widespread tangible results. The mere issuance of an Executive order will not necessarily provide a strong impetus of this kind. A Presidential letter emphasizing the necessity for cooperation at every level and pointing out broadly the things that need to be done, would have wide circulation, and would carry the direct impact of strong interest by the President in the success of this endeavor.

(b) Subdivision (b) of recommendation No. 1 carries forward the idea of increased emphasis on paperwork management, but its literal application would produce more difficulties than advantages. The vesting of powers of "general supervision" in General Services Administration over all phases of paperwork management throughout the Government would subordinate the operating discretion of the head of an agency and thus impair his ability to discharge the functions for which he is ultimately held responsible.

Rigid standardization of procedures and practices relating to paperwork management, enforcible at the will of another agency, might prove unworkable in some operations because of the lack of similarity between the programs of the several agencies affected. Of course, the availability in a central coordinating agency of information concerning the experience of other agencies, and the coordination of interagency activities, might prove helpful. A worthwhile service might also be provided by the establishment of sound standards for evaluating and comparing the programs of the various agencies.

It would seem quite probable, therefore, that advisory and consultative assistance on these matters from a central agency would prove of value and would itself contribute to the maintenance of attention to this problem on a current and continuing basis. This constructive step is obviously quite different from the plan of general supervision, as contemplated by the recommendation, with which the Veterans' Administration is unable to concur.

(c) The comments with respect to subdivision (b) are generally applicable to subdivision (c) of recommendation No. 1, since this merely furthers the concept of concentrating paperwork management "supervision" in General Services Administration.

RECOMMENDATION NO. 2

"We recommend that some top official in each agency be assigned the responsibility (a) to review all forms with a view to simplification; (b) to determine the number of copies of correspondence, printed or mimeographed material with a view to the elimination of nonessential copies; (c) to determine the number and character of reports within the agency and to other agencies with a view to the reduction of numbers and the elimination of nonessential reports and that this official cooperate with the General Services Administration in determination of methods and systems for action.

"Our task force is now conducting an investigation of the 'standard form' program of the Bureau of the Budget and we will report on that later in part II of this report."

Comments of Veterans' Administration

The Veterans' Administration has an active program for (a) simplification of forms; (b) the elimination of nonessential copies of correspondence, printed or mimeographed material; (c) the reduc

tion of numbers and the elimination of nonessential reports. The form of organization in this agency for accomplishing these objectives is somewhat different, however, from that apparently intended by the recommendation.

The Assistant Administrator for Administration has the staff function of developing standards, recommending policies, and appraising the effectiveness of the agency's forms, correspondence, and records management programs. The VA Controller has similar staff responsibilities in the reports field. These staff advisers to the Administrator advise, recommend, plan. They do not "determine" or "direct." Actual operation of the paperwork management activities is decentralized to line officials who head the three operating departments of the Veterans' Administration. Each of these departments has fulltime employes engaged in forms control and standardization, correspondence management, records management, and reports control. These employees are trained in the substantive programs of their de partments so that paperwork management techniques may be adapted to the peculiar needs of each department within the framework of uniform policies and standards established by the Administrator.

At present a review of report structure is being conducted under the leadership of the VA Controller. The purpose of this review is the revision of existing reports where necessary and the elimination of unnecessary reports.

Centralization of control over paperwork management activities, in a single official who would "review" and "determine," beyond that already in existence in the Veterans' Administration, would in our judgment weaken rather than strengthen the effectiveness of these activities. For a small agency, with a single program, we believe the form of organization recommended might prove effective. For a large agency, such as the Veterans' Administration, with a multiplicity of activities-operation of a hospital system, an insurance business, a loan-guaranty operation, a vocational rehabilitation program, etc.-we believe the present arrangement to be the most effective in accomplishing the Commission's objectives.

The Veterans' Administration would not be inclined to favor any arrangement which would place a service or staff agency, such as General Services Administration, in a position to dictate how paperwork management would be applied to substantive operations. We would, however, welcome guidance and assistance in developing methods and systems adapted to our line responsibilities.

RECOMMENDATION NO. 3

"Immediate savings could be made if legislation were enacted authorizing the necessary changes in forms 941 and 941A (employer's quarterly Federal tax return), as recommended by the Internal Revenue Service and the Social Security Administration. We recommend that this legislation be enacted."

Comments of Veterans' Administration

The Commission indicates that legislation would be required to accomplish this recommendation. Reference to the related discussion in the report of the task force indicates that the proposed simplification in the employer's quarterly Federal tax return consists of the

elimination of that part of the return calling for a listing of employees and specified information concerning them. It is stated that this would result in large savings to industry, as well as considerable saving to the Federal Government. While not generally required to submit such listings, Federal agencies, including the Veterans' Administration, would profit from this recommended change to the extent that it would no longer be necessary in connection with quarterly returns to list those employees from whose salaries deductions are for the FICA tax. The Veterans' Administration would favor this improvement and any other changes which would simplify or eliminate the quarterly lump-sum tax returns now required.

ADOPTED TASK FORCE RECOMMENDATION NO. 1

"The General Services Administration serve as a clearinghouse for all Federal agencies for management information relating to the paperwork-management program."

Comments of Veterans' Administration

The Veterans' Administration would favor a central clearinghouse for management information relating to paperwork management. Such a clearinghouse could perform a worthwhile assistance by issuing informational material, pamphlets, sponsoring meetings, lending the assistance of specialized personnel when requested to do so.

ADOPTED TASK FORCE RECOMMENDATION NO. 2

"The General Services Administration sponsor a correspondence style board [similar to the Government Printing Office Style Board]." Comments of Veterans' Administration

Such a board might serve a useful purpose if it were established on the basis of voluntary participation, and were advisory and educational only, without directive authority of any sort.

ADOPTED TASK FORCE RECOMMENDATION NO. 3

"The General Services Administration, in cooperation with agencies concerned, initiate action to reduce the percentage of records designated as permanent."

Comments of Veterans' Administration

This is a field to which the Veterans' Administration has given a great deal of attention. We favor any cooperative action which will assist us in our efforts to reduce the quantity of our records which are considered permanent.

ADOPTED TASK FORCE RECOMMENDATION NO. 4

"The General Services Administration establish a goal of having one-half instead of one-third of all records in center-type space, including recognized staging areas and the National Archives." Comments of Veterans' Administration

The establishment of a general goal of having one-half instead of one-third of all records in center-type space is, of course, appealing

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from an overall standpoint. We believe it unrealistic, however, to establish arbitrary standards, applicable without regard to special agency requirements. Differences in mission and functions result in large variations in the percentage of records an agency can, or should, place in storage. The rapidity with which stored records may be obtained when needed also must be considered.

ADOPTED TASK FORCE RECOMMENDATION NO. 5

"The General Services Administration (National Archives and Records Service) establish standards to evaluate records centers and staging areas with a view to closing out uneconomical records centers and, if warranted, establish additional staging areas."

Comments of Veterans' Administration

The objectives of the recommendation are obviously desirable. This agency would cooperate in the development of such standards, if asked.

ADOPTED TASK FORCE RECOMMENDATION NO. 6

"The General Services Administration, in cooperation with the Bureau of the Budget, consider the establishment of a 'Federal Equipment Credit System' to facilitate the transfer among agencies of office machines and filing equipment."

Comments of Veterans' Administration

A study of this kind would seem to be worthwhile. The Veterans' Administration would not, however, be inclined to favor any system which required the using agency to justify to General Services Administration its need for drawing on its own credit.

ADOPTED TASK FORCE RECOMMENDATION NO. 7

"The General Services Administration sponsor permanent interagency committees on automatic office machines and electric accounting machines which would serve as clearinghouses of information and guidance to all agencies of the Gevernment on technical and administrative questions entailed in the development, procurement, and use of these machines."

Comments of Veterans' Administration

It would be helpful to the Veterans' Administration to have access to a pool of such information, when needed. Because of the rapid advances in the development of such equipment and the multiple uses of it, it is difficult, if not economically impossible, for one agency to keep currently posted on all new innovations. This agency would welcome an invitation to participate in the work of such committees, particularly if the committees were established on a highly selective basis, i. e., composed of members representing departments or agencies that are either large users or engaged in extensive research into the development and utilization of such equipment.

ADOPTED TASK FORCE RECOMMENDATION NO. 8

"The General Services Administration initiate studies to determine if Government should make greater use of commercial tabulating facilities on a fee or contractual basis to meet peak workloads."

Comments of Veterans' Administration

The Veterans' Administration concurs in the studies recommended. We now use commercial tabulating facilities and the facilities of other Government agencies to meet peak workloads whenever possible.

ADOPTED TASK FORCE RECOMMENDATION NO. 9

"The General Services Administration extend the terms and conditions of the existing domestic contracts to provide for the procurement of tabulating equipment for use in foreign countries and territorial possessions. Legislation may be needed."

Comments of Veterans' Administration

This recommendation evidently arises from the practice prevailing in overseas areas by which each agency must negotiate with the supplier on an annual rental contract for tabulating equipment. The military departments appear to be primarily concerned with this problem, in connection with their many overseas installations. Separate contracts must be negotiated yearly for each installation. The Veterans' Administration uses tabulating equipment in only one foreign country, Manila, Republic of the Philippines, and the annual renewal of the contract on the same basis presents no difficulty. Existing domestic contracts are already applicable to Veterans' Administration installations in Puerto Rico. Consequently, this agency has no direct interest in the adoption of this recommendation, but from a governmentwide standpoint it appears to have considerable merit.

ADOPTED TASK FORCE RECOMMENDATION NO. 10

"The General Services Administration study all Government shops for the repair of business machines with the view to having such work done on contract when more economical and practical."

Comments of Veterans' Administration

The Veterans' Administration favors the objectives of the study recommended. It is to be noted that a study of commercial-industrial activities of the Government, directed by the Bureau of the Budget, January 15, 1955, includes the repair of business machines as provided in the recommendation. It is possible that the results of this study under Bureau of the Budget supervision will, to all intents and purposes, meet the requirements of the Commission task-force recommendation.

ADOPTED TASK FORCE RECOMMENDATION NO. 11

"The General Services Administration establish a Central Microfilm Service to be operated under an industrial or revolving fund. Legislation may be needed."