Asa Discussion Topics, April 1953

This material is published in accordance with Department of the Army Letter, AGAC-C (M) 461 (28 August 52) AGAM, 20 November 1952, subject: "Dissemination of Training and I & E Instructional Material." CONFIDENTIAL REF ID..:~§~~TIAL The Filing System Armed Forces Press Service material appearing herein may not be reprinted with out written permission of the Armed Forces Press Service. In An Operational Office Material forwarded by Field Representatives under Circular No. 9, Hq, ASA, 4 Colonel Jones walks into your off ice on The Numerical Designation System is the March 1953, subject: "Technical and Informational Material" should answer one of an official visit, sits down, and in the answer to needs of an operational section. these questions: course of the conversation, suddenly re It utilizes numbers as a substitute iden quests a certain letter; written, as he tification of units within the section's Does it provide information not available elsewhere about something new or in puts it, "Some time during the first part network of correspondence addressees, and teresting in some technical field? Does it point out better procedures? Does it of the year.• Does Colonel Jones wait aids memorization of those numbers by make known heritage and traditions of Agency service or Provide information of loca while your filing clerk scratches his head placing the highest command under the nu tions where ASA personnel may serve next? Does it record useful experience of ac and ponders? No! This, no doubt hasoc meral 1 and then, by sequence of command tivity? Will it aid training, well being, or morale? curred in your office at some time or level, procedes on. In these instances other. where multiple addressees are involved, A "multi-adee• file is established. Non The administrative efficiency of an op technical files (for example,Request For WELL??? WHAT ABOUT IT??? erational section or branch often depends Orders etc.) are filed in a separate draw upon an expedient filing system which will er and utilize the decimal system which is furnish the writer with immediate refer suitable for that need. 1. ARE YOCJ CCldPLETELY FAMILIAR WITH YOCJR JOB AND THE DUrIES OF TI:l~E ences. Within any technical correspon IMMEDIATELY SUBClIDINATE TO YOCJ? dence file, there is apt to be consider The person who seeks a certain letter able decategorizing of the more commonly for reference purposes, may be able to 2. ARE YOCJ ~ALIFIED TO FILL ANY ~ITION TO WHIOI THE ASA MAY ASSICl<l YOCJ? known operational subjects. This often provide only the addressee. In the numer causes a delay in locating an item. ical designation system, this single clue 3. CAN YOCJ ADEQUATELY FUIFILL 11:IE DUfIES OF YClJR IMMEDIATE SUPERICE? is sufficient. As an augmentation to this system, subject files may be established A test was conducted at Hq, ASA Pacific under special circumstances, as in those If your answer to these three questions increasing their value to the military of three separate filing systems to deter cases where a specific policy,study, test, is yes, read no further; you are the "one service and the nation. mine the most suitable one for an opera or plan is very frequently referred to. in-a-million" and this isn't directed to tional office which sends and receives a This type of correspondence usually con you. This is written for the other 99% Formerly, extension training was limit large volume of correspondence, and furth tains highly sensitive facts, figures, or of ASA personnel who are a~are of their ed to those subcourses issued by the ap er, to align each system with a particular data, and those persons who must utilize limitations and are eager to do something plicant's own branch of service. Today, kind of filing need. The three systems these letters need them as a collective were: about it. with proper authorization, subcourses are reference rather than a single item of available from all branches of the ser . correspondence. If this special corre- Even those of us who have been with the vice. For example, there are available !} a. Decimal system spondence were placed in the regular . ' files, the folders would soon be fil Agency since the beginning, frequently subcourses in the Transportation Corps . ' b. Subject system find need for a greater understanding of and Ordance. A rather strange, though I" led with numerous place-markers to indi '.~ c. Numerical designation system specialties other than our own. Since not unusual, combination is the ASA Colo ~:~g: cate the location of these items. A re each job in the ASA is interrelated with nel who is taking a transportation Corps view of any problem would then require the every other job, broader knowledge of the subcourse in navigation. (He has a pow The Decimal System is suitable for an use of several folders, instead of one. other man's problems facilitates the per er cruiser.) off ice engaged in administrative and per formance of our own duties. sonnel functions of a non-technical na Each branch of service maintains an ex ture. It is particularly expedient where All folders,under the numerical designa tension training activity which distri the exchange rate of correspondence is not tion system, must be split into separate There are several means of achieving butes correspondence courses and re high. It is not adaptable to technical parts, with the incoming correspondence on lated material to branch personnel. Each this broader scope, but the easiest and correspondence simply because of the ne the left side of the folder, and the out best is through the Army Extension Train extension training activity administers cessity for breaking the decimal file into going on the right side (or vice versa). ing Program. The mission of this program subcourses peculiar to its own branch as If, during the year, the folder becomes well as courses common to the Army as a smaller segments, which ultimately ends up is twofold: to enable personnel in Re with an overloaded file drawer. bulky, it can be titled with an •A• and serve components to "keep in touch" with whole. •B• classification of the number, with the ever-changing military developments, and The Subject System is suitable for an •A• embracing the January to June inclu to permit active duty personnel to broad The ASA Extension Training Division is orderly room, or for those off ices which sive period, and the "B" the July to De en their professional knowledge, thereby (Continued on page 22) engage in a narrowly confined mission. cember inclusive period. This confined mission limits the number of NOTICE. TI:IIS DOCUMENT CONTAINS INFORMATION AFFECTING THE NATIONAL DEFENSE OF THE subjects which would be involved in the The next time Colonel Jones walks into UNITED STATES WITHIN THE MEANING OF 11:IE ESPIClllAGE LAW, TI1LE 18, U.S.C. SECTIONS 793 & majority of correspondence, and makes it your office, will you be ready for his re 794 AND PUBLIC LAW 513, 81st CONGRESS, 2d SESSIClll. 11:1E TRANSMISSIClll OR THE REVELATIClll expedient to locate reference material. quest for a reference? OF ITS CONTENTS IN ANY MANNER TO AN UNAtrnlORIZED PERSON IS PROHIBITED BY LAW. Discussion Topics 1 CO?f F1BEN'll.A 1. Army Security Agency jector, in common with all slide projec ulated construction of the board saves AIDS tors, are the simplicity of preparation of storage space and facilitates transporting the material to be projected, and the min the board from one classroom to another. imum amount of storage required for the Construction of the board is quite simple; (Unclassified) prepared slides. first the surface is coated with a liquid adherent and then sprayed with micro-cut nylon fibers to form the flocked finish. The ancient adage "One Picture Is Worth _brary has projectionists available for Uiere are several methods currently in a Thousand Words" could well be paraphras previews and showings in tmits or sections use for the preparation of slides. The Subject matter is prepared on flannel ed to read 'One Training Aid Is Worth a not having licensed operators. Overhead most common practice at the Training Cen backed cardboard cutouts. With the Flock Thousand Words of Instruction.' With this projectors (BAlopticans), 16mm projectors, ter is initialJy to prepare a wax-pencil Board resting on an easel, the cutouts ad in mind the importance of the Visual Aids 35mm film strip projectors, opaque pro temporary slide on clear acetate, then, here readily when the flannel backing is Branch of the ASA Training Center is ob jectors, and sound reproducer units may be when the effectiveness of the subject mat pressed lightly against the flocked sur vious. The maximum use of Training Aids drawn from the Film Library when needed. ter has been established by classroom face. makes it possible to give faster, more Projector slides as well as graphs, pos test, a permanent slide is made. Two ~ro comprehensive instruction to personnel at ters and photographs are prepared or sup cesses are commonly used in making per The Flock Board is one example of the the Training Center than the more orthodox plied by the Graphic Aids shop. manent slides, plastic ink on clear ace type of work accomplished by the Visual Lecture Method. tate, and the ozalid process which is a Aids Branch. The existing training aids dry developing method employing ammonia are constantly being improved and a con Aunio-Visual Aids, 16mm motion pictures The use of transparent slides for the vapor to etch the material on translucent stant effort is expended to develop and overhead projector is a comparatively new and 35mm film strips, are available from foil.

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