ML19340A253

Records Mgt Study Phase 1-Basic Rept.

ML19340A253
Person / Time
Site:	Oconee
Issue date:	03/31/1969
From:	DUKE POWER CO.
To:
Shared Package
ML19340A252	List: ML19340A251 ML19340A253
References
NUDOCS 8001310550
Download: ML19340A253 (9)

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r DUKE POWER COMPANY I

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! RECORDS MANAGENENT STUDY l.

! PHASE I -

- BASIC REPORT 4

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March, 1969 8001310 f ) D l l

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!- oiLES MAINTENANCE - FINDINGS I

k I 1. SYSTEM

! The Duke Power Company has no uniform system for organizing and 1 maintaining official records. There is no uniform method used  ;

at all filing areas for charging out files or for providing con-tinuity on older files which are still active. Furthermore, there is a lack of uniformity in the method of arranging files. This 1

means there may be several ways of filing the same type of record.

Each time a new major project is started, a new filing arrangement ,

may be started. Each functional area has different filing methods -

i numerical, decimal, alphabetical, subjective, or some combinations l

! of these arrangements. ,

';. II. fdI,DiA"'ED VOLL7tE OF RECORDS AND FLOOR SPACE IN USE Recc'eds were found in 429 locacicas, housing approximately 44,500  :

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cu. ft. of records and using in excess of 19,800 sq. ft. of floor i space.

1 These 429 locations are serviced by innumerable staff members on a part-time basis . No attempt has been made to put a dollar figure . i on the cost of these services. The files at the 429 locations i occupy equipment as shown in the attached " filing equipment summary."

III. INDEXING -

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If all record materials were related to only one subject, one name, or one number, the function of indexing and cross referencing would i be unnecessary. However, this situation does not exist. Throughout the company, the use of indexing and cross referencing techniques runs the gauntlet from nothing at all to extremely detailed and

! complex systems. Occasionally, duplicate and Xerox copies are filed by name, subject, contract number, project, name, etc., as cross indexes.

IV. FILING LOCATIONS AND RECORD COPIES There is no established, enforced policy on location and maintenance of official record copies at designated filing locations. This can produce a filing situation that prevents the collection of all papers on one transaction in one place. There is no official file copy easily identifiable as such, thereby permitting its segregation from informational, courtesy, and other duplicate copies. Seldom did we find a " record copy" marked " record copy."

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All of the files which received depth analysis indicated that record copies have been buried among copies of informational materials, work sheets, publication requests, transmittal letters, thank-you letters, and similar less-important transitory documents.

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i i IV . (continued) j A few people have attempted to subdivide However,bulky files into little real effortaction

' phases , types of documents, etc.

has been made to segregate temporary papers from those requiring l long-term or permanent retention.

V. DUPLICATE FILING There is no policy regulating the exact number of copies to be made.

Permitting the preparation of many extra copies, in addition to f regular required file copies, results in wide-spread duplication o l

j ff ?es, with the accompanying and unnecessary costly Theoccupation magni- of office space and costly use of equipment and personnel. ider that

j. tude of this duplication is better appreciated when you consTo further confound l two to six or more copies may be retained. ble l the extensive and expensive duplication which this causes, a sizea percentage of documents fall into the category of highly transient I or non-record materials.

l By this, we refer to such types of paper as:

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1. Thank-you letters

2. Routine requests for and transmittal of catalogs and publications i

i 3. Covering (transmittal) letters which add nothing to the material transmitted i

4. Routing slips and requisitions

5. Commendations and criticisms l

i Most areas where files are maintained keep extra copies of materials f

' that they originate. In addition, reproduced items forwarded for i

.information only inevitably wind up in the files. _

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i Any discussion of duplicate filing would be incomplete without a j statement that "it ,

essential duplication of records." However, each copy prepared, duplicated, distributed'and/or filed should have a specific purpose.

Unassential duplication should be eliminated from the files.

l VI. FILING PERIODS There is no established, enforced _ policy on date breaks requiringor to an retirement of files out of the office to the wastabasket, Most areas i

i interim storage area, or to a permanant storage area.

have'some records suitable for immediate retirement to storage or disposition.

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jgg, throughout tha file ccs surysygd, a Icek of ccnst-tcncy i

was noted some instareas, in tho types of folours, guides cnd Icbsis ustd. in some ( thsr l filcs vero festantd to ths foldars with metal prengs; l instances, where the files were very bulky, the folders ussd waro tos l light. Hence both folders and materials became torn.

Equipment found at the various locations consists of all ty' pes, sizes, shapes, conditions, and ages. l No standards have been established indicating precisely what types, siaes and quality of folders, guides, labels, etc. are to be used to meet specific operating needs.

l ggt!. RECORDS INVENTORY A complace detailed inventory of Duke Power Company records was taken.

Its volume makes it impractical to duplicate in any quantity. However, sufficient information from the inventory will be available on files conversion sheets for working purposes during the implementation of the program. Records were inventoried in 429 locatiors for a staggering total volume approximating 44,515 cu. f t.

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i DUKE POWER COMPANY A. FILING EQUIPMENT

SUMMARY

4 Estimated Estimated i

No. of No. of Square Filing Pcs. of Cubic '

Feet Feet Ecuio, _

l Department Locations _

180 115

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6 21 President's 2,845 800

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24 328 l

Legal 1,045 560 11 104 Personnel t

280 210 7 33 Rate l

.~ 50 270 9 49 Public Relations 19,630 5,660 84 6,390 1 Treasurer's i

13,250 8,410 4 183 1,828 Power Operations l

i 6.735 3.765 105 820 Retail Operations g g M M Total i

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UNITED STATES OF AMERICA ATOMIC ENERGY COMMISSION In the Matter of )

) Docket Nos. 50-269A DUKE POWER COMPANY ) 50-270A

) 50-287A (Oconee Units 1, 2 and 3; ) 50-369A McGuire Units 1 and 2) ) 50-370A State of North Carolina )

) A F Fi D AVI T County of Mecklenburg )

I, John C. Goodman, Jr. , being first duly sworn hereby depose and say that I am an Assistant Secretary for Duke Power Company and included among my duties is the responsibility for the proper mainte-nance and retention of the permanent corporate records;

1. That Duke Power Company has no standard procedure con-cerning the retention of documents other than its permanent corporate records; therefore, I can only speak to the permanent records which I receive. Therefore, if particular documents are retained at the depart- )

mental level, I do not have a record of such document.

2. That upon receipt of corporate records, they are reviewed j and copies are made and distributed to the department or departments affected by the document. The document is then assigned a file number which, along with the description, is affixed to the folder in which the document is filed. The file number and description are entered into the index system and the document filed.

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3. That in connection with audited invoice vouchers, informa-tion thereon is placed on a voucher index system combining a straight alphabetical system and, where volume requires, a vendor or type, i.e., legal fees , special services , etc. The vouchers are then filed by year, month, and number. For example, the first voucher in January, 1972 would be nuntbered 72-A-1. The files containing the vouchers ,

1 are in order by year to facilitate easy location. l

• j ohn C. Goodman, Jr. ~ V vAssistant Secretary Duke Power Company Sworn and subscribed to before me this 12 /, day of ~

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1973 .

lil s ln-1 $ - , /L Nothy Pub?.Ic My Commission expires fiwdu k . S i; 1994 .

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UNITED STATES OF AMERICA-h BEFORE THE t",MIC ENERGY COMMISSION i

In the Matter r* )

) Docket Nos. 50-269A, 50-270A, 2

DUKE POWER COMPANY ) 50-287A, 50-369A,

' (Oconee. Units 1, 2 and 3 ) 50-370A-4 McGuire Units 1 and 2) )

1 CERTIFICATE OF SERVICE 4

l I hereb/ certify that copies of APPLICANT'S OBJECTIONS i TO SPECIAL REQUEST FOR INTERROGATORIES, dated March 26, 1973, in

the above-eaptioned matter have been served on the following l- by deposit in the United States mail, first class or air. mail,

! this 26th day of March, 1973:

! Walter W. K. Bennett, Esq. J. O. Tally, Jr., Esq.

j- P. O. Box 185 P. O. Drawer 1660 i Pinehurst, North Carrlina 28374 Fayetteville, North Carolina 28302 Joseph F. Tubridy, Esq. Troy B. Connor, Esq.

F 4100 Cathedral 7"enue, N. W. Reid & Priest

Washington, D. C. 20016 1701 K Street, N. W.

Washington, D. C. 20006 j John B. Farmakides, Esq.

J Atomic Safety and Licensing Joseph Rutberg, Esq.

l Board Panel Benjamin H. Vogler, Esq.

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Atomic Energy Commission Antitrust Counsel for i Washington, D. C. 20545 AEC Regulatory Staff 4 Atomic Energy Commission Atomic Safety and Washington, D. C. 20545 l Licensing Board Panel Atomic Energy Commission. Mr. Frank W. Karas, Chief

. Washington, D. C. 20545 Public Proceedings Branch l

Office of the Secretary i Abraham Braitman, Esq. of the Commission Special Assistant for. Atomic Energy Commission Antitrust Matters Washington, D. C. 20545 l 4

Office of Antitrust I and Indemnity- Joseph Saunders, Esq.

Atomic Energy Commission Antitrust Division Washington, D. C.'20545 Department of Justice q Washington, D. C. 20530 i l

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William T. Clabault, Esq. J. A. Bouknight, Jr., Esq.

David A. Leckie, Esq. David F. Stover, Esq.

Antitrust Public Counsel Section Tally, Tally & Bouknight Department of Justice Suite 311 P. O. Box 7513 429 N Street, S. W.

Washington, D. C. 20044 Washington, D. C. 20024 Wallace E. Brand, Esq.

Antitrust Public CounsL1 Jaction Department of Justice P. O. Box 7513 Washington, D. C. 20044 Wald, Harkrader & Ross l

By  !

Attorneys for Duke Power Company 1320 Nineteenth Street, N. W.

Washington, D. C. 20036 l

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