PROJECT I - MICROFILMING OF ALL INCOMING INTELLIGENCE DOCUMENTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP57-00042A000100080002-9
• Release Decision: RIFPUB
• Original Classification: C
• Document Page Count: 7
• Document Creation Date: November 11, 2016
• Document Release Date: August 27, 1998
• Sequence Number: 2
• Content Type: REPORT

Approved ForRRelease : CIA-RDP57-00042A0QQ,100080002-9
PROJECT I - MICROFILMING OF ALL INCOMING
INTELLIGENCE DOCUMENTS
The CIA Library is the Agency's documentation center: the focal
point in CIA for the receipt of new intelligence documents. Its main
task is to index these reports, distribute them to appropriate CIA
Offices, and make them available to all requesters for reference and
circulation.
A steady stream of requesters make their way to the Library each
day in search of documentary support for their intelligence work.
Although requests vary, they are generally seeking information on a
subject, looking for a specific document, requesting bibliographic
service, or performing research in the Library's files and catalogues.
Since CIA was the first U.S. intelligence agency to apply central-
ized library methods to the organization of intelligence information,
the Library has been keenly aware of the importance of its role in the
research process. One of the Library's key objectives has therefore
been to develop a complete, well-organized collection of documentary
materials. It has endeavored to build into this collection the same
bibliographic control for classified documents that a researcher is
accustomed to using in unclassified work. On the premise that efficiency
of service in information work depends to a very great extent on the
efficient arrangement of material, the Library has constantly sought
new ways to strengthen its collection and so improve its services.
After exhaustive investigation, the CIA Library recommends the
application of microfilm techniques as the cheapest, speediest, and
surest way of guaranteeing the availability of a complete collection
of documents in the Library at all times.
PROPOSAL :
The Library proposes that it microfilm all intelligence docu-
ments as they are received, keeping a copy of the document as well as
the film. The original document will be available on loan to the Offices
for a period not to exceed one week. The microfilm will be available at
all times for viewing purposes and for reproduction in those cases when
the requester requires a retention copy. Single copy originals will be
the only copies routed on initial dissemination; all other copies received
by the Offices on distribution will be marked DESTROY AFTER USE.
Approved For Release : CIA-RDP57-00042AO00100080002-9
 Approved Fo.Release : CIA-RDP57-00042A0Q0100080002-9
Page 2.
KEY ADVANTAGES:
1) The Library's collection is safeguarded in the event
of disaster.
A disaster in the Library would render useless the greater
part of the Agency's indexing and reference activities by
destroying the primary collection of intelligence documents.
A duplicate collection of original documents cannot now be
provided without doubling the size of appropriate library
units and facilities. Microfilming will enable CIA to
prepare a security copy of the collection on film for storage
at the Vital Records Repository. With this form of insurance
in being, CIA Offices would no longer be required to micro-
film intelligence documents on their own for vital records
storage.
2) A complete set of documents is at the research analyst's
disposal.
At present the researcher is assured of finding the docu-
ment he wants in the Library's collection only 60% of the
time. Too often he is disappointed because the document
is out on loan or routing, is over at Services being re-
produced, or has been misplaced or inadvertently destroyed.
In consequence the Library is unable to produce all documents
that turn up on an Intellofax tape. The Library cannot
service multiple requests for the same document, it cannot
give the speedy reference service which an intelligence
organization demands, and it must keep a large staff busy
just performing tracing, recalling, and re-loaning work.
Microfilming will ensure the availability of a master set
of documents for on the spot viewing by researchers and
reference librarians. It will cut down considerably the
number of circulation delays and disappointments.
3) The Library and the Offices can systematically retire
their files.
With space always at a premium, it is mandatory now for
the Library to retire parts of its document collection.
This is now accomplished on a piece-meal basis by filming
certain segments of the collection every three years.
At best the results are spotty because there is no assurance
that the file is complete at the time the filming takes
place. As a corollary, CIA Offices tend to build up unit
document files because they have no central source of supply
to rely on after documents are destroyed.
Systematic microfilming of the documents at point of intake
and the maintenance of a master microfilm,set in the Library
will speed up the Library's records retirement program, and
reduce the time and space required for storage of unit docu-
ment files by the Offices.
Approved For Release : CIA-RDP57-00042AO00100080002-9
 Approved For.Release : CIA-RDP57-00042A0Q0,100080002-9
Page 3.
REQUIREMENTS:
A.
No.
Personnel:
Grade
Title
Duties
Cost
1
GS-9
Chief
To supervise the Section.
$ 5,060
3
GS-5
Camera Operators
To run the cameras.
10,230
1
GS-5
Film Processor
To process the film in the Library.
3,1+10
1
GS-4
Film Inspector
To inspect completed film.
3,175
2
GS-4
Index Clerks
To index film for control purposes.
6,350
2
GS-4
Preparation Clerks
To prepare the documents for micro-
filming.
6,350
2
GS-4
Assembly Clerks
To assemble the documents after
filming.
6,350
Total Annual Cost for Personnel:
$ 1+0,925
B.
No.
Equipment:
Type of Equipment
Cost
1
Model "D" Recordak Camera (flat bed)
$ 2,500
1
Model "C" Recordak Camera (flat bed)
x,000
1
Model 91-07 Diebold Film Processor
3,200
1
Ozaphane Film Duplicator
7,000
Total Initial Expense: $ 16,700
Total Annual Cost of Supplies: $ 21,360
Total Annual Cost: $ 78,985
SUMMARY:
An alternative plan to microfilming would be the maintenance of
a two-copy set of original documents in the Library. Although this ensures
the availability of a master set for reference, it means doubling the size
of the present Library Files Staff, purchasing twice as many cabinets, and
finding twice as much inflexible space to house the collection. The plan
can neither provide the Agency with an insurance set of documents for vital
storage nor yield any of the service by-products inherent in the microfilm
proposal.
Results of the microfilm application to the intelligence document
collection will not be measurable immediately. It will, however, minimize
record-keeping, and achieve greater flexibility in library service to the
researcher: he will get what he wants when he wants it. Security require-
ments will also be met by the availability of a complete set on microfilm
of the Library's entire document file. Microfilm thus offers the advantage
of serving several live, operational purposes over and above its accepted
function A* edeFordRe1e i oC4A-RDP57-00042A000100080002-9
 Approved For Release : CIA-RDP57-00042AD00100080002-9
PROJECT II - BIBLIOGRAPHIC SURVEY OF INTELLIGENCE COLLECTIONS
DISCUSSION: The concept of "central intelligence" has given rise
to the development of highly specialized methods and techniques for
intelligence research. Most scientific and educational research work
generally begins with a survey of the major bibliographic sources in
the subject field. In intelligence this is not yet possible. There
is no guide or checklist to the documentation resources and facilities
of the several intelligence agencies; there is no basic reference tool
for intelligence materials; and there is no bibliographic service
available to CIA researchers to which they can turn for information on
the documentary resources in special libraries in the United States.
CIA researchers have repeatedly requested that a project be
initiated to organize bibliographic sources of information of interest
to intelligence. They believe that such a project is extremely impor-
tant to their work becuase it will shorten the time they now spend
investigating "hearsay" sources and provide them with a comprehensive,
well-focused approach to available documentary materials.
The Reference Branch of the CIA Library as much as it is in
sympathy with the project cannot now, or in the forseeable future,
undertake a special project of this type with its assigned staff. To
do the job and do it well would take the services of an additional
six (6) Reference Librarians of GS-11 calibre.
PERSONNEL REQUIRED. (6) GS-11 Reference Librarians $35,6+0
(1) GS-4 Clerk-Typist 3,175
.Total annual cost $38,815
Approved For Release : CIA-RDP57-00042A000100080002-9
 Approved For-Release : CIA-RDP57-00042AO00100080002-9
PROJECT III - EXPANSION OF TIIi'EXING PROGRAM
FOR BOOKS AND DOCUMENTS
Documents: Certain non-current material received by the Library
has never been indexed. An estimated 10,000 documents represent the
last vestige of older material that should be coded, but have of necessity
been relegated to secondary importance. To completely index these, we
need one Library Analyst.
The Library receives currently many serial publications of intelli-
gence interest. Some of these are: USFA Intelligence Summary, Federal
Reserve Review of Foreign Developments, Army Weekly Intelligence Report
and the ONI Monthly Review. There is need for a New York Times-type of
index to this category of material maintained on a current basis. To
do this, we need two Library Analysts and one Clerk-Typist.
Indexing of the non-current material and of intelligence serial
publications would complete a well-rounded indexing program by the
Library. We would then be in a position to cut down the number of
sources to which the research analyst would have to go. in order to get
an answer to his problem.
Books: With the-new directions set for ORR, and with its increasing
number of linguistically qualified analysts at hand, ORR has requested
our Cataloging Section to catalog covertly acquired Soviet orbit publi-
cations quickly, efficiently, and with detailed subject coding. By
their very nature, these books will not be included in any arrangement
worked out with the Library of Congress in the development of a subject
approach to its Slavic Union Catalog, nor will they be included in the
revised Library of Congress Monthly List of Russian Accessions.
PERSONNEL REQUIRED:
Documents:
(3) GS-9 Library Analysts
$15,180
(1) GS-- Clerk-Typist
3,175
Books:
(2) GS-7 Catalogers
8.41o
Total annual cost $26,765
Approved For Release : CIA-RDP57-00042*000100080002-9
 Approved For Release : C . 7-00042A0001000800d2-9
love
PROJECT IV - BRANCH LIBRARY'"SERVICE TO OPC
In a memorandum from the AD/SO to the AD/CD dated 6 February 1951,
it was recommended that the CIA Library render documentary support service
to`OSO by establishing a Branch Library in the L-K Bldg. area. Subse-
quently, the principle was concurred in by Management and two positions
were allocated to the Library for this purpose.
The Library then set out to acquire the necessary reference materials,
library equipment, and professional librarians for a Branch Library in
the L-K Bldg. area. On 15 April 1951 it was ready with books, equipment,
and people, but due to the unavailability of space, implementation of
the plan was not possible.
With the physical integration of corresponding units in 060 and OPC,
it is clear that the Branch Library requirements for the L-K Bldg. area
have changed since last February. Accordingly, it is requested that two
positions be added to the Branch Library complement in order that the
Library may render service to both Offices.
PERSONNEL REQUIRED:
(1)
GS-7 Librarian
$4,205
(1)
GS-5 Librarian
3,410
Total annual cost
47,615
Approved For Release : CIA-RDP57 0Q4A000100080002-9
 Approved FQ,Release : CIA-RQ-.-0ff042A0.00100080002-9
~,
PROJECT V "CIA LI R R&LRENCE SERVICE
Bibliographic control, the. art of being able to find what you want
in published materials, has been a perennial challenge to librarians and
research people in general. Much has been done to meet this challenge
in the field of non-intelligence publications. No corresponding effort
has been made to organize classified intelligence publications on a
continuing basis.
To attack this problem, tools must be provided. A comprehensive
cumulative index to the many intelligence periodicals issued by the
respective agencies is of high priority (Project III). Continuing
efforts must be concentrated on a thorough survey of the scope and
content of the most important publications in the various fieldsof
intelligence, together with annotated inventories of the numerous ref-
erence and research library collections available to the intelligence
family (Project II).
Each day the trained reference librarians in the CIA Library receive
a wide range of information requests from most CIA Offices. Most of
the requests are complicated to answer; some are less difficult. Every
request must be treated on its merits; each has its own set of individual
problems. The reference specialist has been inculcated with a sense of
duty which requires that he place before the requestor all the informa-
tion bearing on his subject, without the intrusion of personal ideas
or bias. His knowledge of basic reference tools, their scope and arrange-
ment, permit him to direct the requester to appropriate sources. The
untrained requestor who tries to tackle the job himself will inevitably
lose much time and miss pertinent material. He actually resents this
intrusion into his otherwise occupied time.
It is increasingly apparent that intelligence planning will con-
tinue being severely handicapped unless every effort is made to provide
those who need to know with all pertinent information. The phenomenal
growth in the volume of information for intelligence purposes literally
swamps the researcher in his efforts to select,, extract, synthesize
and organize his data. When confronted with a list of several hundred
or thousand documents somewhat related to his problem, he is discouraged.
He needs help. He has asked for it. It is at this point that additional,
qualified reference assistance must be rendered to enable the researcher
to conserve his energies for his original mission.
Six senior reference specialists added to the current Information
Section staff would provide the type.of service requested and needed.
These bibliographical experts must be well-grounded in subject fields
of particular Agency interest.
PERSONNEL REQUIRED:' (6) GS-12 Librarians $42,240
(1) CS - 4 Clerk Typist 3.175
Total annual cost$45A15
Approved For Release-: CI' RDP57-00042AO00100080002-9
r
J :