The Topeka state journal. [volume] (Topeka, Kansas) 1892-1980, 1912-01-17

not. some nave nat ulGSs others IOiO
all papers before fling. Some use press
copies; others retain only carbon cop
les.
Cost Of Handling and Filing Core
| spondence.
The reports also show not only a
very wide range in the methods of
doing this comparatively simple part
ef the government business, but an ex-
traordinary range in cost For the
handling of incoming mail the aver
ages of cost by departments vary from
$5.S4 to $S4.40 per 1000. For the han
ding Of outgoing mail the averages by
| departments vary from 1894 to $6e.S9
per 1000. This does not include the
cost of preparation. but is confined
merely to the physical side of the
work. The variation between indi-
vidual offices is many times greater
than that shown for averages by de-
partments.
1t has been found that differences of
average cost by departments closely
follow differences in method and that
the greatest cost is found in the de-
partment where the method is most
involved. Another fact is of interest
viz. that in the two departments above
referred to. which show the lowest
averages. orders have been issued
which will lead to large saving with
out impairing efficiency. 1t cannot be
said what the saving ultimately will be
when the attention of officers in all of
the departments has been focused on
present methods with a view to chang
ing them in such manner as to reduce
cost to the lowest point compatible
with efficient service. 1t, however,
must be q considerable percentage of
nearly $5.OOOOOO, the total estimated
cost of handling this part of the gov
eminent business at Washington.
Need For Labor Saving Office Devices.
The use of labor saving Office devices
in the service has been made the sub
ject of special inquiry. An impression
prevails that the government is not
making use of mechanical devices for
economizing labor to the same extent
as are efficiently managed private, en-
terprises. A study has been made of
the extent to which devices of this
character are now being employed in
the several branches of the govern
ment and the opportunities that exist
for their more general use. In order
to secure information as to the various
kinds of labor saving devices that are
in existence and as to their adaptable
ity to government work. an exhibition
of labor saving Office appliances was
held in Washington from July to 10.
1911. One hundred and ten manufac-
turers and dealers participated. and
more than 10000 officers and employees
visited the exhibition. There Is no
doubt that the exhibition served the
purpose of bringing to the attention of
officers devices which can be employed
by them with advantage. The holding
of this exhibition was, however. but a
step preparatory to the contemplated
investigation.
Unnecessary Cost of Copy Work.
The efforts of the commission result
ed also in the adoption by several bu-
reaus or departments of improved
methods of doing copying. The amount
Of copy work Heretofore done by hand
each year in the many offices is esti-
mated to aggregate several hundred
thousand dollars. The commission ex-
hibited at its offices appliances that
were thought to be especially adapted
lowing these demonstrations methods
of copying were introduced which have
brought about a saving of over 75 per
cent in offices where used for six
months. This change in one small cross
section of office practice will more than
Offset the whole cost of my inquiry
Waste In Distribution of Public Docu-
ments.
Going outside the office. one of the
business processes which has been in
vestgated is the distribution of depart
mental documents. This is a subject
with which both the congress and adj
ministratiOn heads are familiar. The
prevailing practice in handling depart
mental publications is to have them
manufactured at the government print
ing office Each job when completed
is delivered to the department Here
the books or pamphlets are wrapped
and addressed. They are then sent to
the postofIlce. There they are assorted
and prepared for shipment through the
mails. From the postofiice they are
sent to the railroad station, which is
only a few steps from the government
printing Office. whence they started.
The results of this laborious and cir
cuitous method is to make the use of
the best mechanical equipment imprac-
ticab BILE and TO waste each year not less
than quarter of a million dollars Of
government funds in useless handling.
to say nothing of the indirect loss due
to lack of proper coordination.
WastefuI Use of Properties and Equip
Fnent.
The use of equipment is a matter
which also has been investigated. Up
to the present time this investigation
has been in the main confined TO the