PROCEEDINGS OF THE I.R.E.-Waves and Electrons Section

Cover Sheet for Technical Memoranda-ATechnique in Information Exchange*

R. C. MATHESt, SENIOR MEMBER IRE

Summary-An account is given of the origin anduse of a routine for disseminating new technical in-formation and ideas rapidly and flexibly through thelarge engineering and research organization of BellTelephone Laboratories. The essential philosophyback of this routine is that technical memoranda havethe status only of the individual engineer's personalauthority, and hence may be circulated directly andwidely across departmental lines for information anddiscussion. Departmental policy in relation to suchmemoranda is established by covering letters wheresuch action is necessary. The objectives approachedand benefits accruing from this procedure are brieflydiscussed.

INTRODUCTIONONE OF THE routines to which a

new technical employee in Bell Tel-ephone Laboratories is soon intro-

duced is that of the "Memorandum for File,"together with its inseparable companion,"Cover Sheet for Technical Memoranda."Such an individual may be tempted tore-gard this latter as a piece of bureaucratic redtape designed to supply work for stenogra-phers and filing clerks, but in time he learnsthat it has definite relations to the organicneeds of our type of work.

Starting in a small way about twentyyears ago in a small research group workingon carrier transmission, this cover sheet hashad its use spread in turn to the department,the general department, and finally to all ofour technical general departments. We willnot trace out the little variations in its formand use from then to now, as a description ofits present status will suffice to bring out theessential philosophy in back of its initiationand survival.

Without attempting to delve deeply intothe nature of our Laboratories' organizationor its technical work, there are two aspectsof it which appear apposite to ourpresentdiscussion. First, there is a vertical divisionof effort between such major functions as Re-search, Apparatus, and Systems. Each ofthese, in turn, is divided into other func-tional divisions, such as Physical Research,Chemical Research, Acoustic Research,Transmission Research, etc., which in turnare broken down into still more specializedcompartments. It is in these specialized com-partments that we strive for new knowledge,new types of apparatus, and new systems forapplication. The second aspect to our methodof working is a horizontal one. Closely re-

lated lines of work must continually draw on

each other for supporting information andspecific projects, such as a new machineswitching system or a microwave transmis-

* Decimal classification: R009. Original manu-script received by the Institute, March 3, 1949.

This paper is an expansion of discussion preparedin relation to the paper by Allen H. Schooley, U. S.Naval Research Laboratory, entitled, 'Informationexchange as a management tool in a large researchorganization,"' presented at the Natioval ElectronicsConference, Chicago, Ill., on November 5, 1948, andpublished in PROC. I.R.E., vol. 37, pp. 429-432; April,1949.

t Bell Telephone Laboratories, Inc., Murray Hill,N. J.

sion system will need to be in touch with thework of a wide range of specialized workers.Within this simplified picture of the dualityin methods of operation, it can be seen thatthere are numerous areas of work which needto be co-ordinated, continuously and flexibly.The technique to be described is one means tothis end.

OBJECTIVESFrom the above brief introduction to the

nature of the problem, a little considerationwill enable us to set up a group of objectiveswhose attainment we believe to be furtheredby the use of the cover sheet.

1. Rapid dissemination of information tothose most probably interested.

2. The encouragement of direct contactbetween individual engineers.

3. The avoidance of extensive duplica-tion of effort.

4. The avoidance of vested interests in orundue isolation of fields of work.

5. Speeding up reviews of past work.

The two media which we have for thespreading of ideas are the oral and the writ-ten word. From the standpoint of speed andfluidity of interchange of ideas the former isthe more effective, while the latter has itsadvantages from the standpoints of recordand study. In the Laboratories, the use ofthe oral word is fostered by the medium ofconferences in groups and between individ-uals with all the advantages attendant uponpersonal acquaintanceship. However, in alarge organization one can never be quitesure that all necessary or desirable personalcontacts are established, and time alone pre-cludes trying to establish all possible ones.This situation is rendered more serious bythe fact that many, if not most, of the bestengineers and research men are of the sub-jective type,1 and do not venture far in es-tablishing personal contacts.

THE MECHANISM

It thus becomes important to have amethod for using the writtenword in the mostflexible and direct fashion for furthering theobjectives outlined above. The cover sheet,a typical example of which is shown in Fig.1, has been evolved to supply this need. Thefirst line is the subject and the case numberunder which expenditures for the work areauthorized. Below this on the left is a routinglist. If the memorandum is deemed to con-tain patentable material, the No. 1 copy,signed by the author, is forwarded to thePatent Department, generally with a cover-ing letter containing additional discussion.The second, or yellow copy, also signed, goesto the Case File for permanent record. Thethird copy generally goes up the line of su-

1 C. E. Broadly and M. Broadley, "Know YourReal Abilities," Chaps. 6 and 7, McGraw-Hill BookCo., New York, N. Y. 1948.

pervision to the department files. It is the re-mainder of the routing list which accom-plishes our object of rapid information dis-semination. Here the author lists the namesof individual engineers in his own or otherdepartments to whom he believes the subjectis of direct interest. There may be only a fewor there may be several dozen. If he believesthat a certain group is or ought to be inter-ested, but he does not know the individualsconcerned or their responsibilities, he mayroute a copy to the group head. The engineermay confer with his immediate supervisor asto the general coverage of the list. It maycut across not only all department lines, butalso all ranks from a general department headto individual engineer.

To the right of the page is a routine MMidentification number, the date and the au-thor's name. MM signifies "Memorandumfor File." The identification number consistssimply of the last two digits of the year, thedepartment number, and the serial numberof the memorandum for that department forthat year. Under the author's name there isincluded a filing subject or type of work title.

The objective of rapid dissemination ofideas and knowledge is attained by virtue ofthe way in which the routing list cuts acrossall departmental lines. No time is lost in go-ing five or six steps up and a similar numberdown with the inevitable delays due to pres-sure of other work, questions raised, etc. Theobjective of encouraging personal contact isattained, because an individual of the sub-jective type (who may rarely speak up in agroup conference) will, upon reading a re-port of special interest to him, reach for thetelephone to make an appointment for a per-sonal conference. His object may be to seekfurther information or to argue a divergentviewpoint, but either way a new friendshipor improvement in mutual interests gener-ally results.

Below the routing and filing informationon the cover sheet there is a brief abstractstating the substance of the memorandum.This is of especial interegt to supervisors anddepartment heads. First, in relation to ob-jective No. 1 they can review the routing listto see if every one in their group who shouldhave a copy of that material is on the list.Second, it enables them to keep a runningcheck on the third and fourth objectives hav-ing to do with interdepartmental division ofeffort and interdepartmental correlation.

The fifth objective is furthered if a file iskept by subject matter. We have done thisin the past by keeping a file of cover sheetsonly arranged by subject or class of work. Atpresent this type of file is being kept on 3 X 5inch cards. An engineer reviewing or reopen-ing a line of work thus has available a goodbrief guide to the more important memo-randa to read. He also gets a good steer as towhich individuals he should seek out first forpersonal contact.

A further check on the adequacy of dis-

A ugu st912

Cutrtiss: Radioactivity Measuring Instruments and Standards

IELL TrutPH"oN LADORAT0RIgSINCOMPONA'D

COVER SHEET FOR TECHNICAL MEMORANDA

SUBJECT: Terminology for Semiconductor Triodes - CommitteeRecommendations - Case 38139-8

COPIES TO:I-Deot. 1000 File2 -R.Bown - Case File* -R.K.Potter*- J.R.Wilson5 - G.W.Gilnan6 - J.W.Mchae7 -H.S.Black8- H.C.Hart9 - R. C.athes

10 -C.B.Feldman11 -W.E.Kock-R.L.Wallace12 _J.A3.Becker-J.N.Shive13 -W.Shockley14 - J.H.Sca f-W.G.Ffann15 - J.A.Bardeern16 -W.lH.Brattain17 -A. C.lNorwine-D.M.Chapin18 -A.J.Rack-S.E.Michaels19 -F.Gray

MM-48-13 0-10DATEMy 28, 1948

AUTHOR L.A .MeachamC.O.MsllinckrodtH.L.BarneySurface States -Terminology

20-J.R.Pierce21-J.G.Kreer22-J. 0 .Edson23 -II.E .Mohr24-L.A .Meacham25-C.0 .Mallinckrodt26-H .L.Barney-t.Dickten

ABSThACT

Recom6ksendations are made for an equivalent cir-cuit representatioIn, anid terminolo-y relating to semi-conductor triodes.

Fig-. I

tribution is maintained by the monthly circu-lation, to a certain level of supervision, of alist of titles and authors of all technicalmemoranda for file. Several sets of circula-tion file copies are maintained for use on areference basis to take care of requests result-ing from this circulation list. This freedom

of circulation is only rarely restricted at cer-tain stages of special jobs and, of course, inthe case of work being done on classified gov-ernment projects. In such work the routinglist includes only authorized individuals, andthe MM title is withheld from the monthlycirculation list.

STATUS OF TECHNICAL MEMORANDAIt may be objected that this free circula-

tion of memoranda might induce confusionbetween the work of departments. This isavoided by the status accorded these memo-randa. They are regarded as the technicalexpositions of his work by the individual en-gineer and carry only his personal authority.Thus, a supervisor may approve2 them forfile and circulation, even when not in fullaccord with some of the ideas expressed.They are only made a part of interdepart-mental policy and action when transmittedwith covering letters signed by supervisionand to the degree set forth in each letter.

From this independent status given tothe technical memoranda for file, there de-rive benefits quite aside from the original ob-jectives of dissemination of information.These memoranda become, for the individualengineer, a medium of publication to a largegroup of his associates, not only of the resultsof work done, but also of his judgment of thesignificance of the work and of his plans andhopes for the future. Sympathetic supervi-sion can thus encourage the development ofthe individual through constructive criti-cism of this medium of expression. The highstandard attained in the writing of many ofthese memoranda is testified to by the factthat, not infrequently, they become, withonly slight changes to adapt them to a newand wider audience, the manuscripts forpublications in the technical press.

2 There is some feeling that even this degree ofapproval is not necessary.

Radioactive Standards and \Iethods of TestingInstruments Used in the Measurement

of Radioactivity*L. F. CURTISSt

Summary-A summnary of the program for stand-ardization of radioisotopes at the National Bureau ofStandards is given in this paper, with some of thereasons for need of absolute measurements of radio-isotopes in particular uses. This is accompanied by anoutline of some of the methods used to ascertain char-acteristics of commercial instruments used in themeasurement of radioactivity, with particular empha-sis on those methods used at the National Bureau ofStandads for this purpose.

INTRODUCTIONTvHE MEASUREMENT of radioiso-

topes has assumed new importance inrecent years. This can be attributed

to the increased production of artificially*Decimal classification: 539.7 X621.375.6. Origi-

nal manuscript received by the Institute, March 20,1949.

t National Bureau of Standards, Washington,D. C.

produced isotopes, which, in turn, has led toa greater diversity of uses. The expansion inthe requirements for measurements has de-veloped much faster than the developmentof equipment for the purpose, both in quan-tity and in quality. Instruments commonlyused in measurements of radioactive radia-tions rarely have been of the type whichcould be reliably calibrated quantitativelywith the expectation that such calibrationscould be relied upon over long periods oftime. As more sensitive and complex instru-ments have been developed, the instabilityhas increased. Therefore, many difficultiesare encountered, which are chiefly of an in-strumental nature, where absolute measure-ments of activity are required. While thissituation may be said to result indirectlyfrom the increased amounts of various radio-

isotopes now available, it arises chiefly fromnew uses which have been found for theseisotopes, where absolute measurements areessential.

Before radioisotopes were available inquantities to encourage practical uses, theywere mainly the subject of investigations re-garding their structure, modes of disintegra-tion, and related basic information. Meas-uirement in this field can be accomplishedwithout any knowledge of the absoluteamount of the isotope under study. Each in-vestigator sets up his own arbitrary scale ofunits, based on instruments and techniquesusually available only to himself. The onlycomparison of his results with those of oth-ers, using different quantities and methods,is made in the conclusions deduced from themeasurements. In many tracer experiments

1949 913