NOTESTECHNICAL REPORTS
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PROFESSIONAL DEVELOPMENT
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-A P
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2
WINS STATE
11
NUMBER
10
Notes
AWARD
THE EXPANDING ROLE OF MICROGRAPHICS
FEDERAL MICROGRAPHIC RULES
WASHINGTON OFFICE NEWS
FOREST SERVICE
EpRESi
_
OCTOBER 1979
SEg._
RUýS
$Rhh1.AfAi
U.S.
DEPARTMENT OF AGRICULTURE
uýs
ENGINEERING
III
Volume
Information
contained
in
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FIELD NOTES
Number
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or policy
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and engineering
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and
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constitute
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is
its
its
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to
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be suitable.
must not
not
Such
of the reader.
of others
of
firm or corporation
of trade
convenience
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Service
its
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contractors
and State agencies.
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exclusively
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recommended
Because
references.
technicians
for
personal
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or approved
should
of the type
read
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however
DEPARTMENT OF AGRICULTURE
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20013
author and
mandatory instructions
of material in the publication
issue
engineers.
FOREST SERVICE
U.S.
of the respective
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this
publication
all
is
N
YAOFES
S
P
E
SIONAL
FNGINEERS
OF
COLORADO
PROFESSIONAL
ENGINEERS OF COLORADO
ýhýSRtttS
fJOY
th
LIT PROFESSIONAL
DITILOPMENT AWARD
TO
U. S. Department ofAgriculturo
U. S.
Forest Scrvic
Rocky Mountain
R
ion
1979
PRESIDENT
REGION
Special
2
WINS
STATE
AWARD
Royal Ryser
Programs Engineer
Region 2
Engi-neers
recogni-tion
The Engineering Staff of Region 2 has been awarded the Government
Professional Development
Award for 1979 by the Professional
of Colorado.
Region 2 received the award in June in
in acquiring professional registration
of its accomplishments
at
attendance
providing professional training and encouraging
professional meetings.
This award is made every 3 years to a Federal organization that
achievement
in the professional
displays outstanding
development
aspects of engineering local and state engineering organizations
respectively are eligible for the award in the interim 2 years.
The
award
certificate
is
shown
on the
1
facing
page.
THE
EXPANDING
FEDERAL
Col.
ROLE
OF MICROGRAPHICS
MICROGRAPHIC
RULES
Alexander
Beim
of the Army
Department
ABSTRACT
New government
rules for micrographics published in
March 1979
can have a potentially
significant
impact on
circles.
both government
They
and industry micrographic
to
centralize
agencies
approval
require government
systems inventory
authority for micrographic
and
reproduction
equipment including
production
and
establish
micrographic
management
programs.
COM
Sound development
and analysis of micrographic
systems
New COM
is required and standards are prescribed.
systems using 16-mm or 105-mm microfilm must use 24X or
is prescribed
for
48X reductions while 24X reduction
source documents.
Requirements for archival
and disposition authority for microfilmed
remain substantially unchanged from the rules for
The new rules are
microfilming last revised in 1972.
entitled
Micrographics and are part of title 41 of
the
Code
They have been in the
of Federal Regulations.
and
the
views of many
over
5
reflect
making for
years
1975.
The
as
as
agencies
provided
early
government
in
March
1979
also
published
of
final regulation
in response
to
the additional comments received
the proposed version
published in the Federal Register
a year earlier.
micro-graphic
rec-ords
micro-filming
re-flects
Micro-graphics
Reprinted
Vol.
12
from the Journal of Micrographics
National
No.
Copyright 1979.
5 May/June 1979.
Association.
ALL RIGHTS RESERVED.
with
permission
views expressed in this article are those of the author and
not necessarily those of the Department of Defense or the Defense
Communication Agency.
The
3
A new
government
regulation titled Micrographics was published
in the Federal Register in March 1979.
This is the final version
of the regulation which appeared
as a proposed rule in the Federal
Register exactly one year earlier.
At that time it. created
furor and much rhetoric in industry and government
circles.
consid-erable
ef-fective
con-siderable
re-quires
Micrographics replaces
subpart 11.5 on Microfilming in Chapter
of title 41 of the Code of Federal Regulations.
It reflects
the expanding role of micrographics
in the field of information
and the need for sound systems development
technology
and for
of micrographics.
Its provisions may have
management
impact on the largest single user of micrographics--the
government--and
It
thus also on the micrographic industry.
analysis of micrographic
systems establishes government
standards and institutionalizes micrographic
program management.
101
BACKGROUND
man-agement
Intelli-gence
Within the Federal
Government micrographic management programs
came into existence in the early 1970s.
Prior to that time very
few organizations practiced
what could be truly termed as a
to micrographics although the Central
approach
the Department of the Air Force were notable
and
Agency
late
exceptions.
By
1970s all military departments and quite a
number of other government
had issued directives for
agencies
Now
the
National
Archives and
management
programs.
Service
NARS has made it official
all Federal agencies
are responsible
for establishing documenting
and maintaining
a
for
This
dictum
has been a long
program
micrographics
management.
time in the making.
About 5 years ago NARS began to work to
its Microfilming rules.
In January 1975 NARS solicited
comments from Federal agencies.
Many of the recommendations made
to NARS are now reflected
in the new regulation.
for-malized
Re-cords
up-date
it-self
regula-tion
Probably as significant
as the new Micrographics regulation
is the supplementary
information that was published with it
in the Federal Register.
It clarifies the purpose-of
the
and responds to some of the objections raised to the proposed
rules issued in March 1978.
It explains that the new regulation
De-fense
Pro-gram
Micro-graphics
Regula-tion
1977-Secretary
Among current
directives which govern micrographic programs are
Services Administration
Order OAD P 1882.1
GSA
Management
Program January 17 1979 Department of
Directive
4120.22
Department of Defense Micrographics
June 20 1977 Federal Aviation Administration
Order 1350.20
General
Manage-ment
Micrographics Management Program February 3 1976 Army
340-22 The Army Micrographics Program November
21
of the Navy Instruction 5210.12B
Micrographics
April 23 1977 and Air Force Regulation 12-40
Microforms
System
currently
in
draft and expected
4
to
be
issued
Program
shortly.
i
Responds
to
the
needs
Promotes micrographics
of government
agencies
and its effective
Adopts available industry standards
already in force in some agencies
management
or those
which
are
Contains sufficient flexibility in both the management
the systems analysis requirements to satisfy the needs
different organizations
and
of
Retains already existing microfilming requirements and
approval procedures when the destruction of original records
is involved.
dif-ferent
some parts of the new regulation remain essentially the
the
old Microfilming rules which were last revised in
same as
the overall thrust is considerably
1972.
On the other hand
and the new provisions are worthy of closer examination.
In
fact
NOW
The old rules dealt
version expands the
ITS MICROGRAPHICS
primarily with
scope into the
archival microfilming.
The new
realm of information technology.
dispos-ition
In addition
is recognized.
The larger role of micrographics
and
to the concepts of microfilming for preservation
is
related
active
to
technology
use
micrographic
storage and retrieval and a variety of applications
in-cluding
micropublishing.
Microforms--COM
in a broad sense to include
both
is defined
Micrographics
document and information
i.e. Computer Output
microfilming and it is associated with the systems
concept.2
WHAT
ABOUT
COM
ambiguity of COM as both data processing and micrographic
On the one hand COM is included
equipment remains unresolved.
throughout the Micrographics regulation
The
technoZ-ogy
as the science
art and
definition of micrographics
miniaturization
and
associated
of document and information
the
in
author
1973.
Though it is
by
systems was first developed
it
and
versions
have
used
similar
not the same definition
by NMA
been
in
use
and
it
has
now
since been widely accepted
government
in the
Micrographics regulation.
incorporated
2The
5
micro-graphic
COM recorders must be inventoried
production
equipment
with
other
micro-forms
Standards and guidelines
also apply to COM
In
of
the definitions
micrographics.
along
established
listed
for creation
COM seems to fall under
of
the
aegis
However
procurement of COM recorders is subject
to regulations
which apply to data processing equipment.
In addition the only
government-wide
COM standard is part of the data processing Federal
Information Processing
Standards
FIPS.
CENTRALIZED
PROGRAM
MANAGEMENT
Centralized management
of other information technologies
is not
For example data processing activities
new.
in both the private
and the public sectors have traditionally received management
attention
and centralized control.
To a lesser degree so has
word processing.
But when NARS proposed the much less stringent
managerial controls for micrographics the accusation
was made that
this would create
of
czars
with NARS
hierarchy
micrographics
the czar of czars.3 Nonetheless
government
agencies have now
been directed to
a
central-ized.
Designate a central office
all micrographic
systems.
prohibited but management
and approve
or official to review
Delegation of authority is not
responsibility should be
reg-ulations
Issue regulations
and procedures
for evaluating
micrographic
and
systems
applications.
Copies
have to be provided to NARS.
and managing
of. these
partic-ularly
iden-tify
and maintain an inventory of micrographic
Develop
equipment.
This may turn out to be quite a major undertaking
for larger organizations.
The inventory must
not
and model
equipment
only by category manufacturer
but also by serial number date of acquisition
location and
purchase or rental status.
On the other hand
the inventory
is limited only to micrographic
and
production
reproduction
Excluded are display devices
equipment.
and storage/
retrieval equipment
even if owned in large numbers and
of costs or degree of sophistication such as may
be found in automated
or computerized
retrieval equipment.
re-gardless
3NARS Proposed
Newsletter
Vol.
as
X
Czar Over
May 1978
Micrographics Micrographics
U.S.
p.
1.
6
information
Disseminate
to
managers
and operating
officials.
requirements if followed by government
program management
could provide a major impetus toward greater use of
organizations
micrographics.
These
THE
ROLE
OF
NARS
in
The responsibilities of the National Archives
as enumerated
are
their micrographics regulation
quite extensive.
If they are
carried out they could well be of tremendous assistance not just
but to the entire micrographic
to the government
community.
and
considerations however may not permit NARS
manpower
Budgeting
all of the functions listed
to accomplish
information on micrographics.
Providing
This NARS is
already doing through its records management
handbooks
on
of Records and Computer Output Microfilm and
Microfilming
through its workshops.and seminars.
con-ducting
Disseminating standards
guidelines and criteria for
feasibility studies cost estimating comparing
alternative approaches selecting
the right micrographic
and
This
evaluating
existing micrographic
systems
systems.
is a very ambitious
it
is
undertaking
though some of
being
of the new regulation
accomplished
by the publication
itself.
new
Determining
Inspecting
areas
potential
micrographic
programs
for micrographics.
of government
agencies.
Coordinating with other government
agencies that
arena.
responsibilities in the micrographics
SYSTEMS
also have
ANALYSIS
anal-ysis
Micro-graphics
System
system
can be
of the
to the
and cost/benefit
established.
analyses are required before a micrographic
The guidance presented
is fairly broad but
if supplemented by agency directives.
The scope
adequate
It obviously
should be tailored
analysis is not specified.
size of the proposed system but the specific depth of
is left to the discretion of individual
The
agencies.
does list what is referred to as the basic
regulation
elements to be considered
in the systems analysis.
These
is
include
An examination
Consideration
of the
current
of alternatives
7
system
to micrographics
per-sonnel
Review
of
alternative
methods
of microform creation
considerations
to provide
to operate the micrographic
Staffing
Review
to
insure
compatibility
sufficient
trained
system
of microforms with
other
systems.
stand-ards
micro-graphic
STANDARDS
exist-ing
individual government
agencies have issued their own
up to now there have been very few government-wide
for the first
standards.
The new regulation establishes
time quite a few standards in a number of cases by adopting
The principal areas covered
are
industry standards.
While
stabil-ity
Outside dimensions
of microfilm
jackets
Archival microfilm.
Both Federal and ANSI
cited for the kind of microfilm that meets
standards
archival
are
requirements
Testing for residual thiosulfate
the methylene blue test
using
ANSI
PH
4.8-1971
for
Source document microfilm quality.
The Quality Index Method
described in NMA Recommended Practice
MS 104-1972 must be
used and a Quality Index of 5 is specified
to
Measurement
is to be made according
Background
density.
MS
but
for
various
documents
the
NMAs
104
density ranges
and for COM produced
microforms are only recommended not
ra-tios
required
COM quality
must meet
NMA Standard
MS
1-1971
microfiche formats and reduction
and 481 are to follow the Department of Defense
An industry standard MS 14-1978
Military Standard 399A.
will be followed for 16-mm and 35-mm microfilm
For
COM
to
source
241
documents
formats and reduction
ratios again 241 and
54.
be as specified in FIPS Publication
YOU
CANT PLEASE
481
are
EVERYONE
received quite a few comments when Micrographics was first
The final version shows that they were
proposed in March 1978.
considered
and contributed
to producing
a better directive.
NARS
8
nothing is perfect and this regulation will not please
Some members of the micrographic
industry will remain
everyone.
involvement
in
with
standards.
establishing
unhappy
government
that
Some members of the government
community will remain concerned
NARS does not have a large enough staff devoted
to micrographics
to
inherent
in
the
And
on
the
new
through
potential
regulation.
carry
of whether COM belongs on the data processing or the
the.question
side will continue to plague all.
micrographic
Obviously
SOME
CONCLUSIONS
the micrographic
The answer is
industry
to predict.
It will depend on the degree to which
government
A number of agencies
agencies comply with the new regulation.
already have management
programs which essentially comply with
these rules.
Based on their experience
some of these developments
are probable
What
hard
does
it all mean
Micrographics
to
will become
more widely
known
and accepted
Concur-rently
an increase in micrographic
systems among
agencies that establish program management.
there will be an increasing demand for micrographic
equipment supplies and services
There
those
will be
anal-ysis
Some vendors will find it more difficult to sell-to their
a more thorough
customers as these conduct
government
and follow new rules issued by their organizations
educa-tion
Un-less
be-comes
in-house
There
will be an increasing demand for training and
in the field of micrographics.
Seminars NMA slide
shows and vendor sponsored training will not be enough.
better more professional education and training
available through the private sector government
agencies will continue to develop and rely on their own
re-quirements
programs
More
These
micrographic professionals will be needed.
will be not only in the technician
and operator
but also in the management
field.
pro-gram
area
micro-graphics
The expanding use of micrographics will become less vendor driven
and will be more predicated
on top management recognition of
It is doubtful that
as an information technology.
of micrographics
in the government
will achieve
management
of data processing in the near
parity with program management
future.
However the stature of micrographics can be enhanced if
it like data processing develops systems based on sound studies
and economic
justification and if the responsibilities for managing
9
1
organiza-tion.
are clearly identified and centralized in
micrographics
So the next step is to make this new regulation work in the
Federal Government and to see that cost effective
micrographic
systems are implemented to the benefit of the American taxpayer
as well as the micrographic
industry.
author-ities
ABOUT
THE
AUTHOR
gra-duate
Beim is one of the Governments
leading
micrographics.
Currently he is deputy staff director for
He is
Military Personnel in the Defense Communications Agency.
also a professorial lecturer at American University teaching a
He chairs the NMA
course in computers and micrographics.
Microform Formats Standards
Committee does consulting work and
conducts seminars on micrographics
and COM.
Lt.
Col.
in
Alexander
Micro-graphics
Formerly he directed micrographics
management
for the Department
of the Army and headed its word processing and office management
He was also chairman of the
Federal Government
programs.
Council.
num-erous
Col.
his
Beim has a Masters in Public Administration is author of
articles on micrographics
and has received many awards for
work in this field.
10
WASHINGTON
OFFICE
NEWS
OPERATIONS
Harold L. Strickland
Assistant Director
TECHNICAL
DATA
SYSTEMS
Michael
J.
WORKSHOP
ACTION
PLAN
OBrien
Editorial Assistant
pro-visions
The
Certification
Action Plan
Systems Workshop
letter of 9/24/79
includes
for regular submissions from the Regions
of material for
Engineering Field Notes annual awards for the most beneficial
articles published and development
of an Engineering Bibliographic
Data Base.
FSM 7113 is being revised to reflect these Action Plan
requirements.
enclosure
to
R.M.
Technical
Housleys
Data
7110
Under the program each Region will forward at least one
for Engineering
Field Notes each month the first of these
is
submissions
required
monthly
by December
15 1979.
However
all material should be forwarded
for publication
as promptly as it
becomes available rather than delaying its submittal to
the monthly schedule.
1.
article
accommo-date
2.
to
Annually three $100 cash awards will be presented
Forest Service authors of articles that contain the most useful
information.
The material printed in the January 1980
issue will
be the first items for consideration
in the awards program and
the awards will be based on ratings by the readers who respond to
in January 1981.
a survey
that will be conducted
The survey will cite the criteria of most beneficial and useful
meaning that the information saved the Forest Service money or
time either directly substitution of less costly materials or
of new or alternative approaches
methods development
that are
faster etc. or indirectly eliminated requirements for an
search or trial-and-error approaches or resulted in
life or increased multiple-use-benefits etc..
longer project
in-formation
11
receipt of material and
approximately 60 days elapse between
authors
should prepare
in
Field
the
Notes
Engineering
printing
in advance of December
1980 if they wish to
material sufficiently
have it included in the 1980 program.
Since
re-quirement
reproduc-tion
Techni-cal
Another important aspect of the Action Plan is the
that two clean copies
suitable for microform
at Forest or
of FS Engineering material that is produced
levels
shall
be
forwarded
to
the
WO
Engineering
Regional
Information Center for inclusion
in the Engineering
In addition
are asked to submit at
Data Base.
Regions
of
such
material
that
has
been
locally
produced
least one copy
1978.
since January
3.
Biblio-graphic
opera-tions
activ-ities
re-ports
procedure will permit use of data resulting from local
at all levels
and will make it available to all FS
and WO Engineering.
through WESTFORNET
Regional Offices
limited
to
engineering
Essentially the data base will be
studies and similar material that has not been distributed
or available on a Service-wide basis.
This
For additional information on the new FSM 7113 the awards
235-8077.
data base items contact A.L. Colley 703
12
and
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