WORD PROCESSING %OFFICE

?!I HANAGEXENT
I1 RECO>NEE.!DATI
ONS FOR TIiE
MARYLAND STATE COUXT ADMI3IST,iL4TOK' S CFFICE

- .,. . .... ..

P r e p a r e d by :

Donald S . Skupsky
4 .-

National Center f o r S t a t e Courts _.

1660 L i n c o l n S t r e e t , S u i t e 200
Denver, Colorado 80264

T h i s p r o j e c t was s u p p o r t e d by Grant Numbers 778s-99-6016 and 77TA-99-6001,

awarded by t h e Law Enforcement A s s i s t a n c e A d m i n i s t r a t i o l l , United S t a t e s
Department of J u s t i c e . P o i n t s of view o r o p i n i o n s s t a t e d i n t h i s p u b l i c a -
t i o n are t h o s e of t h e a u t h o r s and do n o t n e c e s s a r i l y r e p r e s e n t t h e o f f i c i a l
p o s i t i o n o r p o l i c i e s of t h e U. S. Department of J u s t i c e .

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 WORD PROCESSING AND OFFICE MANAGEMENT RECOMMENDATIONS
FOR THE MARYLAND STATE COURT ADMINISTRATOR'S OFFICE

I. INTRODUCTION

The Court A d m i n i s t r a t o r ' s O f f i c e f o r t h e S t a t e of Maryland r e q u e s t e d

t h e N a t i o n a l C e n t e r f o r S t a t e C o u r t s , t h r o u g h the Court Improvement Through

Applied Technology P r o j e c t , t o examine t h e u s e of word p r o c e s s i n g and

t e c h n i q u e s f o r improving o f f i c e management. I n p a r t i c u l a r , t h e S t a t e Court

A d m i n i s t r a t o r r e q u e s t e d t h a t t h e N a t i o n a l Center examine t h e c u r r e n t number

and u t i l i z a t i o n of s e c r e t a r i e s , t h e needs f o r a d d i t i o n a l secretaries f o r t h e

n e x t f i s c a l y e a r , and t h e u t i l i z a t i o n o f word p r o c e s s i n g equipment f o r v a r i o u s

typing applications. I n a d d i t i o n t o o f f i c e management, t h e p r o j e c t s t a f f was

r e q u e s t e d t o examine t h e p o t e n t i a l u s e of word p r o c e s s i n g f o r t h e p r e p a r a t i o n

of o p i n i o n s by t h e Court of Appeals.

Donald Skupsky of t h e N a t i o n a l C e n t e r f o r S t a t e Courts v i s i t e d t h e

S t a t e Court A d m i n i s t r a t o r ' s O f f i c e on December 15 and 1 6 , 1977 and s u b s e q u e n t l y

prepared t h i s report. During t h e s i t e v i s i t , M r . Skupsky m e t w i t h t h e follow-

i n g people:

- W i l l i a m H. Adkins, 11, S t a t e Court A d m i n i s t r a t o r - .

. .
- Judge Marvin H. Smith, Court of Appeals
- M r . 3 . Allen Hines, D i r e c t o r , J u d i c i a l Administrative Services
- M r . F r e d e r i c k A. F a r r i s , D i r e c t o r , J u d i c i a l Education S e r v i c e s
- M r . James F. Lynch, D i r e c t o r , J u d i c i a l P l a n n i n g S e r v i c e s
- M r . P e t e r J. L a l l y , A s s i s t a n t D i r e c t o r , J u d i c i a l P l a n n i n g S e r v i c e s
- M r . Robert C. Franke, A s s i s t a n t A d m i n i s t r a t o r , R e p o r t s and Records
- M s . J a c q u e l i n e M. Agro, S e c r e t a r y
- M s . G e o r b a n n a Lambert, P e r s o n n e l A s s o c i a t e
- M s . Cecelia C. Nolan, O f f i c e C l e r k
- M s . E r n e s t i n e L. Matthews, R e c e p t i o n i s t
- M s . Donna Zake, S e c r e t a r y
- M s . E. Rozanne P e t t e b o n e , S e c r e t a r y
- M s . Kathy Doyle, S e c r e t a r y

.
 -2-

11. FINDINGS AND PROBLEMS

The S t a t e Court A d m i n i s t r a t o r ' s O f f i c e c o n s i s t s of t h e S t a t e Court

A d m i n i s t r a t o r , Deputy S t a t e Court A d m i n i s t r a t o r , J u d i c i a l A d m i n i s t r a t i v e

S e r v i c e s , J u d i c i a l Education S e r v i c e s , J u d i c i a l I n f o r m a t i o n Systems, J u d i c i a l

P l a n n i n g S e r v i c e s , R e p o r t s and Records, Eoard of Law Examiners, and S t a n d i n g

Committee on Rules of P r a c t i c e and Procedure. A l l o f f i c e s except t h e Judi-

c i a l I n f o r m a t i o n Systems, Board of Law Examiners, and Standing Committee on

Rules of P r a c t i c e and Procedure were examined as p a r t of t h i s p r o j e c t . The

p e r s o n n e l f o r a l l departments i s i n d i c a t e d i n Appendix A .

Each d i v i s i o n of t h e Court A d m i n i s t r a t o r ' s O f f i c e h a s been a s s i g n e d

one o r more s e c r e t a r i e s t o s p e c i f i c a l l y work f o r t h a t d i v i s i o n . I n cases

were c o o p e r a t i o n i s r e q u i r e d , a number of s e c r e t a r i e s can be assembled t o p e r -

form a p a r t i c u l a r t a s k . O f f i c e work proceeds by d i r e c t assignment from t h e

, p r o f e s s i o n a l s t a f f t o t h e secretaries i n v o l v e d . Each d i v i s i o n head i s

r e s p o n s i b l e f o r m o n i t o r i n g and managing t h e s e c r e t a r y a s s i g n e d t o t h a t

division. ...-

There i s no o f f i c e manager o r s e n i o r s e c r e t a r y who h a s a u t h o r i t y o v e r

o t h e r secretaries w i t h i n t h e o f f i c e . I n p r a c t i c e , however, Roxanne P e t t e b o n e ,

serves as t h e f o c a l p o i n t f o r assembling secretaries t o perform a l a r g e t a s k .

T h i s i n f o r m a l arrangement.seems t o work i n most cases. There were some

c o m p l a i n t s , however, t h a t work i s n o t d i s t r i b u t e d e v e n l y among t h e v a r i o u s

secretaries o r t h a t some s e c r e t a r i e s ' d o n o t v o l u n t e e r t o do t h e i r s h a r e .

The o f f i c e h a s p r e v i o u s l y encountered problems w i t h a Wang 1222 word

p r o c e s s i n g system. T h i s system had ongoing mechanical problems which prevented

t h e s e c r e t a r i a l s t a f f from e f f e c t i v e l y u s i n g t h e system t o perform o f f i c e work.

 -3-

The c o u r t r e c e n t l y a c q u i r e d a 3MfLinolex S e r i e s 4000 Word P r o c e s s o r t o per-

0 form a g r e a t number o f o f f i c e a p p l i c a t i o n s . It was e n v i s i o n e d t h a t one

s e c r e t a r y from each d i v i s i o n would b e t r a i n e d on t h i s system and u s e i t t o

perform a p p l i c a t i o n s f o r t h e i r r e s p e c t i v e d i v i s i o n s . The 3M system i s b e i n g '

t r i e d f o r t h r e e months under a s p e c i a l low-cost t y p e t r i a l program.

The S t a t e Court A d m i n i s t r a t o r ' s O f f i c e h a s c o n s i d e r e d adding two,

a d d i t i o n a l s e c r e t a r i a l p o s i t i o n s t o n e x t y e a r ' s budget. These s e c r e t a r i e s

would b e p l a c e d i n t h e J u d i c i a l A d m i n i s t r a t i o n S e r v i c e s D i v i s i o n and t h e

J u d i c i a l I n f o r m a t i o n Systems D i v i s i o n , where no secretaries have c u r r e n t l y

been a s s i g n e d . I n a d d i t i o n , t h e r e i s a vacancy f o r one s e c r e t a r y i n t h e

R e p o r t s and Records D i v i s i o n .

111. RECOMMENDATIONS

Recommendation 1: The S t a t e Court A d m i n i s t r a t o r s h o u l d b e i n v o l v e d

. i n any major r e o r g a n i z a t i o n of o f f i c e p e r s o n n e l o r i n t h e e s t a b l i s h -
ment of s i g n i f i c a n t new o f f i c e p r o c e d u r e s .

The S t a t e Court A d m i n i s t r a t o r i s i n t h e s o l e p o s i t i o n of a u t h o r i t y t o
-_
d e a l w i t h t h e p o l i t i c a l and p e r s o n a l consequences of any major r e o r g a n i z a t i o n

o f o f f i c e p e r s o n n e l o r e s t a b l i s h m e n t of new o f f i c e p r o c e d u r e s . I f subsequent

recommendations i n t h i s r e p o r t are f o l l o w e d , i t i s a n t i c i p a t e d t h a t c e r t a i n

s t a f f members w i l l p r o t e s t t h e changes and p e r h a p s ' n o t c o o p e r a t e f u l l y i n

i t s implementation. I n some cases p e r s o n a l p r i d e and p r e s t i g e s t a t u s could b e

a f f e c t e d by t h e s e changes. The S t a t e Court Administer must t h e r e f o r e show v i s i b l e

s u p p o r t f o r t h e s e changes and d e a l p e r s o n a l l y w i t h problems which might s u r f a c e .

I n t h i s way t h e o f f i c e can r e a p t h e b e n e f i t s of modern o f f i c e management ( i n -

c l u d i n g c o s t r e d u c t i o n s and improved e f f i c i e n c y ) w i t h a minimal d e g r e e of

difficulty.

.&. ,..
... , " .-* ??. -:. -* ,.-.. , I , , ,,. , ,
 -4-

Recommendation 2: The c o u r t should s e l e c t an o f f i c e manager

t o manage t h e work of a l l s e c r e t a r i e s , i n s u r e t h e e f f i c i e n c y
of o f f i c e p r o c e d u r e s , and perform n e c e s s a r y o f f i c e a d m i n i s t r a -
tive functions.

The o f f i c e now f u n c t i o n s w i t h o u t a n o f f i c e manager t o c o o r d i n a t e

a c t i v i t i e s on a d a i l y b a s i s . A s a p r a c t i c a l m a t t e r , Roxanne P e t t e b o n e f u n c t i o n s

as q u a s i o f f i c e manager by c o o r d i n a t i n g l a r g e r e f f o r t s which r e q u i r e s e v e r a l

secretaries. It i s recommended t h a t s h e o r some o t h e r person b e s p e c i f i c a l l y

a p p o i n t e d as t h e o f f i c e manager and b e g i v e n s u f f i c i e n t a u t h o r i t y o v e r t h e

o t h e r secretaries t o a s s i g n work as n e c e s s a r y . The o f f i c e manager s h o u l d

a l s o b e r e s p o n s i b l e f o r i n i t i a t i n g new o f f i c e p r o c e d u r e s i n o r d e r t o make t h e

o f f i c e f u n c t i o n more e f f i c i e n t l y . This person could a l s o order necessary

s u p p l i e s and perform o t h e r a d m i n i s t r a t i v e t a s k s r e q u i r e d f o r d a i l y o p e r a t i o n .

If a n e x i s t i n g s t a f f member i s s e l e c t e d a s o f f i c e manager, s h e should b e g i v e n

some s a l a r y i n c r e a s e t o r e f l e c t h e r new s t a t u s and r e s p o n s i b l i t y .

Recommendation 3: A f u l l - t i m e word p r o c e s s i n g o p e r a t o r should

b e s e l e c t e d t o o p e r a t e t h e word p r o c e s s i n g equipment. One
backup o p e r a t o r s h o u l d a l s o b e s e l e c t e d t o p e r i o d i c a l l y o p e r a t e
t h e machine e x p e c i a l l y when t h e primary o p e r a t o r i s n o t
a v a i l a b l e . The work p r o c e s s i n g equipment s h o u l d b e l o c a t e d
a p a r t from t h e g e n e r a l o f f i c e o p e r a t i o n , p e r h a p s i n t h e small
o f f i c e now occupied by M r . L a l l y .

The o r i g i n a l p l a n f o r word p r o c e s s i n g e n v i s i o n e d t h a t one s e c r e t a r y

..
from each d i v i s i o n would b e t r a i n e d on t h e equipment and s c h e d u l e t h e machine

t o perform d i v i s i o n p r o j e c t s . T h i s scheme, however, w i l l i n e f f i c i e n t l y

u t i l i z e t h e word p r o c e s s i n g c a p a c i t y . S i n c e t i m e w i l l have t o b e scheduled

by e a c h s e c r e t a r y , t h e r e w i l l b e s u b s t a n t i a l p e r i o d s of unscheduled t i m e when

t h e system w i l l n o t b e i n use. As a p r a c t i c a l matter, due t o p r i o r i t y and

c o n t e n t i o n problems, i t i s a n t i c i p a t e d t h a t such a scheme w i l l l e a d t o o n l y

70% t o 80% u t i l i z a t i o n . I n a d d i t i o n t o equipment u t i l i z a t i o n , t h e o p e r a t o r

. . - . ._
... .--._--. ...................
.... -... _. - . . . . . .. - . . . . . ..
 -5 -

du t i v i t y w i l l b e s u b s t a n t i a l l y reduced by h i s t y p e o f scheme. While

e v i d e o d i s p l a y e d word p r o c e s s i n g systems are e a s y t o learn and o p e r a t e , an

o p e r a t o r can o n l y become p r o f i c i e n t through c o n t i n u e d u s e of t h e system. If

a n o p e r a t o r u s e s t h e system o n l y p e r i o d i c a l l y , much t i m e w i l l b e wasted t o

relearn commands and t e c h n i q u e s which have been f o r g o t t e n d u r i n g t h a t t i m e .

A s a r e s u l t , t h e o v e r a l l b e n e f i t of u s i n g word p r o c e s s i n g f o r c e r t a i n

a p p l i c a t i o n s may b e l o s t .

A s an a l t e r n a t i v e , i t i s recommended t h a t one s e c r e t a r y b e s e l e c t e d

t o serve as t h e primary o p e r a t o r f o r t h e work p r o c e s s i n g system.

* She would

b e r e s p o n s i b l e f o r t y p i n g materials from a l l d e p a r t m e n t s which would b e

a p p r o p r i a t e f o r word p r o c e s s i n g . A second o p e r a t o r s h o u l d b e t r a i n e d as

backup and used p e r i o d i c a l l y t o r e l i e v e t h e primary o p e r a t o r and to o p e r a t e

t h e system when t h e primary o p e r a t o r i s u n a v a i l a b l e . T h i s scheme w i l l i n s u r e

* t h e maximum p r o d u c t i v i t y from t h e word p r o c e s s i n g system and e n a b l e t h e

o f f i c e t o r e a l i z e t h e $6,000 p e r y e a r i n v e s t m e n t f o r work p r o c e s s i n g equip-

ment.
L

*
(One f u l l - t i m e o p e r a t o r u s i n g t h e v i d e o d i s p l a y word p r o c e s s i n g

equipment c a n t y p e t h e e q u i v a l e n t of t h r e e f u l l - t i m e t y p i s t s u t i l i z i n g s t a n d a r d

-typewriters.- S i n c e most s t a n d a r d s e c r e t a r i e s t y p e o n l y 40 t o 50% of t h e t i m e ,

t h i s i s e q u i v a l e n t t o t h e t y p i n g performed by 6 t o 9 g e n e r a l purpose secre-

taries. )

Recommendation 4 : The Court A d m i n i s t r a t o r ' s O f f i c e s h o u l d s t r i v e

t o r e d u c e t h e o v e r a l l number of secretaries i n t h e o f f i c e by
h a v i n g several s t a f f members s h a r e one s e c r e t a r y .

I n t h e system now b e i n g u s e d , each d i v i s i o n h a s one o r more d e d i c a t e d

secretaries. While t h e a c t u a l . volume of work performed by e a c h s e c r e t a r y

*
M s . Argo would b e a n e x c e l l e n t c h o i c e as t h e primary o p e r a t o r due t o
h e r knowledge of t h e system and e n t h u s i a s m toward word p r o c e s s i n g .

.. I -* ._. ..-.. . i 1
 -6-

c o u l d n o t b e a s s e s s e d d u r i n g t h i s s h o r t p r o j e c t , i t can be assumed t h a t most

secre t a r i s are n o t used t o f u l l c a p a c i t y . From t h e ev dence g a t h e r e d , few

secretaries are r e a l l y overworked, Sew d e a d l i n e s f o r work f a i l e d t o b e m e t ,

and secretaries d i d n o t l o o k p a r t i c u l a r l y busy d u r i n g t h e s i t e v i s i t . It

c a n a l s o b e assumed t h a t i f a s e c r e t a r y w a s f u l l y u t i l i z e d , a c o n f l i c t i n

t i m i n g f o r p r i o r i t i e s and t h e c o n t e n t i o n f o r work t o b e done would n e c e s s i t a t e

t h a t a d d i t i o n a l s e c r e t a r i e s be h i r e d immediately. The s t u d y f a i l e d t o uncover

a p r e s s i n g need f o r a d d i t i o n a l s e c r e t a r i e s i n t h o s e d i v i s i o n s which now have

e x i s t i n g secretaries. I n a d d i t i o n t h e o v e r a l l r a t i o of p r o c e s s i o n a l s i n t h e

o f f i c e i s approximately 1.6 t o 1. With word p r o c e s s i n g , a more a p p r o p r i a t e

r a t i o f o r o t h e r s e c r e t a r i e s would be 4 o r 5 t o 1.

It i s t h e r e f o r e recommended t h a t s e c r e t a r i e s b e s h a r e d by two o r more

divisions r a t h e r than dedicated t o a p a r t i c u l a r division. I n t h i s way t h e e x c e s s

c a p a c i t y of each s e c r e t a r y can b e added t o g e t h e r t o perform t h e work of new

secretaries who would o t h e r w i s e b e r e q u i r e d .

The new word p r o c e s s i n g equipment w i t h a d e d i c a t e d o p e r a t o r can per-

-
form t h e t y p i n g t a s k of several secretaries. As typing i s transferred

to.word p r o c e s s i n g , t h e e x i s t i n g secretaries w i l l have a d d i t i o n a l

available time. hs a r e s u l t fewer secretaries w i l l b e needed t o perform t h e

n e c e s s a r y work of t h e o f f i c e .

I n a d d i t i o n , t h e n a t u r e of t h e secretaries work w i l l change as a r e s u l t

of word p r o c e s s i n g . Although t h e y w i l l c o n t i n u e L t o perform some t y p i n g t a s k s ,

most of t h e i r work w i l l b e of an a d m i n i s t r a t i v e n a t u r e .

Recommendation 5: The c o u r t s h o u l d r e t a i n e x i s t i n g secretaries,

a s s i g n a new s e c r e t a r y , t o t h e J u d i c i a l I n f o r m a t i o n Systems
D i v i s i o n i n s t e a d of f i l l i n g t h e vacancy i n t h e R e p o r t s and
Records D i v i s i o n , and r e q u e s t o n l y one new s e c r e t a r i a l p o s i t i o n
i n t h e new budget f o r f u t u r e growth i n secretarial r e q u i r e -
ment s.
 - 7-

T h i s s e c r e t a r i a l arrangement coupled w i t h t h e assignment of a f u l l - t i m e

word p r o c e s s i n g o p e r a t o r w i l l g i v e t h e c o u r t s u f f i c i e n t c a p a c i t y t o meet i t s

r e q u i r e m e n t s f o r secretarial services. One new s e c r e t a r i a l p o s i t i o n s h o u l d be i n -

e l u d e d i n n e x t y e a r ' s budget ( b u t n o t h i r e d immediately) t o i n s u r e t h a t a d e q u a t e

secretarial services are a v a i l a b l e i n c a s e of i n c r e a s e d work l o a d and new

areas of r e s p o n s i b i l i t y . The vacancy i n t h e R e p o r t s and Records D i v i s i o n need

n o t b e f i l l e d n o r a new s e c r e t a r y added t o t h e J u d i c i a l Education S e r v i c e s

Divison due t o t h e a v a i l a b l e s e c r e t a r i a l c a p a c i t y r e s u l t i n g from t h e u s e of

t h e word p r o c e s s i n g equipment f o r major t y p i n g tasks. The e x i s t i n g t h r e e

secretaries (Zake, P e t t e b o n e , and Doyle) c o u l d be s h a r e d as s u g g e s t e d i n

Recommendation 4 by a l l d i v i s i o n s t o meet t h e a d m i n i s t r a t i v e and minor

typing requirements. A s a r e s u l t , t h e secretaries s l a t e d f o r t h e R e p o r t s and

Records D i v i s i o n c a n i n s t e a d be a s s i g n e d t o t h e J u d i c i a l I n f o r m a t i o n Systems

D i v i s i o n t o m e e t t h e i r c l e a r need f o r s e c r e t a r i a l services.

Recommendation 6: The o f f i c e s h o u l d b e a r r a n g e d s o t h a t a l l
secretaries, i n c l u d i n g t h e s e c r e t a r y a s s i g n e d t o t h e J u d i c i a l
I n f o r m a t i o n Systems D i v i s i o n , are s i t u a t e d i n t h e c e n t r a l
s e c r e t a r i a l area and t h a t t h e word p r o c e s s i n g o p e r a t o r i s
s i t u a t e d i n t h e small room now occupied by M r . L a l l y ; M r . L a l l y
c o u l d b e r e l o c a t e d i n t h e area v a c a t e d i n t h e J u d i c i a l Education
Services Division.

By assembling a l l secretaries i n t h e c e n t r a l secretarial area, t h e

o f f i c e manager can e f f e c t i v e n l y e x e r c i s e c o n t r o l o v e r o p e r a t i o n s . T h i s scheme

w i l l a l s o a s s i s t t h e S t a t e Court A d m i n i s t r a t o r i n b r e a k i n g down t h e "empires"

c r e a t e d by t h e p r e v i o u s scheme of a s s i g n i n g one s e c r e t a r y t o each d i v i s i o n .

The word p r o c e s s i n g system c a n most e f f i c i e n t l y b e o p e r a t e d away from

t h e main stream of o f f i c e a c t i v i t y . The small room now by M r . L a l l y

i s i d e a l f o r word p r o c e s s i n g o p e r a t i o n s i n c e i t i s c l o s e t o t h e c e n t r a l

* .

... * .. - .. _.,.. L __
. ..' -. ;. -. . ..
 -8-

s e c r e t a r i a l area and h a s a door which can b e c l o s e d t o reduce n o i s e .

M r . L a l l y could t h e n b e t r a n s f e r r e d t o t h e space v a c a t e d by t h e secre-

t a r y p r e v i o u s l y l o c a t e d i n t h e J u d i c i a l Education S e r v i c e s D i v i s i o n . That

s p a c e w i l l p r o v i d e h i m more room t h a n h i s e x i s t i n g c u b i c l e .

[Mr. Hines might a l s o s w i t c h o f f i c e s w i t h t h e R e p o r t s and Records

Division. T h i s would g i v e him d i r e c t a c c e s s t o h i s s t a f f , t h e o f f i c e

manager, and o t h e r a s p e c t s of a d m i n i s t r a t i v e services f o r which h e

i s responsible. ]

Recommendation 7: The Court A d m i n i s t r a t o r ' s O f f i c e should o b t a i n

a form f e e d e r and a g l a r e r e d u c i n g s c r e e n o r hood f o r t h e work
p r o c e s s i n g equipment.

The p r i n t e r f o r t h e word p r o c e s s i n g system s h o u l d b e equipped w i t h a

form f e e d e r t o a l l o w t h e u s e of c o n t i n u o u s form p a p e r . This technique w i l l

increase t h e p r o d u c t i v i t y of t h e system and e n a b l e t h e o p e r a t o r t o p r i n t * o u t

1 o n g e r . r e p o r t s w h i l e t h e machine i s u n a t t e n d e d .

It i s a n t i c i p a t e d t h a t 3 M l i k e o t h e r vendors w i l l s h o r t l y announce a

s i n g l e s h e e t f e e d e r which w i l l a u t o m a t i c a l l y i n s e r t i n d i v i d u a l 8% by 11 o r
-.

& by 1 4 i n c h pages of l e t t e r h e a d p a p e r , bond p a p e r , o r i n e x p e n s i v e rough

paper. These s i n g l e s h e e t f e e d e r s a r e now b e i n g t e s t e d and should b e a v a i l a b l e

-
w i t h i n s i x months a t an e s t i m a t e d p r i c e of up t o $2500 t o purchase. When t h i s

d e v i c e becomes a v a i l a b l e , t h e c o u r t should reassess i t s needs f o r p r i n t e d

o u t p u t on i n d i v i d u a l s h e e t s of p a p e r r a t h e r t h a n c o n t i n u o u s form.

During t h e assessment of t h e 3 M word p r o c e s s o r , i t w a s r e a d i l y

a p p a r e n t t h a t t h e system s c r e e n r e f l e c t s l i g h t s and o b j e c t s back i n t o t h e

e y e s of t h e o p e r a t o r . While t h e c h a r a c t e r s ' t h e screen can s t i l l b e r e a d ,

t h i s annoyance w i l l d e t r a c t from p r o d u c t i v i t y . A g l a r e r e d u c i n g hood o r a

 -9 -

non-glare screen should be available from 3M t o reduce these distractions.

Recommendation 8: The Court Administrator's Office should re-

quest that Dictaphone provide the office personnel with additional
training for dictation.

Several staff members use dictation for transmitting ideas for typing.

Since dictation is the only technology which improves the productivity of

the professionals, more professionals should be encouraged to use machine

dictation. Additional training and support will assist those who do not now

use dictation and improve the skills of those who do. Since Dictaphone

equipment is used throughout the office, it is not unreasonable to expect

Dictaphone would provide this additional training service at no additional

charge.

Recommendation 9: The Court Administrator's Office, especially

the word processing operator and the office manager, should be
provided books and periodicals which will assist them in
establishing and upgrading office procedures.

There are several books available which the Court Administrator's

Office should obtain in order t o establish effective word processing and office

management procedures. In terms of word processing procedures, the best

available source is contained in Busines Equipmekt and the Courts, Reference

Manual ($35.00) published by the National Center for State Courts. This

manual represents the most comprehensive discussion of word processing proce-

dures available. General concepts of office management, especially the

relationship between word processing and administrative secretaries, is

available in a book entitled simply Word Processing by Thomas Anderson and

William Trotter, available from AMACOM, 135 West 50th Street, New York, New

York10020. In addition the office should subscribe to such publications

as "The Office" published monthly'by Office Publications Incorporated, 1200

. .

...,- "-.,."-
I..**" ..-._"..I .. . . .-
 -10-

Summer S t r e e t , S t a n f o r d , C o n n e c t i c u t 06904; "Modern O f f i c e P r o c e d u r e s , "

e P. 0. Box 5 7 4 6 4 , Cleveland, Ohio 44101; and "Word P r o c e s s i n g World," 5 1

Madison Avenue, New York, New York 10010. These p u b l i c a t i o n s a r e a l l

a v a i l a b l e a t nominal c h a r g e and s h o u l d p r o v i d e a g r e a t d e a l of b e n e f i t t o

the office. S u b s c r i p t i o n coupons have been i n c l u d e d .

Re'commendation 10: I n d i v i d u a l Court of Appeals j u d g e s s h o u l d

n o t b e p r o v i d e d word p r o c e s s i n g equipraent a t t h i s t i m e .

A f t e r d i s c u s s i o n s w i t h Judge Smith, i t a p p e a r s t h a t word p r o c e s s i n g

would b e u s e f u l f o r p r e p a r i n g typed o p i n i o n s . The equipment, however, cannot

b e c o s t j u s t i f i e d s i n c e no secretarial c o s t would b e e l i m i n a t e d ; t h a t i s , each

j u d g e would s t i l l r e t a i n a f u l l - t i m e s e c r e t a r y . C u r r e n t l y , secretaries f o r

a p p e l l a t e j u d g e s c a n complete t h e i r work on t i m e and most, p r o b a b l y , are n o t

h e a v i l y worked. Word p r o c e s s i n g would b e a p p r o p r i a t e i f i t would e n a b l e t h e

j u d g e t o c u t back t o a p a r t - t i m e s e c r e t a r y o r p r e c l u d e t h e need f o r an a d d i -

a t i o n a l s e c r e t a r y s h o u l d t h e workload i n c r e a s e . Judges r e s i d i n g i n t h e same

g e o g r a p h i c a l area might s h a r e one word p r c c e s s o r i f t h e y a g r e e t o reduce

t h e i r t o t a l number of s e c r e t a r i e s .

- . . . . . . . . . . . . - . . . . . - - . . . . . . . . . . . . . . . . ... . . . . . . . . . . . . . - .

'.

1 ...... -.. . . . . . . . . . __ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . - .i-,.

 Ai’YLNUlX A
ROSTER OF PERSONNEL
A D M I N I S T R A T I V E OFFICE O F THE COURTS
STATE BOARD O F LAN EXAMINERS
S T A N D I N G COMMITTEE ON RULES OF PRACTICE AND PROCEDURE

0 State Court Administrator

William H. Adkins, I1
Jean Carter, Secretary
Deputy State Court Administrator
Robert W. McKeever
Jacqueline M. Agro, Secretary . ’

-
Administrative Services
.ludi c i a 1 Judicial Information Systems
J. Allen Hines, Director Pamela L. Boogades, Eata Entry
Gail Stockett, Fiscal Associate Technician
Georgeanna Lambert, Personnel Barbara B. Brock, Data Entry
Associate Technician
Cecelia C. Nolan, Office Deborah L. Brown, Data Entry
Clerk Technician I

Earnesteen L. Matthews, Office Jean L. Coe, Data Entry

Assistant (Receptionist) Technician
Atlee V. Huffer, Service Woraker Pamela J. Davis, Data Entry
Technician
Judicial Education Services Cynthia A. Mays, Data Entry,
Frederick A. Farris, Director Technician
Frank V. Broccolina, Assistant
Director Judicial Planning Services
David W. Young, Administrative James F. Lynch, Director
Intern Peter J. Lally, Assistant
0 Donna Zake, Secretary
f
Director
David G. Barger, Research
Judicial Information Systems Associate
Michael W. Nieberding, Director E. Roxanne Pettebone,
Joseph J. Kovalevski, Deputy Secretary
Director .. , Cathy Doyle, Secretary .
Sandra Fox, Secretary
James A. Salb, Chief Circuit Reports and Records
. . _Cour_tDivision Robert C. F r a n k e , Assistant
Fanita Meushaw, Chief Administ rato r
Administrative Services Division Deborah U. Bereznak,
John A. Stoltz, Chief District Research Analyst
Court Division Deborah L. Morris, Secretary
Roger C. Pennington, Data Base
Manager Board of Law Examiners
Regina F. Hadik, Programmer John E. Boerner, Secretary
Analyst Joanne G . Dowgwillo, Clerk
Kenneth W. Eaton, Programmer t o the Board‘
Kimball M. Wheet, J r . Dorothy E. Pugh, Secretary
Programmer Analyst Roberta C. Taylor, Secretary
Randy M. Wesolowski, Programmer
Analyst Standing Committee on R u l e s
John Coyne, Programmer of Practice and Procedure

* Linda C. Crowley, Administrative

Supervisor
Rosario C. Bautista, Data Entry
Technician
George B. G i f f o r d , ReporteT
David L. Clinnin, Assistant
Peggy L. Reese, Secretary
Reporter
 -12-

APPENDIX B

S e c r e t a r i a l Requirements

New Revised P l a r
No. of N o . of Secretaries Total Total
D i v i si o n Staff Secretaries 19 78 Secretaries Secretaries

S t a t e Court A d m i n i s t r a t o r 1 1 0 1 1

Deputy S t a t e C r t . Adm. 1

J u d i c i a l Planning 3

R e p o r t s and Records 2

J u d i c i a l Education 3

J u d i c i a l Adm. S e r v i c e s 3

J u d i c i a l I n f o r m a t i o n System* 19 1 1 2 2

Word P r o c e s s i n g 0 0 0 0 1

New Budget - - . .
1**

32 7 - 2 9 8

*D i v i s i o n not assessed during study.

- ** New s e c r e t a r y should p r o b a b l y n o t be h i r e d i n i t i a l l y and may n o t even

be required.