MICROGRAPHICS CONSOLIDATION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP10T01930R000100060009-4
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 24
• Document Creation Date: December 22, 2016
• Document Release Date: October 22, 2012
• Sequence Number: 9
• Publication Date: June 10, 1981
• Content Type: MEMO

Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
10 June 1981
MEMORANDUM FOR THE RECORD
SUBJECT: Micrographics Consolidation
1. In late February, the Director of Logistics (D/L)
presented the suggestion to consolidate Agency micrographics
facilities, as well as several other cost-saving suggestions,
to the Deputy Director for Administration (DDA). On 24 March 1981,
the DDA appointed Information Handling Systems
Architect, to chair an Agency-wide task force on micrographics
consolidation.
2. The Micrographics Consolidation Task Force met on
17 April 1981 to discuss various issues. A questionnaire,
which addressed production requirements, personnel, floor
space, equipment, supplies, and the pros and cons on the issues,
was distributed to all attendees at the meeting. The attendees
were given three weeks to respond to the questionnaires.
3. In addition, the undersigned was asked to develop
a five-year strategic plan for the Printing and Photography
Division (PUT), Office of Logistics, micrographics facility.
The plan (Attachment A) was developed, coordinated with Chief,
PUD, and given to on 18 May 1981.
4. All the questionnaires were received from the components
by 18 May 1981. As they were received by he copied
them and forwarded them to the undersigned.
and I compiled all the statistical data from the
questionnaires and made an analysis comparing the requirements
against the resources necessary to support those requirements.
The analysis of the information contained in the questionnaires
(Attachment B), which was given to on 27 May 1981,
was based on a consolidated facility involved in the production
of micrographics only, which would operate three shifts a day,
five days a week.
5. This memorandum ;reflects. actions taken on micrographics
consolidation through 5 June 1981. Any additional actions, if
taken, have not been reported to the undersigned.
AfthAiilehts
cC: OWITA
Assistant Executive Officer, OL
, w/atts
OL 1 2454
_Declassified in Part- Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
STAT
STAT
STAT
STAT
STAT
STAT
STAT
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
SUBJECT: Micrographics Consolidation
Distribution:
1 - C/P&PD, w/atts
1 - AEO, w/atts (Official)
(Routed to D/L, DD/L, & EO/OL)
1 - AEO, w/o/atts
1 - EO/OL Chrono, w/o/atts
AEO/OL:
(10 June 1981)
2
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
STAT
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
=
OFFICE OF LOGISTICS
PRINTING AND PHOTOGRAPHY DIVISION
STRATEGIC PLAN
FOR
MICROGRAPHICS SUPPORT
1981 - 1986
Declassified in Part -Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
SECTION 1 - OVERVIEW
1.1 Introduction
This Strategic Plan sets forth the long-range goals and
objectives for the Office of Logistics, Printing and Photography
Division (OL/PUD), micrographics support to the Agency.
1.2 Scope
The Plan will become the basis for developing objectives
for the purpose of meeting the requirements of the Office of
Logistics to provide a centralized micrographics production
facility for the Agency
1.3 Policy and Guidelines
By regulation, the Director of Logistics is responsible
for operating and maintaining centralized printing and production
facilities at Headquarters. By definition, "printing and repro-
duction" processes include, but are not limited to, letterpress
and offset printing, offset and spirit duplication, photography.,
microphotography, electrostatic and thermographic copying, and
similar processes.
Additionally, under Federal Property Management Regulation
(FPMR) 101-11.5, each agency is responsible for establishing
centralized management of its micrographics program. It is
also responsible for: reviewing ongoing micrographics systems;
developing and maintaining a complete and accurate inventory of
production and reproduction equipment; assigning responsibility
for review and approval of all micrographics systems to a specific
office or official; preparing a cost/benefit analysis of the micro-
graphics systems in accordance with Office of Management and Budget
OMB Circular A-76; producing micrographics products that conform
to established FPMR, ANSI, and Federal Information Processing (FIP)
quality control standards; and establishing and maintaining a peri-
odic inspection program for all Microforms containing permanent
records.
In addition to the above, Agency micrographics components
are also required to comply with the "Standards for Microfiche
Production of Intelligence Documents" published: by the Information
Handling Committee of the Intelligence Community Staff in September
1979. This standard deals with format, procedures, and quality
control requirementswhen microfiching intelligence documents.
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
STAT
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
1.4 Assumption
a. Agency-wide Micrographics Support
Regardless of the outcome of the consolidation
effort, OL/PUD will continue to provide the resources
necessary for a centralized facility in support of
Agency micrographics production requirements, unless,
of course, a centralized facility is established else-
where in the Agency.
b. Personnel Resources
(1) OL/PUD will provide the personnel resources.
necessary to meet the internal Agency production and
quality control requirements and, in turn, comply with
the regulations cited in paragraph 1.3 above.
(2) In the event of an Agency consolidated facil-
ity established under the management of OL/PUD, addi-
tional personnel resources would be provided by those
components who would be deactivating their facilities.
c. Financial Resources
(1) The financial resources necessary to keep up
with the state-of-the-art will be made available to
PUD for equipment replacements and enhancements.
(2) Micrographics will compete with other PUD
priorities for financial resources.
d. Space/Renovations
(1) The present space within PUD will be renovated
as necessary to meet the micrographics requirements of
the Agency.
(2) In the event of a consolidated facility under
OL/PUD, some of the floor space in the Headquarters
Building now occupied by other components and used for
micrographics production would be turned over to PUD.
e. 'Technology
FUD management will keep abreast of the changing
technology as it pertains to micrographics information
handling, storage, and retrieval and Will make adjust-
ments to the support of Agency requirements as necessary.
_Declassified in_Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
f. Customer Requirements
Customer requirements will be prioritized, and,
if necessary,. PM will establish three-shift operations
in order to meet the requirements.
?
Declassified in Part Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
SECTION 2 - REQUIREMENTS
2.1 Source Document Production
Micrographics source document production within P8PD and
the Agency has declined over the past three years. Part of this
decline is due to the fact that there are not enough people avail-
able to provide file preparation support. for the various projects.
Additional inspection/quality control and reporting requirements
have also placed a drain on personnel resources, thereby causing
a decline in overall production.
The micrographics industry itself has not provided much in
the way of automated equipment. for the production of micrographics.
This, in turn, with the additional reporting and inspection/quality
control requirements, has affected micrographics production.
Rumors of digital or video disk replacements for micrographics
information handling, storage, and retrieval have caused components
to delay implementation of micrographics systems. Additionally,
micrographics has not been pushed by Agency management as a possible
solution to some of the information storage and retrieval problems.
In view of all the above, however, micrographics'is still one
of the most cost-efficient means of storing and retrieving large -
volumes of information. Micrographics, when merged with a computer-
ized index and retrieval system, offers a very viable alternative
for information handling problems. It is still a growth industry
(in excess of 15 percent per year) which is developing new uses
for its product.
There remains a voluminous amount of material within the Agency
that lends itself to conversion to micrographics. Given the correct
systems development and adequate production support, micrographics
-
can provide a viable cost-effective alternative for the storage
and retrieval of this material. In addition to this support, users
need to be educated to the uses of micrographics.
2.2 Computer Output Microfilm. (COM) Production
Computer Output Microfilm (COM) production has had a dramatic
increase over the past three years. This is due, in part, to the
availability and ease with which users can obtain COM output.
In 1979 in order to make COM more accessible to the users,
PUD moved its COM production facility from the PP Building to
the fleadquarters Building. The COM production increased 25 per-
cent in FY-80, partially as a result of this move.
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
As more and more components develop computer data bases,
the need for COM as an efficient, cost-effective method for
handling the proliferation of reports will continue. Addition-
ally, with the increase of reports, there have been recent
requirements for computer graphics COM output. To this end,
PUD has recently acquired a graphics COM recorder which will
produce alphanumeric and .graphics output in both color and black
and white.
Even though COM is fairly accessible to the user at the
present time, PUD must work with the Office of Data Processing
(ODP) to make COM even more accessibre to the user. One area
for improvement-would be-theyestablishment of a data link between
ODP and PUD which would increase the availability of COM to the
user and decrease the COM production turnaround time.
In order to relieve some of the source document production
burdens, PUD should develop micropublishing capabilities on the
new graphics COM recorder. By taking output from PUD's Electronic
Text Editing and Composition System (ETECS) and going directly to
the graphics COM recorder for micropublishing, several work hours
in file preparation and microfiche titling would be eliminated.
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
SECTION 3 - GOALS AND OBJECTIVES
3.1 Source Document Production
In order to meet the Agency requirements for source document
micrographics production, PUD should:
Provide the file preparation support necessary for those
applications that have been approved for micrographics
production.
- Provide systems analysis, production, and file preparation
support for-new applications.
Participate in Agency seminars which educate the people
in the use of micrographics.
Seek automated production capabilities through existing
micrographics vendors or have an organization such as
the Census Bureau develop automated production equipment.
Handle FPMR reporting requirements through the PUD
auto-
mated Management Information System.
- Seek more efficient methods to comply with the FPMR
inspection quality control procedures.
Keep abreast of technology changes as they pertain to
the production and utilization of micrographics.
3.2 Computer Output Microfilm (COM) Production
In order to meet the Agency requirements for COM production,
PUD should:
Provide the systems analysis support to develop usable,
cost-effective applications.
- Provide the production support that will meet the customer
turnaround requirements.
- Educate users to the capabilities and advantages of COM.
- Work with ODP in seeking 'more efficient ways of receiving
and producing COM jobs.
- Develop the capabilities for computer. graphics in color
..and black and white output.
- Develop a micropublishing capability.
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
, ? .
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
?, 4 ? .?
3.3 Overall Goal and Objectives
The following goals and objectives pertain to the support
of both source document and COM micrographics production:
- Seek and provide th.e personnel and financial resources
necessary to support the Agency micrographics require-
ments.
- Provide the services, i.e., three-shift operations, to
support component turnaround requirements
- Seek and renovate floor space as necessary in
support the Agency requirements.
- Automate, where possible, to provide the most
service at the least cost.
order to
efficient
Meet all Government, Agency, and industry quality control,
format, and inspections regulations.
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
? A? Ail,
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
ROUTING AND RECORD SHEET
SUBJECT: (Optional)
Agency Micrographics Consolidation
FROM:
NO. .
DATE
N.f
OL 1 2138
? MO
TO: (OfFicer designation, room number, and
building)
2.
DATE
Information Handling
Architect, DDA
6-D-5317 Headquarters
RECEIVED FORWARDED
OFFICER'S
INITIALS
3.
COMMENTS (Number each comment to show from whom
to whom. Draw a Ime across column after each comment.)
STAT
..?
8.
10.
12.
13.
14.
15.
411.0ftnidesiuma
FORM A 41 USE .iREvious
i ?79 U EDITIONS
llitliralitiMMIMMOMMIMOROW11106.12..106?64,ffil:000/ROMETOINVOS 41.111.2Merfil,MMICKSIMIPOMM.
Declassified in . Part . Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-.4
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
? MAY
MEMORANDUM FOR: Information Handling Architect, DDA
FROM:
Assistant Executive Officer, OL
SUBJECT: Agency Micrographics Consolidation
1. Per your request, and I have reviewed
the inputs from the various Agency components on the Micro-
graphics Consolidation Questionnaires. Our findings are out-
lined in the five attachments to this memorandum.
2. The rationale for the findings is as follows:
a. Personnel - The personnel statistics are based on
the average Agency production requirements and on oper-
ating a consolidated facility, three shifts per day, five
days a week.
b. Floor Space - The floor space statistics are based
on the space now used in the Printing and Photography
Division (PUD), OL, plus the additional space needed for
the supplemental equipment in a consolidated facility.
c. Equipment - The rationale for the equipment that
would be necessary in a consolidated facility, is based on
the production requirements and equipment availability on
a three-shift, five-day-a-week basis.
d. Supplies - The supply cost savings is based on
buying all camera film supplies from Eastman Kodak under
a Blanket Purchase Agreement (BPA) taking advantage of
their volume price discounts.
3.- As indicated in .the attachments, consolidation provides
the potential for savings of between 5 to 6.5 positions, 3,941
square feet of floor space, 29 pieces of equipment, and $12,388.00
in supply costs. Overall operating costs could be reduced by
between $230,000 to $260,000 annually.
4. The findings are based entirely on current requirements.
Naturally, if substantial increases in requirements occur, addi-
tional resources would be necessary to meet those requirements.
The findings did not take into consideration any issues raised
by the various components other than resource requirements.
OL 1 2138
Declassified in Part-Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
STAT
SUBJECT: Agency Micrographics Consolidation
S. It is suggested that these findings be used as a
starting point for further discussions on the merits of con-
solidation. They should not be used as a basis for a final
decision on consolidation unless they are evaluated and agreed
upon by each of the involved components.
Attachments
A - Personnel
'B - Floor Space
C - Equipment
D.- Supplies
E - Overall 'Savings
cc: OIS/RMD/ITB
Distribution:
Orig,Adsee, w/atts
AEO/OL Official, w/atts
1 -? C/PUD/OL, w/atts
1 - OL Reader, w/atts
1 - EO/OL Chrono, w/atts
AEO/OL:
(27 May 81)
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
STAT'
STAT
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
ATTACHMENT A
PERSONNEL
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
R
Next 3 Page(s) In Document Denied
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
STAT
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
ATTACHMENT B
FLOOR SPACE
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
R
Next 2 Page(s) In Document Denied
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
STAT
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
ATTACHMENT C
EQUIPMENT
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
. .
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
C-1 Equipment Savings (Major Production Equipment)
Current Consolidated
Equipment Items On-Hand Facility
1. Planetary Cameras 14 10
2, Rotary Cameras - 5 3
3. Rotoline Cameras 3 2
4. Microfiche Cameras 10 . 4
5. Documate II 1 2
6. Special Format 35 mm
(OCR & WALNUT) 4 4
7. ADSTAR/DORIC W Cameras 7 7
8. COM Recorders 3 2
9. 16/35 mm Film Processor 5 3
10. 105 mm Film Processor 4 2
11. 16/35 mm Diazo Duplicator 4 2
12. 105 mm Diazo Duplicator 8 4
13. 16/35 mm Vesicular Duplicator 1 I
14. 16/35 Mm Silver Duplicator 1
15. 16/35 mm Silver Duplicator 2 2
16. 105 mm Silver Duplicator
(Sheet) 1 1
17. 16 mm Jacket Stuffer 3 3
18. 35 mm Jacket Stuffer 1 1
19. Aperture Card Mounter .1 1
20. Aperture Card Camera ? 1 1
4
79 55 i
Declassified in Part -Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
. .
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
A consolidated facility would utilize approximately 30
percent less equipment than is presently being used.
This equipment reduction would also reduce the cost of
maintenance contracts, spare parts, and associated equip-
ment replacement costs.
The immediate equipment savings derived by consolidation
would be the cancellation of two pieces of rental equipment.
COM Recorder - $45,468 per year
Microfiche Diazo Duplicator - 13,896 per year
TOTAL $59,364 per year
2
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
ATTACHMENT D
SUPPLIES
1
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
,
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
D-1 Film Supply Costs
The costs outlined below are based on the users buying
Eastman Kodak comera films. The costs reflect current price
levels based on the volumes used in FY-80. The cost savings
is based on volume discounts given by Kodak. The savings from
ODE is based on a consolidated facility producing their fiche
on roll 105mm which is then cut into individual microfiche, as
compared to their current method of using cut microfiche sheet
film.
Decentralized Centralized
Film Type Rolls/Cost Rolls/Cost
a. Source Document
(1) 105mm rolls
(2) 35mm rolls
(3) 16mm rolls
*(4) 105mm Cut Sheet
b. COM
(1) 105mm rolls
(2) 35mm rolls
(3) 16mm rolls
C.
Totals
843/$21,751
478/ 5,132
2160/ 12,590
4500/ 3,600
$43,073
170/$25,185
119/ 2,287
120/ 6,400
853/$20,028
478/ 4,134
2160/ 10,562
$34,724
170/$21,870
119/ 2,097'
120/ 5,866
Totals $33,872 $29,833
Overall Film Cost Savings
(1) Source Document
(2) COM
* ODU requirement
Decentralized Centralized
$43,073 $34,724
33,872 29,833
$76,945 $64,557
Savings
$8,349
4,039
$12,388
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
ATTACHMENT E
OVERALL SAVINGS
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP10T01930R000100060009-4
STAT