject files that receive extensive use. have long retention periods, and are likely to be charged out for extended periods of time. The decision oo whether to use loose or fastened filing is an individual component option. Another approach available is to delay fastening papers until more thanrocuments accumulate or until the file folder is about to be charged out. The standard file folder has scores or creases on the bottom to allow expansion to accommodate various Quantities of paper.older reaches full capacity, use one or more additional folders to avoid overcrowding. Be sure to revise or update file tabs or labels on each folder to show volume figures, dates, contents, and disposition instructions.
OF FILE FOLDERS AND CONTAINERS
(IJ File folder labels should reflect accurately the contents of the file, inclusive dates, disposition instructions, and applicable item in the component's records control schedule. For example:
remecordsmanagement
WORKING papers.
TEMP
3
INFORMATION AND RECORDS MANAGEMENT
The file label on the left of the folder Indicate* the primary subiect file classification category. The center label indicates the secondary level and describes the contents of the file. The label on the right provides information on when the material was collected, the records control schedule item that applies, and the fact that the file is considered temporary. The disposition instructions for item. also might be placed on the label if spaceEMP Dest Jan62.
File folder labels may be positioned to accommodate the file system arrangement or the type of file storage container used. The use of classified file titles should be avoided if possible. If the file title must be classified, it must be marked to show the classification level, and file indexes and label also must be marked as appropriate. Whenever possible, file storage containers should be labeled to indicate their contents.
Indexing usually is required onlyumeric file arrangement is employed. Subiect files and case filesubject topic file arrangement are self-Indexing. For those components requiring an index, consult with the component RMO oc
AND CHARCEOUT PROCEDURES
Component files should be made available only to authorized employees.ile is removed from the filehargeout card should be completed so that the file may be located and retrieved. Specific time limits should be imposed on how long the file may be charged out. Files containing Top Secret and Sensitive Compartmented Information material are subiect to separate control procedures.
TECHNIQUES
Planning ahead is essential to facilitate the ultimate disposition or preservation of Agency records. It also ensures records are not kept in office space longer than necessary. The component records control schedule provides information concerning particular types ofypical disposition technique is by file break or cutoff.
A common method of segregating files for disposition is the file break or cutoff. Using thisile series is terminated at regular periodic Intervals to facilitate continuous disposal or transfer of unneeded records to the AARC The selected period should if practical be annual, biennial, or some other convenient cycle. File series which are assigned numbers thatalendar or fiscal year prefix or suffix are easily organized by annual groups. Current (open) files arranged by number continue to be filed by that numbereriod of years or until they become inactives files are closed throughout the year, the folders are physically removed from the active files and placed in an inactive or closed file area. When the authorized disposition period is reached, there will noteed to screen the active files. Thus, two file categories are always in being, an active (openl and an inactivehis technique can be successful where all or most of the files are closedhree- to five-year period and when lew references and rare interfiling of new records are needed. If the volume of records is small or quick reference is required, the inactive storage can take place in the office. However, most inactive storage will take place at the AARC where it is more economical to store and service inactive records.
Many case file series cannot be cutoff or broken periodically and generally should be broken only when the file is closed by final action. The controlling factor to be considered when establishing hie breaks is lhe usane of the fcle after thr file is closed. If reference service or Slins activity remains highlosed file, the file should remain in office space until such activity diminishes. Files stored at the AARC can be retrieved quickly, and the need for valuable office storage space should be considered in establishing file breaks.
Records control schedules provide instructions on file breaks and cutoffs for specific file series. If these instructions are inappropriate, contact the component RMO and explain the particular circumstances. These instruction} can and should be modified to accommodate changing conditions.
3
CHAPTER III: PILING EQUIPMENT AND SUPPLIES
ILING EQUIPMENT AND SUPPLIES MANACFMENT DEFINITION
Thii chapter sets forth procedures to be followed when ordering Sling equipment ond supplies. It also provides information about the different types of filing equipment and supplies used wiflun the Agency. The chapter outlines the preliminary steps that are to be taken before ordering this type of equipment and supplies.
il} Thethe Agency RMO. is responsible for the management of filing equipment and filing supplies used within the Agency All requests for filing equipment and nonstandard Sling supplies must be approved bv thedvance of anv procurement action takenequesting component The Office of Ugtstlcs lOL) will not process procurement actions for nonstandard file equipment and supplies without the approval of the Chief.mX%ww
A will not approve requests for file equipment or nonstandard filingthe concurrence of the component RMO and the directorate RMO.
STEPS
Before anv filing equipment is ordered, the component RMO should confirm the need and ensure the following actions are performed prior to determining the amount and type of additional file equipment:
emove office supplies, unclassified forms, nonclassified publications, and other material from file storage equipment
estroy those records no longer needed as authorized by the records control schedule. Paragraphsndf HHStfft prov.de specific guidance and instruction on the Agency's records destruction policy.
Transfer inactive records identified in the records control schedule to. the AARC Further guidance on the transfer of records is conlained in paragraphf HHBfflfe
If the increase in file storageesult of new records creation, ensure that these records can be associated with current disposition instructions contained in tbe records control schedule, if not. initiate action to have the records scheduled and the records control schedule updated.
etermine if it is feasible to consider converting the Blerom paper to microfilm or to digital data.
FILE EQUIPMENT
The Agency standard item of file equipment is the two- or four-drawer safe. Thisunded by OL Requests for this type equipment mustertification statement by the component RMO that the preliminary steps as outlined above have been completed,tatement of Justification (see Figureample memorandumompleted Former1 Requisition for Materiel and/or Services iFigureust accompany the request The requesting memorandum must be approved by the directorate RMO and reviewedenior official at the directorate level OL *ill not process requests for file equipment unless approved by the Chief fJB^
FILE EQUIPMENT
Nonstandard file equipment ts anything other than the two- or four-drawer safe Components requesting nonstandard file equipment must follow the procedures outlined innd also
include the component's funding citation on the Form ffJ The requesting component will be required to pay for all items received except those items available from surplus stock.
FILE EQUIPMENT
Components having surplus file equipment should prepare Form *JBp Requisition or Turn-In for Administrative Supplies and Equipment iFigurcnd forward it through the directorate RMO to OL- Directorate RMO's should attempt to satisfy their file equipment needs by utilizing surplus file equipment.should be informed of surplus file equipment.
FILING SUPPLIES
The il-point kraft paper file folder is the Agency standard file folder. It is available in legal and letter size with or without fasteners. The Agency standard file guide is of pressboard construction with metal tab. These folders, guides, and paper inserts for guide tabs are available in building supply rooms.
Components requesting large quantities of these items shouldorm^Jjio the building supply room.
FILING SUPPLIES AND HEAVY-DUTY FILE FOLDERS
Requests for nonstandard filing supplies and heavy-duty file folders must be justified by memorandum and be accompaniedompletedequests for heavy-duty file folders may be approved by the directorate RMO as the technical officer on the Form^ Specialequest for an unusually large quantity of heavy-duty folders, may be submitted to theoioval at the discretion of the direct, rate RMO Requests for other types of nonstandard filing supplies must be approved bv the Chief.^fJH^
Reorders of previously approved filing supplies may be approved by the directorate RMO as the technical officer on Form^P
rovides additional information on the types of file equipment and filing supplies.
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CHAPTER IV; MICROGRAPHICS
ICROGRAPHICS MANAGEMENT
Micrographics refers to the technology ihainit, of information suchage o( textrawingorm which cannot be read without the aid of magnification. This mill of information is referred toicroimage whenicroformorm containing microimages, suchicrofiche or redicrographics systemonfiguration of equipment and procedures for the production, reproduction, maintenance, storage, retrieval, display, or use ofystem may Involve one or more, but not necessarily all. of these functions. (Seeore detailed glossary of common micrographic terms |
The use of micrographics technology is but one alternative available to records managers in developing solutions to files and rtcords management problems. It will not be tbe purpose of this chapter to promote the use of micrographics as the cure-il! to these problems but rather to provide infcpfmanon. guidance, and procedures on the uses of micrographics within the Agency5 ofPMR. TitleFR. is tbe authority for the standards, regulation, and guidelines for using micrographics technology in the creation, use. storage, retrieval, preservation, and disposition of Federal Government records.
AND OBJECTIVES
Micrographics managementart of the Agency'i records management program administeredis designated the responsible component
for the management of micrcgraDnic activities within the Agency. The primary objectives of the micrographic) function are to support the Agency record* management program,ocal point for the coordination of all Agency micrographic activities, and develop standards and guidelines regarding the production and use of microforms and micrographic equipment.
.APPLICATION PROPOSALS
Proposals for new micrographics applications must be submitted on Form tfltfe Microfilming Proposal foreehe proposal requires the approval of both the component and directorate RMO's. If approved, the directorate RMO should submit the completed Formflfe io thrtfgVfccaJ point for passage to 4SMfceasibility sludv to determine if the proposed application meets the requirements of5 (see AppendixIf the results of the study are favorable. will concur in Ihe proposal and make recommendations on Ihe system configuration.
EQUIPMENT PROCUREMENT
Requests for purchase or lease of micrographic equipment wiQ be submitted" approved by the component and directorate RMO'i. and forwarded to^Bhfor concurrence and passage toOL Requests for purchase or tease o( micrographic equipment will not be approved unlesshas approved the micrographics application associated with the equipment Wmw maintains an inventory of micrographic equipment used within the Agency. Components turning in surplus or excess micrographic equipment shouldompleted Form taVg*o OL.
OF PAPER RECORDS
(I) The best available paper copy of records should be maintained in files identified for microform conversion. The integrity of tbe file system must be maintained tJmiughout thr microfilming process- The records should be arranged. identified, and iridexed so that any Individual
document or segment c( the ale scries can be located quickly. The use of readers. Hash cards, and classification headings is recommended, particularly for manual retrieval micrographic systems.
he paper records must be maintained in good order until after the processed microform is verified as an acceptable substitute in accordance with prescribed standards. Components should ensure the microform is verified as soon as possible after microfilming is completed. Disposition of paper records after verification will be accomplished in accordance with instructions contained in the component's approved records control schedule. The component RMO is responsible for ensuring this process Is accomplished in accordance with the established system specifications.
RECORDS
The maintenance, use. and disposition of microform records should be planned and coordinated with the records user by the component RMO and ^Pduring the micrographics system's configuration phase. These procedures should be specific in terms of the type of microform being used: archival requirements and vita) records, if any; disposition of paper records; and file system employed as well as disposition of the microform records. This information will be necessary when the records control schedule Is changed. (The value of the information contained in records does not change rust because the storage media changes. Records series valued as temporary in their paper form will not Increase in value to permanent just because the information is now contained on microfilm. Changes in the retention times for microfilm records must be fully Justified The requirement for silver original microforms will be detailed in the specifications for the system I 0}
SYSTEM AUDIT
A micrographic systemn examination and verification of an existing application to determine whether the objectives of the system are being achieved and whether standards are being followed.Ul conduct periodic audits of existing micrographic applications, either at the request of the responsible component or on the basis of age. format, or substance. All audits are conducted in cooperation withnd directorate HMO's.fJ^wilI inefai- an judLi report detailing findings and making recommendations for system improvements.
TRAINING
Orientation seminars for the purpose of providing basic information on micrographicsits application to Agency information handling arcpresentations and
the development of other training courses in micrographics are provided upon request.
'Class If ication!
v:a:
not
Records Manaeancni Officer Directorat* Records Hanagenea? Officer
ccrponenc
Request for Filing Equipnent and/or Nonstandard Filing Supplies
1. erewith :cr approval ia Fom^pfor filingequired to (specify the justification; estimated savings, if any; or anticipated efficiencies, if any. resulting fro* the requested
I. Fileo be turned in upon receipt of This equipaenr. is listed on die attached Fcr 4lh
3. Die provisions of paragraphf reference handbook have been ccoplied *itn by che conpeoea; ftecords Hanagancnt Officer.
/s/ ead
Ar.tschner.ts: A. Fom 4
vphovfq;
ill rectorsManaEtnenc litlieer
Senior Official at tne Directorate Level
KlASiificatisn*
Figure :
APPENDIX A: GLOSSARY OF FILES MANAGEMENT TERMS
ACTIVE RECORDS. See CURRENT RECORDS. ADMINISTRATIVE RECORDS. See HOUSEKEEPING RECORDS.
ALPHABETIC INDEX (OR RELATIVEiline and finding aid for subject files thaiists each of the topics includedubiect outline and usually contains many additional subiects under which papers might be located. Each entry shows the file designation for papers on that subiect.
ALPHABETIC NAMEinding aid that permits documents Bled by subject to be located by the name of an individual or organization mentioned In the documents. Usually consists of extra copies of outgoing correspondence, cross-reference forms, or combinations of both.
ALPHABETIC-SUBJECT FILINGubject file classification system in which subjects are arranged in alphabetic order regardless of their relationship to one another. For example, the subjects "adobe houses" and "adrenalin" might immediately follow "administration."
ALPHA-NUMERIC FILINClassification system in which letters are assigned lo main divisions and numbers to subdivisions. For example. "A" might stand for the main subject "administration" andor the subdivision "personnel."
APPRAISAL. The process of determining the value and thus the disposition of records based upon their administrative and other uses, their evidential and Informational or research value, their arrangement, and their relationship to other records.
ARCHIVES. (I) The noneurrcnt records of an organization or institution preserved because of their permanent value; also referred to. in this sense, as archival materials or archival holdings. See also PERMANENThe agency responsible for selecting, preserving, and making available archival materials; also referred to as an archivalhe building or partuilding in which such materials are located; abo referred to as an archival repository or depository
he order in which documents areogical plan for organizing records, such as numerically or alphabetically by name of subject.
he separation of files into such basic types as general correspondence (subiect) files, transitory correspondence, case files, cose working papers, technical reference materials, convenience copies, and thehe internal arrangement of basic file types by such filing features as names, places, numbers, dates, or subjecthe division or subdivision of subject categories Into successively more specific classes.
CASEolder or other file unit containing material relatingpecific action, transaction, event, person, place, project, or otherase file may cover one or many subiects that relate to the case. Forontract file contains recordspecific contract, such as the application, correspondence, addenda, reports, and processing documents. Other types of case files Include official personnel folders, surveys, studies, and the like. See also PROJECT FILE. TRANSACTION FILE.
CENTRAL FILES. The files of several offices or organizational units physically and/or functionally centralized and supervised in one location.
CHARCEOUT. The action of recording the removal and loan of papersile or the loan of an entire file to indicate its whereabouts, usually donepecifically designed card.
CHRONOLOCICAL FILE. See READING FILE.
CLASSIFICATION. The process ol* determining the file designation and necessary index references to records to be filed, normally connected with subiect files (NOT TO BE CONFUSED WITH NATIONAL SECURITY MARKINGS),
CLASSIFICATION SYSTEMS. See SUBJECT FILE CLASSIFICATION SYSTEM.
CODES. See FILE CODES
CODING. The process of implementing the 6le designation decision made during the classification process; the process of putting file designations on the records themselves. Normally used only for subject file classification systems.
COMPREHENSIVE RECORDS CONTROLocument describing all records of an agency or component, specifying records to be preserved as having archival value, and authorizingontinuing basis the disposition of specified recurring series of records.
eproduction of the contents of an original document, prepared simultaneously or separately, usually identified by function or by method of creation. Copies identified by function may include action copy, comeback copy, file or record copy, information or reference copy, official copy, and suspense copy. Copies identified by method or creation include carbon copy, mimeograph copy, ribbon copy, and electrostatic copy.
CORRESPONDENCE FILE. See SUBJECT FILES.
inding aid that directs the user from one place in the file to anotherarticular document may be requested by more than one name, number, or subject
CURRENT RECORDS. Records necessary for conducting the current business of an office and therefore generally maintained in office space and equipment. See also NONCURRENT RECORDS, SEMICURRENT RECORDS.
CUTOFF. See FILE BREAK.
DECENTRALIZED FILES. Files of an agency or agency component that are maintained at several locations. Physically decentralized files can be made subject to centralized intellectual ami administrative controls.
DECIMAL FILINCystem for classifying records by subject, developed in units ofnd coded for arrangement in numerical order. Each of theainay be divided Into as manyecondary, which in turn may be dividedertiary. The use of decimal points can accommodate further breakdown.
DIRECTIVE. Any issuance of an organization that guides, instructs, and informs employees In their work. Included are formalized statements of policy and procedures. Directives are issued under many names, such as notices, orders, procedures, bulletins, manuals, handbooks, regulations, circulars, guides.
DISPOSAL. Physical destruction of records. See also DISPOSITION.
DISPOSAL AUTHORITY. The legal authorization for the disposal of records obtained from the Archivist of the United Stales and. for certain series, from the Comptroller General. Initiated by agencies on Standard. Request for Records Disposition Authority, or granted in the General Records Schedules.
DISPOSALocument providing one-iime authorization for the legal destruction of specified nonrecurring scries of records.
DISPOSAL PERIOD. See RETENTION STANDARD.
DISPOSITION. The actions taken with regard to nonourrent records following their appraisal The actions include transferecords center lor temporary storage, transfer In in archival agency, donation to an eligible depository, reproduction on microfilm, ami destruction
3
DISPOSITIONanagement system rrsuitina In lhe efficient and economical disposition of records byiccing and implementing standards, procedures, and techniques. Includes scheduling records tor disposition and administering their storage, documenting agency benefits accruing from the program, and undertaking surveys and audits of disposition operations.
DISPOSITIONocument governing,ontinuing basis, the mandatory disposition of recurring records series of an organization or agency Abo knownecords schedule, records control schedule, retention schedule, or records retention schedule. See also COMPREHENSIVE RECORDS CONTROL SCHEDULE. CENTRAL RECORDS SCHEDULE
DISPOSITION STANDARD. The time period for the cutoff, transferecords center, destruction, or offer to the National Archives and Records Service (NARS)ecords series-
he recording of an agency's legal minion, functions, organization, policies, decisions, procedures, essential transactions, andhe body of records that results from such recording.
DUPLEX-NUMERIC FILING. The process of arranging records by adding assigned numbers associated with subordinate headings to those associated with main headings,alLostage.
FACILITATTVE RECORDS. See HOUSEKEEPING RECORDS.
FILE. (I) An accumulation of records maintainedredetermined physicaltorage equipment, suchiling cabinet See abo SERIES.
FILEystematic evaluation of files operations, including such matters as subiect file classification, coding, cross-referencing, retrieval lime, accuracy of filing, use of cutoffs, and layout Also called file inspection.
FILE BREAK. Terminationile at regular periodic intervals to facilitate continuous disposal or transfer of the file series. Abo called cutoff
FILE CODES. Numbers or symbols used lo abbreviate lengthy file designations that would otherwise be expressed as words. Most filing systems take their name from the file code system used; for example, alpha-numeric, decimal, numeric-alphabetic, and subject-numeric.
FILE COPT. The official or record document that Is so marked or recognized, complete with enclosure) or related papers. Abo known as record copy See OFFICIAL FILES.
FILEerson given official responsibility for the control of recordsile station.
FILEistinguishing symbol subiect. name, number, or dale controlling the placementocumentiling system. See also CODING.
FILEollection of papers that have similar characteristics and that need to be kept apart from other aroupi of recordsile location. Also called file type. See aiso SERIES.
FILE STATION. Any location in the organization af which documents are maintained for currentile station may be small with only one or two file cabinetsingle branch or section.
ollective term usually applied to all records of an office or agency.
FILES OPERATIONS. The practical application of filing principles; Ihe performance of the practical work of arranging current records in systematic order for purposes of preservation and reference.
FILESlan designating the physical locatiorts) at which an agency's files are to be maintained the specific types of files to be maintained there, and the organisational esemenns; having custodial responsibilities. Also knowniles placement plan.
FILING, The act of putting document) Into their place in accordance with an established system
FiUNC FEATURE. The characteristic bvocument it filed and found luchumber, date, titte. name, or subiect
FIUNCuide to control and facilitate films, which prescribes andarticular system
FILINGlan for organizing and idcntifyins records so that thev can be found quicklyneeded Most filing systems are based on either an alphabeticumeric arrangement
FOLLOWVFle usedeans of checking on borrowed records and effecting their return to the files.
FUNCTIONAL CLASSIFICATION. Successively dividing records into classes and subclasses to conform to the programs, activities, and transactions carried out by the organization accumulating the records.
CENERAL CORRESPONDENCEile consisting of correspondenceumber of subjects, as distinguishedase file that contains correspondence about specific transactions or
pnfreti
GENERAL RECORDSchedule- issued by NARS. governing the deposition of specified recurring series common to several or all agencies Use of the General Records Schedule is MANDATORY.
HOLDING AREA. Agency space assigned for the temporary storage of current or semicurrent records and for records with relatively short retention periods. Abo known as staging area.
HOUSEKEEPING RECORDS. Records of an organization that relate to budget, accounting, personnel, supply, and similar administrative or facibtative operations normaJIv common to most agencies, as distinguished from program or substantive records that relate to an agency's primary functions. See aiso PROGRAM RECORDS.
INACTIVE RECORDS. See NONCURRENT RECORDS
eparate collection of cards, extra copies, cross-reference sheets, or other forms arrangedifferent sequence from that of the related main file An indexay ofocument other than by Its file designation. Forontract file that is arranged numerically might have an index arranged alphabetically by the name of the contract.
INFORMATION COPY. An extra copy other than the official file copy. May be sent tob an interest in the subiect discussed.
urvey of files poor to the development or revision of disposition schedules. Generally included are such data as series title, inclusive dates, use. volume, arrangement, duplication, and other pertinent information Uw of such forms as GSA. Records Inventory Worksheet, facilitates the completion ol inventories
LOOSE FILING Placing papers in folders without attaching them to the folders or to backing sheets.
MAINTENANCE OF RECORDS. All operations incidental to the upkeep of an organized filing system Includes classifying, indexing, sorting, filing, and reference service.
MICROGRAPHICSrocess whichnit of iniorrnation. suchage of testrawing,orm which cannot be read without magnification.
MNEMONIC FILINGlassification system in which records are coded by symbols that remind the user of the subiect;OM for communications and TEL for telephone. These symbols are usually arranged in alphabetic order.
NONCURRENT RECORDS. Records that are no longer required in the conduct of current business and therefore can be accessioned by an archival depository or destroyed. See also CURRENT RECORDS. SEMICURRENT RECORDS.
NONBECOBDS MATERIAL. Material excluded Iron, the definition of records, such as unofficial copies of documents that are kept onlv for convenience or reference, stocks of publications and processed documents, and library or museum material intended solelv for reference or exhibition. See also RECORDS
NUMERIC-ALPHABETIC FILINGlassification system in which numbers are assigned to main divisions and left en and numbers to succeeding subdivisions. Foright stand foror theor the further subdivision "retirement."
NUMERIC FIUNC SYSTEM. Any classification system in which records are arranged by numbers May require an alphabetic index to facilitate Its use.
OFFICE OF RECORD. An office designated as the official custodian of records for specified programs, activities, or transactions of an organization.
OFFICE OF SUBJECT OLTTJNE. An outlineormally based on the topics includedrescribed agency subiect outline and that lists each folder caption or subiect heading needed for the records arranged by subiectarticular file station. See also SUBJECT OUTLINE.
OFFICIAL FILES. An accumulation of official records documenting an actionroviding valuable informaUon. The official files include the originals of incoming correspondence and the Initialed copies of the outgoing and Interoffice correspondence; the original or action copies of reports; completed forms, maps, photographs, and other documents,
PAPERS. See RECORDS.
PERMANENT RECORDS. In US Government usage, records appraised by NARS as having enduring value because they document the organization and functions of the agency that created or received them and/or because they contain significant information on person, things, problems, and conditions with which the agency dealt. See abo ARCHIVES.
P ROC RAM RECORDS. Records created or received and maintained by an agency in the conduct of the substantive functions for which it is responsible The term is used in contrast with housekeeping or facilltatlve records.
PROJECTypo of case file that contains records relating to an assigned task or problem. See also CASE FILE
PUBLIC RECORDS. (I) In general usage, records accumulated by Governmentecords open to pubbc Inspection bv law or custom.
READINGile containing copies of documents arranged in chronological order. Sometimes knownhronological file.
RECORD COPY. See FILE COPY. RECORDS
RECORD SET. Official record copies of publbhed materials, as dblinguished from extra copies kept In stock.
RECORDS. .AH books, papers, maps, photcsgnphs. rnachirse-readable materials, or other docurnentarv materials, regardless of physical form or characteristics, made or received bv an agency of the US Government under Federal law or In connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of lhe Government, or because of the inforrnaltonal value of data in them. Library and museum material made or acquired and preserved solely for reference or exhibition purposes, and extra copies of documents preserved only for convenience of reference. Stocks of publications and of processed documents are not Included.
RECORDSacility for the economical storage and servicing of records pending their ultimate disposition.
RECORDS CONTROL SCHEDULE. See DISPOSITION SCHEDULE RECORDS DlSPOSinOV See DISPOSITION.
RECORDS MANAGEMENT. That area of general adrrunistrative management concerned with achieving economy and efficiency in the creation, use and maintenance, and disposition of records. Included are fulfilling archival requirements and ensuring effective documentaliom
RECORDS MANACER, The person responsible for or engaged in records management program activities. Sometimes knownecords officer or records administrator.
RECORDS RETENTION SCHEDULE. See DISPOSITION SCHEDULE.
RECORDS RETIREMENT. See RETIREMENT. DISPOSITION.
RECORDS SCHEDULE. See DISPOSITION SCHEDULE.
RETENTION PERIOD. See DISPOSITION SCHEDULE.
RETENTION STANDARD. The time period for particular recordseries) to be kept Also called retention period or disposal period. See also DISPOSITION STANDARD.
RETIREMENT. Transfer of semicurrent and noncurrent recordsecords center or some other authorized depository for storage.
SCREENING. The examination of records lo determine the presence of documents eligible for destruction and the removal of such documents from the files. ALso called -eoiins
SELF-INDEXINCollection of records in which requested information can normally be searched for and found without resourceeparate index
SEMICURRENT RECORDS. Records required so infrequently in the conduct of current business that they should be movedolding area or directlyecords center See also CURRENT RECORDS. NONCURRENT RECORDS.
SERIES. File units or documents arranged In accordanceiling system or maintainednit because they relatearticular subiect or function, result from the same activity,articular form, or because of some other relatwnship arising out of their creation, receipt, or use. Sometimes knownecords.
SORTING. The process of separating papers into groups for filing accordingUsaficatior;econd and third sorting of individual groups may be required to achieve the necessary final breakdown.
STACING AREA. See HOLDING AREA.
SUBJECT CORRESPONDENCE FILES. See SUBJECT FILES.
SUBJECT FILE CLASSIFICATION SYSTEM. Various plans used for identifying and coding documents by topic to provide an orderly and accurate way of filing and finding. Examples of such systems include the subiect-numeric, alphabetic-subiect. alpha-numeric, duptex-nurnertc, and rnoernoosc See also FILING SYSTEM. SUBJECT FILES
SUBJECT FILES. Records arranged and Sled according to their general informational content, ContH* mainry of general correspondence but may also include forms, reports, and other matertab that relate to programs and functions and notpecific casearticular person or organization The purpose of establishing subiect files Is to bring together all papers on the same topic to facilitate information retrieval. Also known as correspondence flies, general correspondence files, or central files.
SUBJECT-NUMERIC FILINGubject file classification system In which the main topics are arranicd in alphabetic order and the subdivisions are coded lor numeric arrangment. For example.ight stand for "hours ofhis system may be modified by combining it with the mnemonic filing system so that, for example.ould become
SUBJECTritten fast of topics arranged in hierarchical manner (Le. primary, secondary, tertiary) and serving as the source tor selecting file designations (folder label captions) for arranging or classifying tbe documentsubiect file. File codes are normally included with the subject outline.
SUSPENSE FILE. See FOLLOWUP FILE.
TECHNICAL REFERENCE MATERIAL. Copies of reports, studies, compilations of data, drawings, periodicals, clippings,hat are needed for reference and information but are notart of the official files. Such rsonrecord material is to be kept only as long as needed and may be periodically replaced with more current material
TICKLER FILE. See FOLLOWUP FILE
TRANSACTIONype of case file that documents the conducting of negotiations, business matters, and the likearticular conclusion or settlement See also CASE FILE
TRANSITORYeneral term for records that lose their valuehort period of time and that should be separated during filing from records requiring longer retention.
UNSCHEDULED RECORDS. Records for which no ultimate disposition has been determined VTTAL RECORDS. Records essential for maintaining the continuity of Federal Cciverament activitiesational emergency Consul of two categories: (I) emergency operating records which outline the essential functions of the Government for the duration of emergency conditionsights and interests records which are required for the preservniton of the rights and interests of individual citizens and the Government.
WEEDINC. See SCREENING.
WORKING PAPERS. Documents such as rough notes, calculations, or drafts assembled or created and used in the preparation or analysis of other documents.
APPENDIX B: SUBJECT FILE CLASSIFICATION SYSTEMNTRODUCTION
rr.ooei subject tiles classification svstetnniform method of organizingthat are not partase or protect file arrangement. The purpose of this system Isa model arrangement for administrative correspondence which will be useful tousing an Inadequate or unsatisfactory system.
system includesrimary subject titles representing administrative functions common tocomponents with related subordinate subjects grouped in outline form as subdivisions ofsubject These subdivisions are referred to as secondary and tertiary subjects.arehree-letterecondary and tertiary subjects contain theimple numerical identification The following illustrates the subject-numeric coding
fl) Primary subject PER Personnel
econdary subject; PERay Administration
ertiary subiect;2 Deductions
By expanding the primary subjects as necessary to Include different programomponent canomprehensive filing system for all correspondence filed by subject.
RIMARY SUBJECTS
Data Processing
Services
and Investigations
Meetings, and Conferences
Employment Opportunity
Management
and Legislative
Planning, and Management
and Contracting
Relations
Management and Information Processing
Services
and Education
and Transportation
a- AUTOMATED DATA PROCESSING (ADP)
Use these subject categories for general conesr>ondcnce and related papers pertaining toelectronic data processing equipment, systems, management, and operations- Do NOT usefor documentation which is appropriate for filing in specific case
ADP AUTOMATED DATA PROCESS INC-Use for ADP planning and management In general
ADP 1 REPORTS ANDfor general reports, studies, surveys of ADP within Agency, progress reports, and significant accomplishment reports
HH
APPEND
ADP 2 LAWS ANDior proposedegulations, and revlsioni
(hereco relatinggency programs ADP 3 AUTOMATEDfor general material regarding systems initiation.
' development, documentation, operation, and maintenance. Subdivide by name of
system Includes information and statistics, systems, and computer simulation
systems.
ADP 4 DATA PROCESSING FACILITIES
Accpsw-nes-Au*;iiarv Equipment
Word Processing
Machine Utilization
Maintenance and Repair
ADP 5 EQUIPMENT SELECTION
Requirements. Specifications, and Standards
Equipment Studies
EASIBILITYfor general correspondence relating to feasibility studies. For specific study protects,eparate case file.
IAISON AND INFORMATIONfor general material regarding liaison with computer facilities and programs of other internal Agency components and other Federal agsmcies.
ADP 8for general correspondence regardingcessing standards and standards development.
b. ADMINISTRATIVE SERVICES IADS)
Use these subiect categories for general correspondence and related pa pen pertaining tofunctions, including buildings and grounds, mail facilities and services, office equipmentilea* file equipment and supplies! printing, property management, andNOT use this outline for documentation which is appropriate for filing In specific case
POLICY-Use for mformahon pertaining to general rsohcies and
procedures that cannot be put under specific subjects of this outline.
EPORTS AND STATISTICS-Use for general reports, studies, surveys, progress reports, and significant accomplishment reports.
AWS AND RECULATIONS-Uw for proposed laws, regulations, and revisions thereto relating to Agency programs.
ADS 3 BUILDING AND CROUNDS
Use for general material on acquisition of buildings and grounds lease.
lease amendments, renewals, door plans, etc; acquisition of real property. Facilities andIncludes cleaning, heating and air conditioning, utilities.
moving, alterations, and repairs. Space Mariagement Parking
ADS 4 MAIL FACILITIES AND SERVICES Moiling Lists Courier Services Pottage and Fees
ADS 5 OFFICE EQUIPMENT AND SUPPLIES (EXCEPT FILES EQUIPMENT AND
for general material on procurement, distribution, and control. Maintenance and Repair Purchase
Surplus Property [Except Files Equipment)
ADS 6 PERSONAL PROPERTYfor general material on control.
identification, inventory, loss or damage, and transfers. ADS 7 PRINTING AND REPRODUCTION Craphicartwork, design, drafting, etc Copyinginternal copier control Printing and Binding
Requisition andfor general papers notpecific
requisition. ADS 8 TELECOMMUNICATIONS Telegraph. Teletype, and Facsimile Service Telephone Service Telephone Directories
e_ AUDITS AND INVESTICATIONS (ADD)
Use these subiect categories for general correspoocence and related papers pertaining to auditsCeneral (IC) investigations. Do NOT use this outline for documentation whichfor filing va specific audit or IC investigation case
AUD AUDITS AND ICfor general policy not Identified by a
specific subiect luted below AUD 1 REPORTS ANDfor general reports, studies, surveys, progress
reports, and significant accomplishment reports. AUD 2 LAWS ANDfor proposed laws, regulations and revisions
thereto relating to Agency programs. AUD 3 STANDARDS ANDUs* for procedures for conduct Ins. reporting
and reviewing audits and IC investigation* Plans and Preparation! Development of Findings Closure-Resolution AUD 4 INTERNAL AUDITS Administrative and Program Operations Fiscal Administration Euwrjbons AUD 3 CONTRACT AUDITS AUD 6 AUDIT TPAININC
AUD 7 COORDINATIONS WITH FEDERAL ACENCIES-Use for listing Federal agencies
cooperating with IC program activities. Subdivide if necessary. AUD 8 IC INVESTIGATIONS Conflict of Interest Fraud and Embezzlement AUD 9 IC INVESTICATIVE REFERRALS AUD 10 QUALITY CONTROL
AUD 11 LIAISONfor listing non-Federal organizations involved with IC program activities.
d. BUDGET (BUD)
Use these subject categories for general correspondence and related papers pertaining lo the preparation, review, and submission of Agency budget data. Including budget estimates, justifications, policies, procedures, and financial plans. Do NOT use these subjects for documentation which ii appropriately filedpecific case file See the FINANCIAL MANAGEMENT outline for records of accounting and management of appropriated and other funds.
APPENDIX B
BUD for information pertaining lo general policies and procedures (hat
cannot be put under specific subtects of this outline. BUD I REPORTS ANDfor general reports, studies, surveys, progress
reports, and stgniocant accornpushroerit reports BUD 2 LAWS AND RECULAT10NS-LV for proposed laws, reguutions. and revision.
thereto relating to Agency programs BUD 3 BUDCET PREPARATION AND SUBMISSION Budgetpreliminary estimates.
ubmissions andfor materials concerning submission of budget estimates to the Director. Office of Management and Budget and Congress. Subdivide by review organization if appropriate
BUD 4 BUDCET EXECUTION
Allotments and Authorizations
Arxwrttonrnent and Allocations
Transfer of Funds
INANCIAL PLANS-Use for overall plans for expenditure of funds. Includes requests, consolidations, review wort plans, approvals, etc.
UND AVAILABILITT-Appropriated funds, earned reimbursements, refunds, allocations received, transler appropriations, etc.
COMMITTEES. MEETINGS, AND CONFERENCES (CMC)
Use this subiect category for material regarding committees, meetings, conferences, task forces,NLY when the subiect matter is too broad or general to be filed by srsecific subject Establish individual files by name of committee, conference,nd arrange in alphabetical order,umeric code. See ORGANIZATION. PLANNING. AND MANAGEMENT (OPM) for committee management.
MEETINGS. ANDfor subiect matter that Is
too broad or general to be filed by specific suJwcct. For example:
TASK FORCE
DEVELOPMENT PLANNING CONFERENCE
REVIEW83
AND EVALUATION
WORKINC CROUP
REVIEW-2
REVIEW2
WORKING GROUP
f. EQUAL EMPLOYMENT OPPORTUNITY (EEO|
Use these subiect categories for general correspondence and similar papers related to equal employment opportunity. Do NOT use this outline for docurnenUtion which is appropriate for filing in specific discrimination case files.
EEO EQUAL EMPLOYMENT OPPORTUNITY-Use for general information not related
tospecific subiect listed below. EEO 1 REPORTS AND STATISTICS-Use for general reports, studies, surveys, progress
reports, and significant accomplishment reports. EEO 2 LAWS ANDfor proposed laws, regulations, and revisions
thereto relating to Agency programs. EEO 3 AFFIRMATIVE ACTION PLANNING
EEO 4 COMPLAINTS
EEO Advisory Committee Informal
EEO 5 lor materials that relate to discrimination in equal
opportunity matters. Age Ethnic Origin Handicapped Persons Race Color Sex Religion
EDERALfor information concerning programs designed for Federal women.
K. FINANCIAL MANAGEMENT (FIN)
Use these subiect categories for general correspondence and related papers pertaining to disbursement and collection activities and the maintenance, control, and accountability of Agency finances. Do NOT use this outline for documentation which is appropriate for filing in specific case files. See the BUDGET section of the subiect classification system for materials relating to preparation, submission, andof the Agency budget. See TRAVEL AND TRANSPORTATION for subiect outline for general correspondence on policies and procedures regarding the travel of individuals and movement of household goods, etc.
for information pertaining to general policies
and procedures that cannot be put under specific subjects of this outline. FIN 1 REPORTS ANDfor general reports, studies, surveys, progress
reports, and significant accomplishment reports FIN 2 LAWS AND RECULATIONS-Use for proposed laws, regulations, and revisions
thereto relating to Agency programs. FIN 3 AUTHORIZATIONS ANDfor designations of personnel to
perform paying, collecting, timekeeping, and similar functions. FIN 4 BONDING OF EMPLOYEES FIN 5 ACCOUNTING SYSTEMS Accounting Codes and Symbols Automated Accounting Systems FIN 6 COLLECTIONS/RECEIPTS Accounts Receivable Adjustments
Checks, Money Orders.payroll and travel.
FIN 7 payroll and travel.
Accounts Payable
Adjustments
Imprest Fund
Letters of Credit
Voucher Examination and Certification
ENERALcorrespondence concerning general ledgerincluding journal vouchers, subsidiary ledgers, trial balances, balance sheets, etc.
FIN 9 CONTRACTOR ACCOUNTING
FINFUND CONTROL AND FLOW
FINACCOUNTING
FIN
FIN
FINOianees
FTNACCOUNTING
FIN
FINDiem
FIN
AND LEGISLATIVE (LEG)
Use these subiect categories Tor general correspondence and similar papers pertaining tos legislative programs, relations with Congress, and legal matters that are so general inthey cannot be filed under more specific subrects Do NOT use [his outline foris appropriate for filing in specific legal and legislative cose
ANDfor information pertaining to general policies
and procedures tha: cannot be pui under specific subjects of this outline. LEG 1 LEC 2 FEDERAL REGISTER Published Items Proposed Items LEC 3 LEGAL LIBRARY LEC 4 LEGISLATION Proposed Enacted
LEG 5 UTICATION AND APPEALS
Civil Actions
LEG Freedom of Information Act
Privacy Act
Criminal Action*
LEC 8 OPINIONS AND DECISIONS
Administrative
Judicial
PLANNING, AND MANAGEMENT (OPM)
Use these mbiect categories for general correspondence and related papers pertaining to the establishment, organization, reorganization, and termination of organizational units: the assignment ana reassignment of functions; operational planning, management analysis, and surveys; manpower requirements and utilization; and emergency planning. Do NOT use this outline for documentation which is appropriate for filing in specific case files
OPM ORGANIZATION. PLANNING. ANDfor information pertaining to general policies and procedures that cannot be put under specific subjects of this outline.
EPORTS ANDfor general reports, studies, surveys, progress reports, and significant accomplishment reports.
AWS ANDfor proposed laws, regulations, and revisions thereto relating to Agency programs
OMMITTEEccrresTsondence regarding theand administration of Agency committees. Do NOT use for papersommittee meeting which should be filed under the specific subiect category or category CMCeetings, and Conf erencesl.
Code OPMPM5
OPM 6
APPENDIX B
Title
DELEGATIONS OF AUTHORITY
ADMINISTRATIVEadminbt raflve and operational surveys ofgeneral nature
OPM 7
MANAGEMENT ANALYSIS AND IMPROVEMENT (See also RECORDSAND INFORMATIONmanaaernent improvement, evaluation, and cos*-reduction activities other than inspection, audits, and surveys.
OPM
OPMPM II
EMERGENCY PLANNING (See also RECORDS MANAGEMENT ANDPROCESSING under VITALfor ma tern! relating to continuation of operations in an emergency. ORGANIZATION ANDorganization charts, state-rnents of functions, organization and reorganization plans, history and background of elements, and the establishment and jurisdiction of regional offices. OPM 9 STAFF CONTROL AND UTILIZATION Staff Requirement! Work Distribution Work Simplification Work Measurement
PROGRAM PLANNING ANDfor general material on the overall planning, direction, coordination, supervision, review, and evaluation of program goals.
PROJECTSfor general correspondence relating to theand administration of Agency projects, j. PERSONNEL (PER)
Use these subject categories for genera! correspondence and related papers pertaining to personnel. Do NOT use thb outline for documentation which is appropriate for filing in specific case files. See EQUAL EMPLOYMENT OPPORTUNITY for subiect outline for general correspondence and similar papers related to equal employment opportunity
PFR
for information pertaining to general policies andcannot be put underubjects of thbANDfor general reports, studies, surveys, progress
reports, and significant accomplishment reports. PER 2 LAWS ANDfor proposed laws, regulations, and revisions
thereto relating lo Agency programs. PER 3 ATTENDANCE AND LEannual sick, military leave, leave without
pay. holidays, and absence for Jury duty. Subdivide by type as volume warrants. PER 4 EMPLOYEE RELATIONS AND SERVICES
Appeals andUse for general material on the appeals system, policies
and procedures for handling appeals, complaints, and grievances. Campaigns andCombined Federal Campaign, Savings Bonds
Campaign, and blood donation program Conduct offor general materiab relating to regulations and
procedures governing conflicts of interest, political activities, acceptance of
3
ixatirrhes. etc. Subdivide as necessary. Disciplinary and Adverse Actions PER 5 EMPLOYMENT Former Employees Job Retention and Restoration
PERstudents, handicapped veterans, consultants, etc
PER AND MEDICAL injuries, alcoholism, physical
exarninatwns. etc Subdivide as necessary
PEROF DUTY
PER.AND ANNUITIES
PERInsurance
PERInsurance
PER
PERCompensation
PERMANAGEMENT RELATIONS
PERADMINISTRATION
PERand Differentials
PER
PERand Record Changes
PEREVALUATION
PERand Processing
PERand Appraisals
PERStandards
PERprogram inspections and surveys
PERCLASSIFICATION
PER
PERDescriptions
PERand Standards
PERand Evaluations
PERMANAGEMENTfor requests for. establishment of. and comrol
over numerical authorization of staffing levels of personnel cciijngs.
PERCeilings
PERPattern.
PERAND INTERNAL PLACEMENT
PERand Demotions
PERSELECTION. AND APPOINTMENT
PER and general material relating to vacancy
announcemen ts.
PERfor Employment
PERbv type of appointment if volume warrants
PERand Testing
PER
PER
PERAND DISPLACEMENT
PER
PERForce
PER
PERfor Cause
PER
PERDEVELOPMENT
PERPlanning and Coumeiing
PER
PERANDby type of award if
k. PROCUREMENT AND CONTRACTING (PRO
Use these subiect citegor.es for general correspondence and related papen pertaining to procurement of Agency supplies, equipusent. andontracting [or supplies and services: and interagency agreements Do NOT use this outline for documentation which is appropriate for filingpecific contract or procurement case ale.
ANDthis subiect for general policies that
cannot be placedore specific category. PRC 1 REPORTS ANDfor general reports, studies, surveys, progress
reports, and significant accomplishment reports PRC 2 LAWS ANDfor proposed laws, regulations, and revisions
thereto relating to Agency programs. PRC 3 AUTHORIZATIONS ANDcontracting officers and
purchase limitations.
PRC 4 PROCUREMENTformal advertising, negotiations, smalland blanket purchase agreements. PRC S SUPPLIERS AND CONTRACTORS BtddeT Lists Ineligible Bidders Small Business and Minority Businesses CaUlogs. Price Lists, and Schedules
PRC 6 PURCHASE ORDERS ANDpolicies and procedures for
submission and requiSrjcn. PRC 7 CONTRACTS ANDgeneral material on clauses, forms.
etc Subdivide by type of caabsstst such as lease, rental, interagency agreement, etc. PHC 3 SOLICITATIONS. BIDS, AND AWARDS Issuance for Invitation for Bids/Request for Prnponb Evaluation oi Bids and Proposals Negotiation Award
PRC 9 CONTRACT ADMINISTRATION Contract Monitoring Changes and Modifications Cost and Billing Rates Closeout and Termination
I. Not used, m. PUBLIC RELATIONS (PUB)
Use thb subiect outline for general correspondence and related papen pertaining to publicthe preparation of publications containing program information, the clearanceand audiovisual materials for issuance and distribution, and the promotion ofDo NOT use this outline for documentationppropriate for filing in rpecificnor for information requested under Freedom of Information Act (FOIA) and Privacy ActADMINISTRATIVE SERVICES for subiect headings relating to printing andgraphic services. See RECORDS MANAGEMENT AND INFORMATIONsubiect headings concerning FOIA and PA requests for
for infonnabon pertaining to general policies and
procedures that cannot be pot under specific subiects of thisANDfor proposed laws, regulations, and revisions
thereto relating to Agency programs.
.
INFOBMATION AND RECORDS
APPENDIX B
Code REM 3
MICROFORM(or corresrwndence regarding iheof microfilm, microfiche, and other microform* REM 9 PRIVACYfor requirements involving inquiries specifically identified as
Privacy Act requests. Do NOT use for case files. REM 10 RECORDSon policy and rxocedures to be ioilowee in administering and operating the Agency's records disposition programhole.
Scbedules-Ceneral corresr>ondence about scheduling records.
2 Records Retirement
3 Statistical Reports of Records Holdings
REM 11 RECORDS EQUIPMENT AND SUPPLIES
REM 12 RECORDSfiling systems
REM 13 REPORTSmatters regarding the reparation, submis-
won. control and cost of reports. REM 14 VITAL RECORDS-General correspondence on policy and procedure, to be
followed in handling records essential to theperations in an err*rstencv
illusion
o. SECURITY SERVICES (SEC)
Use these subject categories for general correspondence and related papers pertaining to Office of Secunty service functions, including physical security, personnel security, clearances, accountability and handling of classified material and related subjects. Do NOT use this outline for documentation which is appropriate for filing in specific case filcs.
SERVICES-Use for infceroatson pertaimng to general rsalieies and
procedures that cannot be put under wciic subjects. SEC 1 REPORTS ANDfor general reports, studies, surveys, rxogrcu
reports, and significant accomplishment reports. SEC 2 LAWS AND REGULATIONS-Use for proposed laws, regulations, and revisions
thereto relating to AgencyEC 3 PHYSICAL SECURITY SEC 4 PERSONNEL SECURITY Special Clearances Uaison Clearances
SEC 5 ACCOUNTABILITY AND HANDLING OF CLASSIFIED MATERIAL SEC 6 SAFETY PROGRAM
P- TRAINING AND EDUCATION (TAE)
Use these subject categories for general correspondence and related papers pertaining to Office of Training and Education. Do NOT use this outline for documentation which is appropriate for filing in specific case files.
TAE TRAINING AND EDUCATION-Use for general material which cannot be filed
ore specific subsect of this nature. TAE 1 REPORTS AND STATISTICS-Use for general reports, studies, surveys, progress
reports, and significant accomplishment reports. TAE 2 LAWS ANDfor proposed law* regulations, and revisions
thereto relating to Agency programs. TAE 3 INTERNAL TRAININC-Use for general material relating to various internal
training courses. TAE 4 EXTERNAL TRAINING
9
q. TRAVEL AND TRANSPORTATION <TRV)
Use these subiect categories for general corresDondence and related papers pertaining to the travel ofuals and the movementhousehold goods: the shipment of equipment, supply, and material* and the acquisition, maintenance, use. and disposition of motor vehicles. Do NOT use this
'case file. See FINANCIAL
inAiNcNT lor accounung matters.
TJUe
ANDfor general material which cannot be
filedore specific subiect of this outline. TRV I REPORTS AND STATISTICS-Use for general reports, studies, surveys, progress reports, and significant accomplishment reports. 2 ECULATIONS-Use for proposed laws, regulations, and revisions thereto relating to .Agency programs. TRV 3 GOVERNMENT VEHICLES-Use for genera! material on acquraUcr, assignment ana use. credit cards, operator permits, maintenance and repairs, and motor vehicle reporting.Ceneral Services Administration ICSAl interagency motor pool vehicles and Agency vehicles. TRV 4 ITINERARIES AND RESERVATIONS
TRV 5 TRANSPORTATION OF PERSONAL AND HOUSEHOLD EFFECTS
TRV 6 TRAVEL ALLOWANCES-Includes per diem and rn.le.ge rates, travel advances.
TRV 7 TRAVEL ORDERS/AUTHORIZATIONS-Use for general matenalegulatory
or procedural nature. Includes transportation requests. TRV S TRAVEL VOUCHERS-Use for procedures regarding preparation and submnaion
(See FINANCIAL MANAGEMENT for accounting matters.)
hhb WkW
APPENDIX C
ILE EQUIPMENT AND SUPPLIES
CORRESPONDENCE TYPE FILE EQUIPMENT
Th*rawer safe is lhe moste of filing equipmenl used bv (be Agency
TANDARD FILE EQUIPMENT
Safe
The two-drawer desk safe occupies no additional office floor space when uiededestalesk. It should be used only when thereegitimate need for secure storage ot the desk location. This safe is the most eipemive In terms of cost per cubic feet of storage
Safe
The four-drawer safe occupies ihe same amount of office Boor spacereesunding two-drawer safe. It provides twice the storage volume at less than twice the costwo-drawer safe.
L NONSTANDARD FILE EQUIPMENT
The five-drawer safe increases filing capacity byercent without increasing office floor space requirements. Whan office floor space is critical this type safe should be considered, despite its additional cost.
Filing Cabinet
This equipment is availableombination lock and is suitable (or storing 3x3 and 5x8 inch cards or 4x6 Inch microfiche Storage of classified material in this equipment is restricted to Orr.ce of Securtty-aprsroved vaulted areas. (See KRjuicance on the storage of classified Information or material!
Oversized Items
Cabinets for storing maps, charts, and other oversized items are available with or without combination locks.
d. Lateral and Shelf File Equipment
Lateral and shelf files store records in lateral fashion wilh Ihe sides of the file folders facing forward rather than their front surface The shelves may be fixed or on roll-out drawers. This equipment utilizes floor space more efficiently, speeds filing and retrieval and costs less than the standard safe-type storage equipment. The equipment can be constructed to store cords, magnetic tapes, and various microforms. Storage of classified material in this equipment Is restricted to Office of Secunty-approved vaulted areas- Tbe component RMO should be consulted early In the planning phase when lateral or shelf filing equipment is beingescription of other types of file equipment and filing supplies may be found in th* General Services Administration (CSAI Supply
HHBJH
APPENDIX D
APPENDIX D: GLOSSARY OF COMMON MICROCRAPHIC TERMS
ARCHIVAL MICROFILM. Silver halide microfilm meeting the requirements of Federal Standard. Film. Photographic and Film. Photographic. Processed (for permanent records use!;National Standards Institute (ANSI) Standardtc ISee2 a. For Agency purposes, archival microfilm is definedilver gelatin type film that is controlled through all phases of processing in accordance with the provisions ofhe sssgwaaaVVtBafltfggVgfaaVg*gfe OBce of Logutics. provides centralized micrcsraprnc services available to all Agency components. Those components using this central facility can ba assured that processed film meets the technical specifications established bv NARS for the production pi archival quality microfilm. Agency com pone n3 performing independent micrographicnot processed by the central facility) are obligated to follow the same standards and specifications set forth in5 for the production and processing of archival quality film. The objective of meeting these rigid requirements is to produce high quality microfilm capable of being stored under environmentally controlled conditions for long-term (permanent! retention with no significant loss in quality or readability.
COMPUTER OUTPUT MICROFILM (COML Microfilm containing data producedecorder from computer-generated signals.
FACILTTT. An area set aside for equipment and operations required in the production or reproduction of microforms either for internal use or for the use of other organizational elements of the Federal Government
aw (unexposed and unprocessed) film with characteristics that make It suitable fcr use inhe process of recording micro!mages onine-grain, high-resolution photographic film containing an image greatly reduced in size from the original.
arm used for any form containing microimages.
MICROGRAPHICS. The science and technology of document and information microfilming and associated microform systems.
nit of information, suchage of textrawing, that has been made too small to be read without the aid of magnification.
PERMANENT RECORD. Any record (seehat has been determined by the Archivist of the United States to have sufficient historical or other value to warrant its continued preservation by the Government.
SYSTEM.onfiguration of equipment and procedures for the production, reproduction, maintenance, storage, retrieval, display, or use oficrographic system may involve one or more, but not necessarily all. of the functions listed abovg.
3
APPENDIX E: ELEMENTSICROCRAPHIC SYSTEM ANALYSIS (Items applicable for Agency use have been extracted from1
ystem analysisost/benefit analysts shall be conducted prior to the decision toicrographic system. The cost/benefit analysis shallomparative cost analysts in accordance with Office of Management and Budget (OMB1f it meets the guidelines described therein.
system analysis will contain the following items:
n examination of the current operating system to evaluate the need for the documents or information and the use to which they are put.
onsideration of the alternatives to micrographics including such measures as:
(i) Revising records control schedules to provide for (he disposition of paper records by disposal, or transfer of inactive records to (he AARC.
(ti) Improving current retrieval and distribution procedures using paper records.
consideration of all feasible alternative methods of creating the microform records, such as:
lease, or tease-purchase of equipment.
micrographic production equipment already in the Agency.
An analysis of the workload and staffing requirements to ensure sufficient trained personnel to operate and maintain the micrographic system.
An examination of the Information needs of the user when determining reduction ratio, format, quality control procedures, viewing equipment, and user training.
A review lo ensure compatibility of microforms used within the Agency and those used to transmit information to other agencies and the public.
A determination of the availability and cost of specialized space requirements:emperature, humidity control, etc.
chosen alternative will be tbe most cost effective and efficient system unlessbenefits necessitate an alternate decision.
Original document.
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