REPORT ON INTRODUCTION TO MICROGRAPHICS SEMINAR, 28-30 MAY 1986

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP10T01930R000100010003-5
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 10
• Document Creation Date: December 22, 2016
• Document Release Date: October 11, 2012
• Sequence Number: 3
• Publication Date: July 16, 1986
• Content Type: MEMO

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C ONFIDENTIA-L
16 July 1986
MEMORANDUM FOR: Chief, Information ReSpurces Management
Division, OIS
25X1 FROM:
inrormation management Analyst, IMB/IRMD
SUBJECT: Report on Introduction to Micrographics
Seminar, 28-30 May 1986
1. The Office of Information Services (OIS) sponsored
seminar, Introduction to Micrographics, was conducted on
28 to 30 May 1986, Room 912, Chamber of Commerce Building
(C of C). Twenty-nine students were in attendance including
eighteen MI careerists. The remaining students were accepted
from other agency components including three from the
Information Management Staff, DDO, one from the Office of
Central Reference, DDI, and seven from the Printing and
9)(1 Photo ra h Division OL/DDA. substituted
25X1 for as course coordinator. The instructor
t two and one-half days was Mr. Basil (Bill)
The Library Store Ltd.. Bethesda Maryland.
was a returnee having conducted this seminar for
OIS in January 1985. A list of attendees and a course schedule
are included as Attachments A and B respectively.
2. The presentation of a seminar like this can only be
successful through the capable support of many people. The
staff in the Office of the Director of Information Services
provided help in the form of arranging for the course
instructor, acquiring the check for payment of the instructor,
developing a course roster, notifying attendees of course dates
updating individual personnel records with completed training
information, and typing and mailing the completion of training
certificates. The Office of Training and Education (OTE)
assisted with course registrations, parkin., and audio-vs al
25X1 assistance. Special recognition is given and
members of the Information Systems Training Division, OTE, who
graciously consented to provide us with last minute support in
the form of administrative and security briefings, telephone
answering service (including the posting of messages), and other
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administrative assistance. Parking in the vicinity of C of C
remains difficult, but tolerable. The classroom was smaller
than last year, but was more than adequate in meeting our needs.
3. As a course handout, Mr.
student with a copy of the Gener
Administration/National Archives
handbook titled "Microfilm'n
transparencies used by Mr.
three motion picture films
erv ices
and Records Administration
The overhead
were satisfactory and the
omputer-output-microfilm and
one on optical character recognition) were dated but relevant.
The equipment demonstration conducted by Micrographic
Specialties Inc. was useful, but I am not convinced that it was
worth the effort required to put it on. I also question whether
we should .invite.one_vendor. to_demonstrate.products if others -
were not offered the same opportunity. An.in-house
demonstration by. P&PD or some other agency user of micrographic
products could serve this purpose.
provided each
4. The purpose of the seminar was to introduce
micrographics technology and to discuss its role as an integral
part of the agency records management program, to provide
sufficient information to enable one to identify or suggest
possible micrographics applications in their offices, and to
describe the agency micrographics program and P&PD's centralized
services. The instructor provided the basic overview of the
technology and its elements e.g., film types, formats,
equipment, processes and techniques. A presentation on the
Agency Micrographics Program and the responsibilities of the
Agency Micrographics' Officer was not included-in the original
course schedule. I considered this a serious omission, so I
developed and presented a brief overview of the OIS records
management program with emphasis on micrographics.
of the Plans, Programs and Systems Staff, P&PD, gave a
nice presentation describing the capabilities and functions of
their centralized micrographic services as well as the other
services provided the Agency by P&PD.
5. Review of the course critiques indicate that the seminar
was a success. Twenty-seven critiques of varying quality and
usefulness were received from the class of 29 students. The
majority of the class indicated that they felt the objectives of
the course were met. They felt they had obtained a better
understanding of micrographics and could provide basic guidance
to others. Some felt that the course would enable them to seek
a better micrographics approach than that currently being used
in their office application and students who use P&PD
micrographic services felt more informed on the important
details of how to prepare documents for microfilming as well as
what happens to the microforms once they have been produced
i.e., how they are utilized in the office environment.
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6. When asked to consider which topics they considered most
valuable, the results varied with a large number of those
responding citing either basic or advanced micrographics,
particularly film based computer-assisted retrieval systems
(CAR) and computer-output microfilm systems (COM). Others felt
they learned more about applications through the team exercise
case studies and a few liked the equipment demonstration.
7. When asked to provide other general or specific comments
about the course, including the classroom facilities, a great
majority of the sfudpnts wprp vpry complimentary of the
S TAT
instructor, Mr. They felt he was knowledgable,
informative, and tnat nis light, yet professional delivery of a
difficult subject were highlights of the course. The classroom
facility received generally_ good marks. Two of the students
felt that without prior micrographics knowledge or experience an
individual would be lost in the course. I disagree. Anyone who
was the least bit attentive and participated would have gained a
good understanding of the subject. There were two students
(from P&PD) who indicated that they felt that a tour of the
central micrographics production facility of P&PD would be a
useful part of the course. This suggestion bears merit and is
mentioned in paragraph 8 below. The course critique sheets are
included as Attachment C.
8. After reviewing the critiques and reflecting back over
the period of the course, I offer the following suggestions for
consideration prior to the next running of the course:
a. The critique sheet shouldApe revised to solicit -
feedback on the quality of instruction. There is no,
provision for this so I asked that each person write
comments on the back of the critique sheet.
b. Consider removing the name and signature blocks
from the critique sheet as it may inhibit students
from fully expressing themselves.
c. If an equipment demonstration is desirable,
consider using in-house resources. Look
into a tour of P&PD or a visit to some other
micrographic user.
d. Consider starting the course earlier than the
current practice of beginning at 09:00 hours.
This will avoid C of C elevator service delays, 1-66
HOV restrictions, lunch hour crowds that contribute
to some tardiness at afternoon sessions, and
closer conformance to the shuttle schedule.
e. Continue the use of contractors to conduct
the major portion of the program.
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f. Consider adding short presentations on
agency micrographics applications or other image
processing applications.
g. I suggest the advance mailing of a course package
containing such items as administrative/logistical
information, a folder bearing the OIS seal and
title of the seminar, a course outline, introductory
handouts, a critique sheet, and notepad.
h. Take an inventory of IRMD handouts
for the Introduction to Micrographic Seminar.
Replenish stock, replace or add new items if
appropriate.
i. Make certain that a description of the Agency
Micrographics Program and the functions of the
Agency Micrographics Officer are included in the
seminar schedule. Show the relationships
between OIS and P&PD in developing, approving, and
maintaining all agency micrographics applications.
9. Please contact me if you have any questions or comments
regarding this report.
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DDA/OIS/IRMD/IMB/CVK
CONFIDENTIAL
(16 July 86)
Distribution:
Original - Addressee with attachments
1 - Chrono w/o attachments
1 - Subject with attachments: BREM 8-2
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OFFICE OF INFORMATION SERVICES
INTRODUCTION TO MICROGRAPHICS SEMINAR
0900 - 0910
0910 - 0915
28 - 30 May 1986
Room 912, Chamber of Commerce
Day 1: 28 May 1986 .
OTE Personnel
'Security and Administrative Briefing
Welcome and Introduction of Seminar
Agency Microgrphics Officer
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0915 - 1200
Fundamentals of Micrographics
1000 - 1015
Break
1200 - 1300
Lunch
1300 - 1600
Fundamentals of Micrographics - Cont.
Day 2: 29 May 1986
0900 - 1200
Advanced Micrographics
1000 - 1015
Break
1200 - 1300
Lunch
1300 - 1600
Advanced Micrographics - Continued
Day 3: 30 May 1986
0900 - 1230
Team Exercise - Case Studies
1000 - 1015
Break
1230 - 1330
Lunch
1330 - 1430
Equipment Demo by Mr.
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01 /-%
1430 - 1445
Break
1445 - 1530
Agency Centralized Micrographics
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Services provided by P&PD 0/L
1445 - 1530
Agency Centralized Micrographics
Services
1530 - 1600
Questions and Course Evaluation
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STATEMORANDUM FOR:
STATRom:
Finance Officer, P&MS, OIS
Course Coordinator
Introduction to Micrographics
6 June 1986
SUBJECT: Introduction to Micrographics Seminar -
Paid Invoice Number 8721
1. Attached is Invoice Number 8721 submitted by The Library
Store Ltd. This invoice covers the costs to conduct the Office
of Information Services sponsored Introduction to Micrographics
Seminar, 28-30 May, 1986, at Chamber of Commerce Building.
Payment-in-full in the form of U.S. Government Check No.
79,662,763, in the amount of $1,500, is acknowledged by
the course instructor. The original and
the receipted invoice is provided for your use.
one copy ot
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2. Should you have any questions, please contact me on
ADMINISTRATIVE-INTERNAL USE ONLY
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OFFICE OF INFORMATION SERVICE
INTRODUCTION TO MICROGRAPHICS
28 - 30 April 1986
Room 902, Chamber of Commerce
MICROGRAPHICS FUNDAMENTALS In spite
office automation technology, Agency
of their work day either waiting for
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of the increasing application of
managers still spend a significant
or looking for information.
Management analyst often find the problem to be a mismatch of technology
with an office's information needs. The solution is obvious:
Technological resources must be made more efficient and effective; both
in their own right and as integrated components with other automated
office equipment. Micrographics is one such component which, properly
applied to records management, can do much to enhance information
retrieval, and at the same time,
As a highly specialized field of
offers significant advantages to
decreased space requirements for
record retrieval, and more rapid
enable particitants to determine
for their organization.
LENGTH: Three (3) days.
reduce the Agency paperwork burden.
information management, micrographics
managers. These advantages include
records storage, increased speed of
transfer of data. This course will
whether micrographics would be feasible
CONTENT: Specific topics include:
- An introduction to micrographics concepts,
formats, and computer output microfilm (COM)
- Feasibiljty considerations
- Systems design
- Cost analysis principles and techniques
equipment capabilities,
COURSE OBJECTIVES: Upon completion of this course, participants will be
able to :
- Recognize potential micrographics applications
- Identify the appropriate microform, equipment, and procedures,
particular application
- Identify the cost factors associated
system and the
- Conduct a
- Develop a
micrographics
micrographics
micrographics
conversion procedures.
for a
with the paperwork, processing
design alternatives
cost-benefit analysis; and
system implemenation plan,
including records
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METHOD OF INSTRUCTION: Lecture, practical exercises and class discussion.
WHO SHOULD ATTEND: This course is designed for management and systems
analysts responsible for the analysis and design of micrographics systems
and applications, and for micrographics management personnel responsible
for the review of micrographics systems.
CLASS SIZE: Thirty students representing all directorates.
Substitutions may be made up the first day of class.
LOCATION OF TRAINING: 902 Chamber of Commerce
TIME: 9 a.m. to 4 p.m.
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