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) INFORMATION RESOURCES' IN NEED OF MANAGEMENT
Corporate Offices
R&D Departxnent
Anrtual reporte Planning magazines Competitor' e manuals Newsletters Textbook e Contract files Consu].tant reporte Audit reporte Government filings 10K reports Trade associations pubs. Business periodicรก].s Policy staternents S pee ches Memoranda, cables, memcons Looseleaf services Central artd chron files Personnel evaluati.ons Organizational structure Delegations of authority
Product lite rature Competitor's technical rpts. Conference proceedinge Engineering drawing. Laboratory teste Industry standards Manuale & handbooks Project files Vendor cataloga Reprints Government technical rpts. Profeesional papera Overhead transparencies Technical journais Plane and budgete Beta site teste
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1
ILLUSTRATIVE LPIST OF INFORMATION PRODUCTS AND SERVICES
Accounting & bookkeeping
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machines and suppl Les Addressing & lettering Advertising s.rvicss Aerial photography & surv.ys Analytical services Anever ing services Association management services Audio-visual equipment, supplies & services Auditing Automatic data procezsing Automatic electric typing Automatic handwriting machines .3luepr inting Bonded messengers Book dealers, pririters & publishere Broadcas t ing Brokerage information Builetin & directory boarda Business forms. systems & consu]tants Buy & seil ezchanges Buyers' informat ion service Cablegrama Cali igraphers Calling, paging 1, signaling Carbon paper Car tographer s Cassettes - audio & video tape Catalogue compilers Certified Public Accountants Charts ity & tovn guides & mapa Clipping bureaus Communications systems, equipment & suppl les
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Composition, offset printing Computation services, equlpment & supplies Conference recording services & consuitants Convention services & facilities Copying & dupiicating Correspondence services Credit reporting Delivery services Demonstration services Display designers & producers Economic & social science researcb Educational consultants Encyciopedias & dictionaries Exhibit handling Facsimile transm.Lssiorz Ghostwriting services Government information Graphic designers Information bureaus Information retrieval systems & equipment International conferences Investmerit counseling Job information Keypunch services Lecture bureaus Legislative research Library research & services Lithographic supplies & equipment Magazine & periodical subscr ipt ion services Mailing lists, machines & services Management consultante Maps Market research & analysis Mlcrofilming services, equipment & supplies News services
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Audio-Visual librarles Book publisherz Buy and seil bureaus C]earinghouses and exchange s Cornmunity relations offices Computer and systen centers Conferences and symposia Consumer information bureaus Oocumentatiofl centers Drag and alcohol rehabilitation centers Education and training centers Employment and Job assistaflCe centers Government agencies Historical associations Inforination disseminatiOfl centers Information bureaus Information analysis centers International information networks License and permit offices Lost and found departments Magnetic tape librarles Management consu].tants Map publishers Harket research firms Minority information centers
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HISTORY OF INFORMATION MANAGEMENT STAGE 1:
PHYSICAL CONTROL 1900s - 1950s OF INFORMATION (SUPPORT ROLE)
STAGE 2:
MANAGEMENT OF 1960s—Mid 1970s AUTOMATED TECHNOLOGY (SUPPORT ROLE)
STAGE 3:
STAGE4:
INFORMATION RESOURCES MANAGEMENT (STRATEGIC ROLE) KNOWLEDGE MANAGEMENT (STRATEGIC ROLE)
Mid 1970s-1980s
Late 1980- 1990s
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INFORMATION
INFORMATION MANAGEMENT
1960s (COMPUTER5, PAPERWORK)
FOSSIL FUELS
ENERGY RESOURCE 1970s MANAGEMENT (OPEC)
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SIMILARITIES TO "TRADITIONAL RESOURCES": • ACQUIRED AT A MEASURABLE COST • POSSESSES VALUE (E.G. ASSET) • CONSUMPTION CAN BE EXPENSED OR CAPITALIZED • HAS MEASURABLE CHARACTERISTICS • HAS A LIFE CYCLE • CAN BE PROCESSED AND REFINED, TO CONVERT "RAW" MATERIALS TO "FINISHED" PRODUCTS • SUBSTITUTES ARE AVAl LABLE • CHOICES BETWEEN "GRADES", TYPES AND PRICES AVAILABLE O
O O O O
c c INFORMATION AS A RESOURCE DIFFERENCES WITH "TRADITIONAL RESOURCES": • EXPANDABLE • COMPRESSIBLE • SUBSTITUTABLE • TRANSPORTABLE • DIFFUSIVE • SHAREABLE • NOT DEPLETED OR WORN OUT WITH USE
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MANAGEMENT OF INFORMATION HANDLING FUNCTIONS AND HOLDINGS • ADVERTISING
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• TELECOMMUNICATIONS
• MAILANDCOURIER
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CMART 6: Synthesis: Identify corporate information resources and information management issues; initiate Information Resources Management (IRM) program.
i
Analysis of nature, function, management and economics of preliminary information resources inventory
4-
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MANAGEMENT ISSUES
INFORMATION RESOURCES MANAGEMENT (IRM)
Identify corporate information resource entities (IREs) by:
Identify strengths, weaknesses and problems by examining:
* assessing resource significance of preliminary resource entities (PREs)
* content & quality
Identify and take steps to en1ance information management policies & practices:
* organization & acce ss
* relating cost of PREs to value
* analysis & interpretation
* linking business and strategic plans with PREs
* management policies & practices
INFORMATION RESOURCES
* rectify urgent problems identified in mapping process
* f ix accountability for IRM planning & policy
* accountability * examining the PREs used by profit. knowledge & communications centers
* inventory & assess corporate IRM policies
* costs & cost controis
* upgrade & inaintain information resources inventory
* overlaps. gaps & duplication â&#x20AC;˘ planning & budgeting
* introduce cost accounting policies
â&#x20AC;˘ requirements definition
* integrate business & IRM planning
* organization of information units
Result: Corporate information res- ources identified and mapped
Result: Informion management issues and problems illuminated
Result: Information resources management (IR!1) program initiated
c ORGANIZATIONAL UNITS
INFORMATION RESOU RCE CATEGORI ES; SOU RCES
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PLOT WORKSH E ETS FOR: 1. USERS 2. SUPPUERS/HANDLERS 3. MANAGERS INFORMATION RESOURCE WORKSHEETS
x
o o o Informattort resource matriz. Tbis model links conventional "econontic" reaources vith Lnforaatiort resourcas.
IHFORHATION RESOURE ENTITIES Sources
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TABLE 3-3
CATEGORIES:
Summary of preliminary information resource inventory: CRA Exploration Pty. Limited (CRAE) case ezample 1 N()MBER OF RESOURCE ENTITIES:
TYPES:
Internal SOURCES
SERVICES
SYSTEMS
CRAE Information: Bibliographic data CRAE Reports Diamond samples data Drill-log data/assays Geochemica . data Geophysical data Management information Mining information Petroleum information Plans (maps, etc.) Prospects data Remote sensing data Tenement data External Organization5: Conunercial Commonwealth agencies Other CRA Group State agencies Otherâ&#x20AC;˘ Aeria]. photography Core/samples curation Drafting Geophysical surveying Information locating Library Records management Reporting Reprographics Resoirce evaluation Systems/programming Tenement inforznation Other Bibliograpbic control Communications Computing Drafting/graphics Geosclence data analysis Geoscience data management Image analysis Prospect information Tenernent data Word processing Other Total Entities:
External
Not Âżised
1 1 1 1 1 1 2 1 1 1 1 1 1
1 1 1 1 1 1 2 1 1 1 1 1 1 3 2
2
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1 2
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SERVICES ADP1EDP 'Audio-Visual DraftinglCartoJGraph. EditlWntingrrranslat. EducjTrng,CotiferenCeS Facilities Management Forms&Fublications Libraryílnfo. Cntr. MaiL&..Delivery Microforms/COM Photographic :PrintingiCopying Records/Archiva Statisiical/Analysis Telecoin/Communication Time Shanng WordProcessing Other SYSTEMS Biblior*phic EconomiclBusiness Financial/Acctng. Lnventory!Property Legal/Legislative Pate Copyr JTradem. PersonneUPayroll Purcasing/Contract. Quaiity Control Scieniific/Techn*cal
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Exhibit - Compczny-Wide Information Resouxces Budget (IUustrative)
Sinnmciry (in millions)
Iniormation Resowcez by Purpose
FY 1980 FY 1981 FY 1382
Top & MiddleMgt. MIS Decisíori-Support ...... ...$ 4 15 General lnfofrñation Servces .................... 2 Basic Research.... ....................... ...... 4 Product Devetopment & Engrneerinq .............. 1 ....... Sales & Marketing ..................... AHOther ............ . ...................... .... ..8 Total.................................... 534
57 25 5
$5 20 3 4
2 6 $40
3 4 $51
$12 4 7 6 7 4 540
$14 5 9 8 9 6 55i
Inlormation Resources by Departznent $tO Manulacturing and Production Control .... ...... ...3 Marketing and Sales Othces .... .... 5 Research Laboratones. .......... ..... .... .... 6 Corporate Staff..... ................... . ......... 7 Al! Subsidianes ....... ...... ........... ....... ... .... .........3 AH Other ...... ................. 534 Total .............................. . . Iniormation. Resources .by Equipment and
4iivtg Media
Mainline Telecomrnurncatioris Nerworks ... ....... S 3 .1 Satellite Leasing ......................... ..... 12 Large- and Medium-Si.zed Computers ......... .. 1.9 Minicoputers and Reiated Office Equipment... ....... 3 Reprographic and Printing ............... 2 Microforms .................................... 4 Peripheral and Terminal Equipment............... 3 Paer Media Operations (s.rpphes/1abor) ........... 5 All Otber (includes undistributed)................ Total ...................................... $34
55
2.2 4 3 6 3 2 $40
57 2 16 4 5 5 '7 4 1 $51
$ 3.5 2.5 2.2 5.0 .3 3.5 3.0 0.0 $20.0
$ 4.5 3.0 2.7 5.8 .3 5.3 3.4 0.0 $25.0
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General Information Serv'ices (d.tail) Libraries. Inforrnation Centers, Clearinghouses..... $ 1.3 .9 Records and Archivo¡ Programs.................. 1.5 AnalyticalandStatisticalPrograms. ... ... ....... .. 3.6 Computer Support (central and satellite) .......... . .2 Forms and Publications ............ .............. 2.2 CommurncationsSupport(incl. rnessagecntr.)...... 1.8 Pnnting and Reprographic Support .... . ........ ... Al¡Other .......... . ........................... .3.5 Total ...................................... 515.0
By P.rmlssion lb. DJebold Research Program
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FIGURE 4-3 CHART 4: Econoinics: MeasLire costs and assess values
1 Preliminary information 1
resource inventory 4
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ยก Costa and values 1
1 Preliminary inforuiation i 1 resourceinventorY
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INFORMA111ON RESCURCES BASELENE INVENTORV
lOEÑTIFlCATtN NO.
1
PARTI . BASIC PROFILE
ñAT 1. IDENTIFICATION
OFFICIAL NAME: (Formal tille of the infom,atjon resource) POPULAR NAME OR ACRONYM: (Name or acronym by which Ihe resource commonly known) 2.CONTACT OFFICE SYMBOL:
NAME: F PosrnoNTrrLE:
TELEPHONE: 3. GENERAL
TYPE (Check where applicable): SYSTEM
MODE (Check one): MANUAL
SOURCE
AUTOMATED
SERVICE
COMBINATION
SCOPE (Checkwhere applicable):
SUBJECT (Checkwhere applicable):
J ADMINISTRATIVE
WORLDWIDE
INTERAGENCY
POLlTlAL
DEPARTMENT
PUBLIC
CONSULAR
BUSINESS
POST-T-0-POST
FOREIGN
ECONOMIC
MILJTARY & DEFENSE
SOCIAL
SCI. & TECHNOLOGY
POST CLASSIFIED?
YES
NO
SENSITIVE?
VES
NO
WHAT IS TI-lE AUTHORITY FOR THE INFORMATION RESOURCE? (e.g.. Public Law, reguIatGn, or FAM)
UNDER DEVELOPMENT
4. STATUS OPERATIONAL
PROJ. IMPLEMENTAT1ON IMPLEMENTION DATE _________
DATE REy . 4/13187
MAJOR REVISION DATE __________ VIEWGRAPH 4
PHASING OUT EXP. DATE____________
REPLACEMENT NAME: PAGE 1 OF 4
o INFORMATION RESOURCES BASELINE INVENTORY
IDENTIFICATION NO,
PART 1- BASIC PROPILE S. MISSION/BENEFITS WHAT IS T4-1E PURPOSE AND PRIMARY BENEFIT OF THE INFORMATION RESOJJRCE'
BENEFICIARIES (Check where applicable) DEPARTMENT MANAGEMENT
U.S. BUS. & INSTITUTIONS
71 OTHER_________ (Specif y)
OTHERDEPTPERSONNEL
HOST COUNTRY GOV1S
OTHER U.S. GOVT AGENCIES
FOREIGN CZENS
U.S. CITIZENS
r7
FOREIGN BUSINESS & INSTITUTIONS
HOW ARE COSTS RECOVERED FROM END USERS?
(1)
w
w a
REy. 4113187
VIEWGRAPH 5
ru g jr'.
c
INFORMATION RESOU RCES BASEUNE INVENTORY
DEN11FICATION NO.
PART 1 . BASIC PROFILE 7. UTIUZATION & CONTENT HOW 1$ THE INFORMATION STORED AND MAINTAINED? (Check where appiicable) FILING CABINETSISHELVES MICROFICHE/FIL.M Identify equipment manufacturer & type MECHANIZED Identify equipment manufacturer & type COMPUTERIZED (Pisase hve the System Manager complete Part II, Resource Support Requirements)
HOW IS NE INFORMATION RESOURCE CONFIGURED? CENTRALIZED DECENTRALIZED DISTRIBUTED WORKLOAD STATISTICS:
UST THE MAqJOR SUBJECT TOPICS:
SUBJECT TAGS
REV. 4113187
DO NOT USE
VIEWGRAPH 6
SUBJECT TERMS
PAGE3OF4
lo 1
INFORMATION RESOURCES BASELINE INVENTORY
IDENT1FICATION NO.
PART 1- BASIC PROFILE 7. UTIL2ATION & CONTENT (Con't) RECORD INFORMATION: HOW MANY RECORDS/PROOUCTS ARE MAINTAINED? WHAT 15 THE TIME COVERAGE OF 11-lE INFORMA11ON? LIST THE USER MANUALS ANO QUIDES YOU USE:
8.ACCESS ARE THERE ANY ACCESS RESTRICTIONS? DEPARTMENT ADMINISTRAT1VE APPRO VAL
NONE PASSWORD(S)
LEGAL ENTITLEMENT ( e.g. , FOIA, Prlvacy)
SECURITY CLEARANCE
OTHER (Speclfy)
NEED-TO-KNOW
HOW DO END USERS OBTAIN ACCESS TO THE INFORMATION'
(Check where applicable)
MANUALLY BATCH (By submitting a request) ONLINE (Direct computer retrieval) HOW IS INFORMATION RETRIEVED? SUBJECT
COUNTRY
PERSONAL
OTHER (Specfy)
9. REMARKS REMARKS (Explain, clarify or amplify any Pa,t ยก item.)
REy . 4113187
VIEW(iIAJdM
AIC A 1
e
INFORMATION.RESOURCES BASELINE INVENTORY
LIDENTIFICÁON NO.
PART!I . RESOURCE SUPPORTREOUIREMENTS
(P!ease use a separate Part II for eacr Hardware Configuratioii) 10. IOENTIFICATION
POPULAR NAME / ACRONYM: HARDWARE LOCAT1ON: 11. NAME:
OFFICE SYMBOL: TELEPHONE:
r= ivímun wnere appIicaDle):
.isr 1 KM: = IBM MODEL WANG MODEL#
MAINFRAME MINICOMPUTER = PC / MICRO-COMPLJTER TELECOMMUNICATIONS EQUIPMENT LOCAL AREA NETWORK (LAN)
= OTHER (Specify)______________ MODEL # LOCAL NAME_____________________ Iu
1 SOFTWARE NAME: TYPE (Check where applicable):
1 SUPPORTEDBY:
CENTRALLY DEVELOPED FOR STANDARD WORLDWIDE USE LOCALLY MODIF1ED? YES NO CUSTOMIZED AND/OR LOCALLY DEVELOPED CONTRACT IN.HOUSE SPEC$FY ' PRIMARY LANGUAGE DEVELOPED BY
L
OFF-THE-SHELF (e.g., Lotus, dBase. Wordstar. etc)
14.REMARKS REMARKS (Explain, arnplify or caflfy any Part 11 itern.)
Piui,
o o o o o DIRECTORY OF SELECTED INFORMATION RESOURCES (A compendium of information systems, data bases, telecommunications networks, important files, publications, document collections, libraries, and information services)
by: Records Management Staff Foreign Affairs Inlormation Management Center Bureau of Administratlon Department of State Prepared
August 1988
1)
o o o
CONTENTS 1
INTRODUCTION
PAGE
Background Objective Methodology Contents Summary Statistics
1 1 1 1 2
U HOW TO USE THIS DIRECTORY General Sample Resources Description Glossary of Terms Sample Indices
3 3 4 6
III RESOURCE DESCRIPTIONS IV INDEXES Function Official Name and Acronym Location Organization Subject Hardware Software
V APPENDIXES A. InventoryForm 8. Update/Change Form
----
.----I--------.
-e
O
Section 1
INTRODUCTION
BACKGROUND. The Department and the Foreign Service have always recognizéd that ¡nf ormation is a necessary and valuable resource for the effective formulation and conduct of foreign policy and atfairs. Likewise, we have for many years now recognized that very substantial human and technology resources must be devoted to the acquisition, processing, and use of nformadon. It could be said that the Department and Foregn Service have always been in the "information age". The management concept of resource management long has been apptied lo personnel, financia¡, and materiel resources. Only recently has the concept of resource management been applied to inforrnation. Information was identified as an asset only recently; previously it was thought of as something amorphous and freely avaable regardless of costs. In this new concept information resources includes not only intormation but other resources (people, money, equipment, and facilities), which are allocated to the acquisition, processing, storage, use, and restrictions of information. ljnder the Paperwork Reduction Reauthorization Act of 1986 and the implementing 0MB Circular A130 (Management of Federal Information Resources), al¡ Federal agencies are required to inventory their major information systems and information dissemination programs. That law also requires that agencies periodicafly review selected information systems and programs lo seo how weh they are working and whether they are, in fact, supporting agency needs. This requirement is called the "Triennial Review Program", and is an important element of Information Resources Management (IRM). In the Department's First Triennial Review Program submitted to GSA in November 1986, ono of th. priority IRM review projects selected was an inventory of information resources. Such an inventory ¡e considered lo be a vital tool tor effective Information Resources Management. As in any resource management program, to get the most benefit from the resource in an efficient and cost effective manner, ono need lo first "map' or survey existing and planned resources, and index thom in useful ways.
OBJECTIVE. The general objective of this project is to develop and maintain an effective information resources inventory. That requires an on-going effort. The objective of this first phase of the effort is to develop an ¡nidal base on which to build. With limited resources available to develop the inventory, priority was given to developing a structure with a largo enough sample of actual resources to demonstrate the utility and feasibility of the inventory as a permanent tool. Therefore, this is a baseline inventory or snap shot of resources available in the Departrnent. If the inventory proves to be a valuable tool lo the Department, it will be updated periodically.
METH000LOGY. Atter defining sorne terms, the first step was to develop an information collection vehicle. This was developed as a questionnaire which was pilot tested in selected activities at headquarters and at selected posts. (The resulting revised form is shown in Appendix A.) Considering the limited resources it was determined that a combination of interviews and using the mail would be effective in data collection. Instructional guidelines and the revised questionnaire were sent to a select number of posta representing a cross section of 53 posts of different sizes and geographic regions. Duo lo a cut back in travel funds, the questionnaire had lo be completed on site at posts by local personnel rather than by the Departmental team; the team however did collect the data in the Oepartment. OIRECTORY OF SELEC1ED INFORMATION RESOURCES
Section l CONTENTS. Despite die Iimitat*ons. die obective, in larga pat has been achieved. We now haya a basehne inventovy of information resources in the Oepartment and posts as 5hown in this directory. But, it ja not complete; moreover it may contain sorne naccuracies. But, it does provide a good beginning foundation tor vañous activities in the Oepartment and at post to conduct analyses. research, find soujrces aid services, aid make improvements to information mangement where needed. My changas needed, should be annotated on me Update'Change Fovm (Apendix B) ano fowarded to Ihe Foreign Affairs armaban Mangement Cantar (FAIM). The Baseline lnventory takes two forme: ibis pflnted directory te dio data base and the data base itsetf, which ja maintained on fine. ibis Directory consists of fotir pwts: • Introduction (Section 1) • Guidance on how to use die Directory in temis of the different uses (Section U) • Formatted descriptions of each of die informaban rescurcee tttat were reportad (Section UI) • A series of indices that can be usad as finding aids (Section 4V) iba data base itself can be accessed in FAIM, and containa more detailed informaban on the resources. Users wanting to work with mis data base, should contact FAIM/RM.
SUMMARY STATISTICS. The Baseline lnvefltory Informaban Aeeources Menagement Review resulted in a reporting oí 579 informaban resources, however, dueto multiple reporting of resources, the total number can be reduced te 280.
Organizatlons portIng
Standard or Multi pie (37%)
Unique or Single (63%)
Post
Class o Opera tion
ORECTORY OP SELECTEO INFORMA11ON RESOURCIS
section II
HOW TO USE THIS DIRECTORY GENERAL A user will find mis Directory simple and straight forward to use. First, it contains a section with fuli resotirce citations, and second. there foliows a section with indices that can be used also as tinding toois. There are five indices: and these are presented in figures 2.2 thru 2.6. The user may find that going Lo the indices is really the best place to start rather than reading the individual resource descriptions. Foliowing this section is a Glossary of Temis. Most of the data that was reported on the resources inventory survey form (Appendix A) has been entered into a computerized data base using a generalized data base management system (DBMS) cafled Paradox 2. This data base is running Qn an IBM personal computer in the Foreign Atfairs Informatiori Management Center. It is planned that the data base will be updated periodicaliy and this directory revised and repnnted. Special analytical analyses can be performed using the computerizod data base; however. tor general use, this directory will serve niost purposes. There are severaยก ways in which a user can work with this directory depending on his or her specific viewpoint first, general perusal to gain an appreciation of the existence and varieties of intormation resources in the Department and at posts, and secoad as a desk reference toot depending on the user's special needs and interests:
Example 1: Content Use, - A research or policy analyst may be interested in obtaining informatioil contained in the data base. U he/she is interested in accessing by subject the TAOS/Terms Index woutd be of most value, then ttie Location Index, and the fulier resource citation, Lo identify who Lo contact and other details.
Example 2: Systems Designer - This user might took at the resource purpose, scope, status, and hardware in the fuli resource citation section. Example 3: Information Resource Manager The manager may be interested in alt data within the MI resource citation section, the Location Index, arid the Organization Index.
SAMPLE RESOURCE CITATION DESCRIPTION.
Wtually ah of the information that was reported in the data collection is contained in a formatted Resource Cftation Oescription. A sample description which contains alยก of the data elements is presented betow. For sorne resources certain data elements are not applicable and, therefore, are not included in the descnption. Likewise, when data was not reported for a given data element, even though appropriate, the data element is not included in the descnption. In the foltowing figure (2.1) and Giossary of Terms, the Resource Citation Description is explained.
DIRECTORY OF SELECTED INFORMATION RESOURCES
Sectton II
Directory No. Name and Popular Name Clase 1 AIMS - ØUYERALERT(NEWSLETTER) Unique Single
Type: System/Source/Service Mode: Combined (1) Subject: Business, Economic Status: Operational, (1980) Scope: Worldwide, Foreigri Classtfled: No Sensitive: No Authority for lnforrnation: FAAS, USDA Purpose: To provide UK food tradewith a Iistirig (on monthly basis) of potential US exporters, and new developments in the US food industry. Prepared asa monthly newsletter. Beneficiaries: Foreign Business and Institutions
Inputs: Contacts publication Outputs: Usting of potential U.S. exports; news and developments from th. country Retrieval Method: Subject; Country How Long Recorde Kept: Monthly Cost Racovery: N/A; Intemal to the Department's budgeting procedures. Hardware: WANG PC Contact: Marion McTigue, Secretary, E/AG, x2495 RESOURCE CITATION DESCRIPTION
GLOSSARY OF TERMS In the sequence ri which the data elements appear in the Resource Description, the data elements have me following meansngs:
DATA ELEMENTS
MEANING
Directory No.
An intemally assigned control number for resource entries into ttie directory. the first Ietter of which connotes the Class of resource as defined below.
Name
The official name of the resaurce.
QIICTOIY OF SEUCTEO NFORMADON RESOURCES
., _•,
.
s.
o Section fi Popular Name
The acronym or other abbreviation populatiy used to idantify and cali out the resource.
class
Four classes have been established (o group the information resources, both to characterize them and lo facWitate access (o and and management of them. These are:
Cenzrahzed Standard Single -- Those one of a kind information resources which are established by executive authority as a common service. usually centrally located in the Oepartment.
Common Standard Mulltple --Those resources which are used in a number of organizations and places, and which have authoritatively prescribed procedure, components, and functions. Cornmon Mu/tiple -- Those resources which exist in a number of organizations and places, having a common function, but which vary by location in procedures and components because they have not yet been standardized. Unique Single - Those resources found at a given location which are relatively peculiar lo the location, and are not generaily for common use, but may be centrally used. Type
A designation as to whether the resource is considered a system, source, or service or a combination of two or more.
Mode
A designation as to whether (he resource is manual, autornated, bo* or a combination. A combination exists when major operations are handied in both modes.
Subject
A broad operational subject area identifler. Specific subjects can be found in (he TAGS/Terms Index.
Status
A designation as lo whether (he resource is currently operational, planned, or phasing out and being replaced.
Scope
A description of where the resources operates (how broadly) and who the different users or affected parties are.
Classification
The security classiflcation of the data within the resource.
Authoiity
Legal, regulatory, or Departmentai requirement
which authonzes (he
resource.
Purpose
A general statement explaining why the resource exists and what ยกa it about.
Beneficiaries
A brief description of those persons or organizations who receive benetits from Me resource.
Inputs
A bnef description of forms, documents, or electronic transmissiOflS that are used Lo input data to (he resource.
D$*WORY O,SELECTEDINFORMATION RESOURCES
pn
Section It Outputs
A brief description of forms, reports, other documents, or other information that are a direct product of the resource.
RetĂąevai
The pnmary categories by which the resource is accessed and researched.
How Long Records Kept
The Iengti, of time the records remain active.
RE Contact
The name of the main contact point, office symbol, and phone number.
Cost Recovery Met1od
The method by which costs associated with the resources, such as personnel, reproduction, research, etc. are recovered.
Hardware
Th.p primary hardware usad to process data in the resource.
Software
The primary software usad to process ma data in the resource.
HardwareiSoftware Contact
In
The name of the main contact point, office symbol, and phone number. This may be the same as me ÂĄRE Contact.
me following figures 2.2.2.8 are explanations of the citationa in me indices:
Name
Mode
Functlonal Ares
ADMINISTRATIVE Accounting System, Automated 2
Figure 2.2 Functlon Indez
D$RJCTORY OF SELECTID INPOMATION *ESOURCES
---4--------------*--------4----
.- -.-- -
DkectoryNO.
Section U
Directory No. ",
Alpha
Name
Larcation
....................................1.................................................................
A AIMS- Buyer Alert (NEWSLETTER) 1 London Figure 2.3 Location mdcx Alpha Clase Modo
Name
.........................................1
Directory No.
.
A ACS Files (Citizen Services System)Common Standard Muftiple Manual/Automated/Combination 39 Figure 2.4 Officlal Name and Acronym Index
Name
Organization
' Class
1 Modo
' Subject
Directory No.
11...............1............... POUCY ANO PLANNIN$ STAFF 192 Post Mana~ lnspections, Common Standard Single Combinaban, Mministrative Consular, Economic, Political Figuro 2.5 Organization Index
DIRECTORY OF SELECTED INFORMAT1ON RESOURCES
.
c
AIMS. BU VER ALERT (NEWSLETTER) U niqui
Single
Type: System/SourcelService Moda.Combined (1) Subject Business, Economic Status: Operational, (1980) Scope: Worldwide, For.ign øassifled: No Sensitivo: No Authority for Infornsation: FAAS, USDA Purpose: To provide UK food trade with a listing (on monthly basis) of potential US exporters, and new developm.nts in the US food industry. Prepared as a monthly newsletter. Bensficiaries: Foreign Business and lnstitutions Inputs: Contactspublication Outputs: Listing of potential U.S. exports; riews and developments frorn the Retrieval Method: 5ubect; Country 110w Long Records Kept: Monthly Cost Recovery: N/A; lnterñai to the Departments budgeting procedures. Hardware: WANG PC Contad: Manan McTgue. Secretary, E/AG, x2495 2
ACCOUNT1NG SYSTEM U niqui Single Type: System Moda: Automated (1) Subject: Administrative Status: Operational, (9186) Scope: Post Classifled: No Sensitive : No Authority for lnforrnation: 4 FAM Purpose: Automated accounting system for accountants and cashiers to track rec.ipts and disbursements according to regulations. Beneficiarias: Other Department Personnel Inputs: Data is acquired from forms andlor invoices pertaining to obligat Outputs: Status of Funds; StatusofOblsgetions; Ledger of Transit Account Retrieval Method: Acct Neme & Number 110w Long Ricorde Kspt S.$ 1986- Presant Cost Recovery: Partiallythrough FAAS Hardware: WANG VS-lOO Contact: John M. Salazar, Budget & Fiscal Officer, 8&F, 32-3120, x2422 3
ACCREDITA11ONS Common Standard Single
INFORMATION eEsoueas $ASIUNI INVENTO*Y
L
Type: System/Source!S.rvice Moda- Combinad (1) Subject Administrativa Status: Operational, (2/18/86) Scope: Oepartment,, Public, Foreign Oassifled: No Sensitiva: Vu Authoñtyforinfonnation: 1 FAM 114 (n), P.L. 291, P.L. 337, Th. Vienna Convention Diplom.tic Relations, The Vienn Convention of Consular Relatioris. Purpos.: Maintains the official records regarding the status of: (1) alt diplomatic & consular officers of foreign governments accredited to the U.S. & members of their staffs; & (2) el¡ other employees of foreign governments & employees of public international organizations in the U.5. Beneficiarlas: Oepartment Management Other US Government Agencies; LiS Cltizens Inputs: Notif. Appointment of Foreign Dip. OfficerDS. 1497 and others Outputs: Foreign Consular Ofcs. in U.S.; Oip. Ust Oip. ID Cards, etc. Retrieval M.thod: Subj.ct How Long RacordsKept: Recordsbeganin 1789 Cost Recovery: Users are not charged forservices. Protocol budgets fo, the emire system & ¡ts sarvices Hardware: iBM 3081. WANG VS-85 Contact: Richard Gookin, Associate Oi.f of Protocól,
S/CPR/DCL., (202) 647-1984 4
AD HOCINQU1RYSYSTEM (tQ) U niqui Single Typ:Source Moda: Autoniated (1) Subject Administrativa Status: Operational, (7/86) Scope: Post aassifled: No Sensitiva: No Authority for lnfonnstion: Administrativa Oetsrmination Purpose: Th. M Hoc lnquiry System is usad to access the WANG INQUIRY utilitythroughCUE. INQUIRV isa WANG utílity usad to creats and saya commonty usad quenas of files so that needed ad hoc reports<en be producid in the desired format. Usrng a simple, English-like syritax, the usar k*ys the query at the workstation and the results are display.d. Once a query has bien saved, it can be retrieved or executed through the Ad Hoc tnquiry system. Beneficiarlas: Department Management Other Department Personnel Inputs: Ad hoc inquines Outputs: Results of queries R.trieval Method: Subject Country; Personal 110w Long Records Kept: According to records retention schedules
o o SUBJECT INDEX ADMINISTRAT1ON AFSI
Language Testing, Combination 142 AMAOS Automated Message Analysis and Dissemination Sys (AMAOS), Automated 16 ATSE Automated Terminal System Expansion (ATSE), Automated 21 Autornated Terminal System Expansion Upgrade (ATSEU), Automated 22
Financiai Control System (ADSIS). Automated 94 FinancaI Management Systeni (Central) (FMS Cntrl4, Combination Financiaยก Management System (Overseas) (FMS Ovar.), Autorriรกted Combination 96 Job Accounting System, Automated 136 Management Cost Acouruting System (MCAS). Combinatiqn 148 Santiago Accounting System (USEBAS), Automated 230
Combination 35
Antfterrorlsm
Fleid Budget Plan System, Automated 93
Counter Terronsm Assistance Mgmt. mio. System (CTAMIS), Auteniated 53
Foreign Arca Allowances and Differentials System, Combination 100
Non-lmmigrant ViseiComp. Ms. Proa. Sys. (NIVCAPS), ManuaLAutomated! Combination 171
Local Employee Allowances & Deductions Sys. (LE System). Automated 145 Representation System (LR), Automated 225 Representationai Expenses, Combination 228 American Sponso.d Schools
ATSERP Automated Terminal Sys. Expansion RepL Prgm. (ATSERP), Automated 20
Administration Administrative Section Filos, Manual! Automated 5
Annual US EnbJ Cons.Summary Schooi Information, Manual! Automated 8
Accomodalion Hotel Reservation System, Combinatios, 116
Vehicle Notes, Conibination 270
Central Foretgn Policy Filos (FAIS), Combination 35
Accounting System, Automated 2
Financial Management System (Central) (FMS Cntrt), Combinabon 95
Annuai Report Annual OS Emb.iCons. Summary School Information, Manual! Automated 8
Budget and Management (DATEL), Manual! Automated 30
Finicial Management System (Overseas) (FMS Over.), Automated/ Combination 96
Consular Worldoad Statistics System (CWSS), Automated 49
Fietd Budget Plan System, Automated 93
Aent
Ailowances Central Foreign Policy Filos (FAIS)I
Human Rights Filos and Report, Manual 119
Appllcatlon Applicant Tracking System (ATS). Automated 9 Automated Refugee Tracking System (ARTS), Automated 17 Controlled User Environment (CUE), Automated 51 Expendable Supply (Main'Sub) (EM/ES), Automated 84 Foreign National Personnel/Payroil System (FNPAVJPER), Automated 101 lmmigrant Visa Apphcant Control System (IVACS), Automated/ Co~~ 122 Archives National Archives (Mauritania), Manual 168 Records Service Center (RSC), Manual 215 Art ยกit Embassy
oIswo y oF SEUCTED INFO*MAUON RESOURCES 2)
C
FUNCTION INDEX Cross reference to Inforination Resource Descriptions arranged alphabeticaliy withrn function and includes Informatjon Rescource Description identification number. le -- ADM1NISTRATIVE Accounting System, Automated 2 Accreditatjons, Combination 3 Ad Hoc lnquiry System (IQ), Automated 4 Administrativa Section Files, Manual! Automated 5 Altotment Program, Combination 6 Annual US EmbiCons. Summary School Inforniation, Manual/Automated 8 Applicant Tracking System (ATS), Automated 9 Art in Embassies Program, ombination 11 Assignment Personnel Tracking Syst.m (APTS), Automated 12 Atlas Series. Combination 13 Automated lnformation Transfer System (AITS), Automated 15 Automated Message Analysis and Dissemination Sys (AMADS), Automated 16 Automat.d Repod. & Cofi. System (ARCS), Automated 1$ Automated Riquisition and lnventory System (ARIS), Automat.d 19 Automated Terminal Sys. Expansion Repi. Prgm. (ATSERP), Automated 20 Automated Terminal Syst.m Expansion (ATSE), Automated 21 Automated Terminal Syst.m Expansion Upgrade (ATSEU),Automated 22 Automativa ManagementSystem (AMS), Automated 24 Blood Type and Donor Ust. Manual 27 Board of Appellate Review, Manual 28
Budget artd Management (DATEL), ManuaUAutomated 30 Buildinys and Grounds, Manual/Combinatjon 31 Sur. of Econ. & Bus. Aif. Data 8ank Econ. Ofcrs.,Combination 32 Central Budgeting System (CBS), Automated 34 Central Foreign Policy Files (FAIS), Combination 35 Chief of Mission Request for Out-Of-Country Travel(COM Travel), Automated 38 Oassified Information Handling System (Overseas) (CIHS), Automated/ Combination 41 Communications Program Unit Files (CPU), Manual/Automated 43 Concrete Tabla File and Flexible Tabla Fil. (CONCTAB/FL), Automated 45 Consular Workload Statistics System (CWSS), Automated 49 Contact Ust System, Autornatad 50 Controlled User Environment (CUE), Automated 51 Correspondence Records Manag.m.nt System (CRMS), Autemated 52 Counter TerrQrism Assistance Mgmt. Info. System (CTAMIS), Automated 53 Current Policy (CP), Combination 55 Customs - lmport and Expon, Manual 56 Daily Patients Visits, Manual 57 Department of State Bulletin, Manual 59 Dept. of State Maiting Ust, Automated 60 Dept. of State Manpower Modeling System, Automated 61 DIALOG, Automated 62 Diplomatic Mail and Pouch, Automated 63 Diplomatic Telecommunications S.rvice (Telecomm.),Combination 65 Disbursing and Accounting (L8/LD/tG). Manual/Automated 66 Distribution Servi ces, Combination 67 Distribution and Record System (DRS), Automated 68 Document Freud Tracker, Automated 69 Duty Roster, Combination 71 Editorial Services, Automated 78 Emsrgency Evaculation Plan (Ward.n Sys.), Combination 79 Employ Efficiency ReportApplication (USFER), Automated 80 Euronet (Eurolink), Automated 80 Evaluation Reporti - American Personnel, Automated 82
DIRECTO*Y OF SELECTED 多NFORMAT7ON USOURCES
-
-
...-
-.--.-.-
o
LOCATION INDEX Cross reference to Information Resource Descriptions arranged alphabeticaliy including Iocations both in the Department and at Posts and Information Rescource Description identification number.
AIMS - Buyer Atert (NEWSLETTER) 1 London Accounting System 2 Tegucigalpa Accreditatiorus 3 Accreditation Section
Art in Embassies Program 11 Deputy Assistant Secretary for Foreign Buildings Assignment Personn& Tracking System (APTS) 12 Operating Systems Division Atlas Series 13 Office of Press Relations Autheritication Services 14 Autheritications Services Automated Informatiori Transfer System (AJTS) 15 London, Stockholm, Te¡ Aviv Automated Mesiage Analysis and Dissemination Sys(AMADS) 16 Communications Center Automated Refugee Tracking System (ARTS) ti Hong Kong, Nairobi, Refugee Program Automated Repeod. & CoN. System (ARCS) 18 Communications Center
Ad Hoc lnquiry System (IQ) 4 Stockholm
Automated Requisition and lnventory System (ARIS) 19 Diplomatic Security
Administrative Section Files 5 Contonou, Dakar, Nairobi, Nouackchott, Roma, Santiago
Automated Terminal Sys. Expansion Repi. Prgm. (ATSERP) 20 Con,munications Ceriter
Alt otment Program 6 European and Canadian Affairs
Automated Terminal System Expanséon (ATSE) 21 Communications Center
American Citizen Registration Cards 7 Tunis Armual US EmbiCons. Summary Schoot Information 8 Overseas Training Applicant Tracking System (ATS) 9 Public Affairs and State Magazine Arrestcase Files 10 Nairobi
Automated Terminal System Expansion Upgrade (ATSEU) 22 Communications Center Automated Visa Lookout System (AVLOS) 23 Bangkok, Thessalonika, Executive Director (CA) Automative Management System (AMS) 24 Bonn
DIRECTO*V OF SaECTCOJNFORMATION RESOURCES
o
c c c
Linique Single, Automated 93
OFFICIAL NAME AND ACRONYM INDEX Cross reference tQ Information Resoirce Descriptions, arranged a1phabetica1y and by Inlormation Ltescource Description identification number
ATS (Applicant Tracking Systém) Common Standard Single, Automated 9 ATSE (Automated Terminal System Expansiori) Common Standard Single, Automated 21 ATSE RP (Automated Terminal Sys. Expansion RepI. Prgm.) Common Standard Single, Automated 20 ATSEU (Automated Terminal System Expansion Upgrade) Common Standard Single, Automated 22 AVLOS (Automated Vise Lookout System) Com mon Standard Multi pie, Automated/ Combination 23
ACS Fi les (Citizen Services System)Common Standard Multiple,Manual/Automated/ Combiriation 39
AVLOS (Vise Lookout System) Unique Single, Manual 274 Accounting SystemUniqu. Single, Automate&2..
AIMS . BuyerAiert (NEWSLETTER)Unique Single, Combination 1
Accreditations Common Standard Single. Combination 3
AITS (Automated Information Transfer System) Common Multiple, Automated 15
Ad Hoc lnquiry System (IQ) Unique Single, Automated 4
AMADS (Automated Message Analysis and Dissemination Sys) Common Standard Single, Automated 16
Administrative Section Files Unique Single, ManuallAutomated 5
AMS (Automative Management System) Unique Single, Automated 24 APTS (Assignment Personnel Tracking System) Common Standard Single, Autonrated 12
Allotment Program Unique Single, Combination 6 American Citizen Registration Cards Common Multipte, Manual 7
ARCS (Automated Reprod. & Col i. System) Common Standard Single, Automated 18
Annual US EmbíCons. Summary School Information Common Standard Multiple, Manual/Automated 8
ARIS (Automated Requisition and Inventory System) Unique Single, Automated 19
Applicant Tracking System (ATS) Common Standard Single, Automated 9
ARTS (Automated Refugee Tracking System) Common Standard Multi pie, Automated 17
Arrest Case Files Common Multiple, Manual 10
ASDIS (Financia¡ Control System)
Art in Embassies Program Common Standard Single, Combination 11
DIRECTORY OF SELECTED INFORMATION RESOURCES
Organizational Index SECRETARY OF STATE EXECUTIVE SECRETARIAT OPERATIONS
Operations Center/Duty Of ficers (Comm Watch), Conunon Standard Single, Combination, Consular, Econoic, Military & Deense, Political, Science & Tecbnology, Social
166
ACCREDITATION SECTION Accreditations, Comon Standard Single, Combination, Administrative Diploaatic Notes, Common Standard Single, Manual, Administrative
3 62
POLICY AND PLANNING STAFF INSPECTOR GENERAL Post Management Inspections, Common Standard Single, Coinbination, Adininistrative, Consular, Economic, PolĂtica].
185
OFFICE OF THE DEPTJTY SECRETARY OF STATE UNDER SECRETARY POR POLITICAL AFFAIRS UNDER SECRETARY POR ECONOMIC AFFAIRS UNDER SECRETARY POR SECURITY ASSISTANCE SCIENCE & TECH DIRECTOR GENERAL, FOREIGN SERVICE AND PERSONNEL App].icant Trackin9 System (ATS), Co nIon Standard Single, Autoinated, AdministratiVe State Magazine, Coinmon Standard Single, Manual, Ad]ninistrative, Business, Consular, EconomiC, Military 4 Defense, Political, Science & Technology, Social
9 226
PERSONNEL Retirement Information, Common Standard Single, Coiabination, Adainistrative
217
OFFICE OP MANAGE)(ENT OPERATING SYSTEMS DIVISION Assignaent Personnel Tracking System (APTS), Coon Standard Single, Automated, AdministratiVe
12
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