FOREWORD The methods and equipment used in most offices for storing and retrieving information have changed insignificantly in the past 50 years, and many of these systems are still adequate today. However, the situation is rapidly changing and has already become a serious problem in some offices. The information explosion that began with World War II and the increased complexity in Government operations make it necessary for many managers to consider improved methods and equipment. Fortunately, because of pioneering efforts in the scientific and engineering communities and developments in records miniaturization, computer technology, and electronic communications, today's manager has new answers to his information retrieval problems. This handbook contains descriptions of representative nonconventional systems in use today, with a view toward providing managers, management analysts, supervisors, and others with ideas as to how they might improve the dissemination, storage, and retrieval of information in their offices. Although this handbook is issued as one ment Handbooks produced by the National General Services Administration (GSA), the in its development. It was produced under administered by the Air Force and GSA. of a series of Records ManageArchives and Records Service, United States Air Force shared a contract jointly funded and t±2f ST ATE FOR NS INSTITUT F©RETAGSUTVECKL1NG I J For sale by the Superintendent of Documents, U.S. Government Printing Office Washington, D.C., 20402 - Price $1.75 CONTENTS Page INTRODUCTION GOVERNMENT SYSTEMS .... 1 D E P A R T M E N T OF HEALTH, EDUCATION, AND WELFARE Office of Education E R I C (Educational Resources Information Center) Social Security Administration Beneficiary Information National Employee Account Card Holders D E P A R T M E N T OF HOUSING URBAN DEVELOPMENT AND Page DEPARTMENT OF AGRICULTURE Consumer and Marketing Service Meat Label Storage and Retrieval Agricultural Research Service P e s t i c i d e Label Control CIVIL AERONAUTICS BOARD 80 82 85 8 11 Aircraft Accident Analysis D E P A R T M E N T OF Bureau of the Census T h e F O S D I C SS Census A g e Search COMMERCE 14 Automated Personnel Video Tape Information Storage and Retrieval D E P A R T M E N T OF T H E INTERIOR 88 91 17 20 Environmental Science Services Administration National Weather Records Center 23 Patent Office Information Storage and Retrieval for Patents 26 D E P A R T M E N T OF DEFENSE 29 Bureau of Land Management Land Patent Control Document Index Bureau of Reclamation S D I Current Awareness Bonneville Power Administration Information Retrieval and S D I Current Awareness INTERNAL REVENUE SERVICE R I R A - L e g a l Information 93 96 98 Joint Chiefs of Staff JCS Records Retrieval Department of the Army Automated Engineering Data Retrieval and Reproduction Building Space Information Deficiency Identification Engineering Drawings Storage and Reproduction (with Color Overlays) Department of the N a v y Correspondence Retrieval Failure Rate Data Dissemination ( F A R A D A ) Miniaturized N a v y Catalog Data __. Public W o r k s Drawings Retrieval.... Department of the Air F o r c e Allotment Disbursement Record Legal Information Through Electronics (LITE) Microform Personnel Record Miniaturized Management Reports Distribution Office F i l e s Coordinate Index Technical Data Dissemination and Retrieval..United States Marine Corps Microform Engineering Drawings Support D e f e n s e Supply A g e n c y D D C Information Storage, Dissemination, and Retrieval Armed F o r c e s Institute of P a t h o l o g y Medical Record Storage 101 32 34 37 39 42 45 48 51 54 57 60 63 66 69 72 D E P A R T M E N T OF JUSTICE Federal Bureau of Investigation National Crime Information Center ( N C I C ) 104 LIBRARY OF CONGRESS Congressional Information Network Machine Readable Catalog Dissemination (Project MARC) NATIONAL AERONAUTICS AND SPACE A D M I N I S T R A T I O N Office of T e c h n o l o g y Utilization Aerospace Information Dissemination N A S A / R E C O N Automated Reference 107 110 113 116 NATIONAL OCEANOGRAPHIC DATA CENTER National Marine Data Inventory ( N A M D I ) SECURITIES AND EXCHANGE COMMISSION Automated Name Search SMITHSONIAN INSTITUTION Animal Inventory Management D E P A R T M E N T OF TRANSPORTATION Federal Highway Administration National Driver Register 119 122 125 75 78 128 iii Page U.S. Coast Guard Automated Merchant Vessel Report (AMVER) Personnel Skills Inventory 131 134 NONGOVERNMENT SYSTEMS BATTELLE MEMORIAL INSTITUTE Battelle Clue-Word Card Battelle Dual Dictionary Index EASTERN AIRLINES Aircraft Maintenance Manual, Distributing and Updating 137 NATIONAL EDUCATION ASSOCIATION ZIP Code Data Retrieval Page 140 143 DEPARTMENT OF THE TREASURY Bureau of Accounts-Fiscal Service Computer Output Data Retrieval 145 148 iv