ML20003F333
| ML20003F333 | |
| Person / Time | |
|---|---|
| Issue date: | 09/22/1980 |
| From: | Engelhardt T NRC OFFICE OF THE EXECUTIVE LEGAL DIRECTOR (OELD) |
| To: | Cornell E NRC OFFICE OF THE EXECUTIVE DIRECTOR FOR OPERATIONS (EDO) |
| Shared Package | |
| ML19284C410 | List: |
| References | |
| FOIA-81-13 NUDOCS 8104200617 | |
| Download: ML20003F333 (4) | |
Text
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UNITED STATES
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g NUCLEAR REGULATORY COMMISSION D ;;i **
.: E WASHINGTON, D. C. 20555 s
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September 22, 1980 MEMORANDUM FOR:
E. Kevin Cornell Deputy Executive Director for Operations FROM:
Thomas F. Engelhardt Deputy Executive Legal Director
SUBJECT:
NRC'S DOCUMENT CONTROL SYSTEM This responds to your memorandum of September 9,1980 requesting coments on NRC's document control syster.
Currently TERA provides three services to the Office of the Executive Legal Director: the agency-wide title list system, the OELD antitrust dccument control file for the Stanislaus antitrust proceeding, and the OELD subject index special file. The latter two systems were designed specifically for OELD use.
I am responding to the cuestions as they apply to each of the three systems.
The agency-wide title list system has been of little use to the OELD staff.
Occasionally a search is performed to find a specific document; however, if the system we e cot available, we would contact the orginating office or central files to get copies of required documents.
The Antitrust Division of CELD is satisfied with the services they have been provioed in connection with the special file designed for them to keep track of voluminous documents in connection with the Stanislaus antitrust proceeding.
It is estimated that if the automated systems were not available, an additional three staff years of effort would be reouired to perform this function manually. Also this system provides the Antitrust Division with automated document retrieval similar to that already available to other parties in the proceeding. Temination of the system would have a substantial adverse impact on the ability of the Division to maintain its production pace in the processing of documents.
h'e are now develop'ng the OELD subject index special file. The necessary data fields have bean incorporated in the computer by TERA and OELD originated legal memoranda and substantive legal pleadings and briefs are being coded into the system by the initiating attorney.
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. Because there are only about 200 documents in the specialized OELD file it is difficult to determine fully how useful it will be. If the systems proves useful, as we expect it will, we estimate a savings of approximately 13 staff weeks per year in search time for legal documents. This is based cn a estimate of five searches per week at the rete of 2.6 staff weeks c+r year per search. Termination of this automated capability would recuire us to develop a manual system wnich would be time consuming and inefficient.
With respect to question 4 of your memorandum we would find it most useful if the document control system had the following capabilities:
Capability of Boolian search of subject digests.
Expanded and imcroved indexing.
Elimination of clutter on the system.
Minimize title list capacity.
More accurate document type codes.
Indication of number of documents retrieved.
Reverse chronolocical display.
Video document display.
Office roecific training.
Better microfiche cc patability.
Setter assisted search optien.
Setter user manual.
Better document hierarchy.
Forward or backward more than a page a: a time.
Im:roverent to cuality control.
Search history needed.
Combinec searches with Boolian connectors.
Ferral files generation.
If : can be of further assistance to you in thic matter : lease,let me know.
/
J Thomas F. Encelhard:
Deputy Execuiive Legal Directer I
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SUMMARY
OF MPA BRANCH CHIEFS' COMMENTS ON TERA'S DOCU: SIT CONTROL SYSTEM
- 1) Are you satisfied with the services that the DCS has orovided to your office?
Out of five branches in MPA, only three use it occasionally.
The two branches who do not use it feel they have no use for it because they can easily cet what correspondence they need from other sources, e.g.,
files, other offices. There also seems to be a lack of interest in their branches to learn how to use the system. Of the three branches wno occasionally use the system, two are not satisfied with the services provided. Only one said he was satisfied in general with the services, but there still are problems which need to be resolved.
Proolems 9.iven were:
a) Too many data gaps in s.vstem. For examole, many SECY papers and memos under the " Author" file are missing.,...
b' The need for the system is minimal.
Searches for documents are very occasicnal and documents are easy to get from other sources.
The branch chief who said that he was satisfied used the systam frecuently when he was on the Tl11 Special Inquiry Group. However, his branch still only uses it occasionally.
- 2) To the extent oossible, estimate the savings in terms of dellars or staff years oer year you acnleve now or will acnieve wnen ene 1molementec.
system 1s fully
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"Ost said none. The system is not used enough to make a difference. Only one tranch cnief said that he would estimate a savinos of about 1/10 manyr/yr.
He was the only one who felt that the system saved more time than going to Central Files.
3)
If tne DCS were terminated, what effect would that have on your office?
One branch chief said the effect would be minimal. The rest said there would be no effect. One comment was that the system is more useful for those offices with technical o researen responsibilities.
Since our office is policy related, we do not need the system as much. [ Director does not agree l
with this statement.]
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b 2-4) f' hat micht be done to make the DCS rore useful to your office?
Comments given were:
a) Fill in data gaps (most common comment). *A' problem with the gaps in SECY papers is that TIDC is supcosed to get all of the SECY pacers to TERA; however, TIDC does not get all of the SECY capers themselves.
A solution would be to have SECY automatically put TERA on the distribution 11st.
b) Categorize correspondence into subjects.
c) Eranch would probably use system more if
- 1) terminal was on same floor
- 2) more people were trained.
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