PROJECT I - MICROFILMING OF ALL INCOMING INTELLIGENCE DOCUMENTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP57-00042A000100080003-8
• Release Decision: RIFPUB
• Original Classification: S
• Document Page Count: 4
• Document Creation Date: November 11, 2016
• Document Release Date: August 27, 1998
• Sequence Number: 3
• Publication Date: November 28, 1951
• Content Type: REPORT

M-1- SEC
For
r NPt M042A00011000800003-8
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 then to appropriate CIA
Offices, and sake then 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 librur;, 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
materiale. 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 tat of guaranteeing the availability of a complete collection
of documents in the Library at all times.
RQQ?
'he Library proposes that it microfilm all intelligence docu-
ments as they are received, keeping a copy of the document as veil as
tb* f :. The original document will, be available on loan to the Offices
fW a period knot to exceed one week. The microfilm will be available at all
is for viewing purposes and for reproduction in those cases when the
Wster requires a retention copy. Single copy originals still be the
copies routed on initial dissemination; all other copies received
by the Offices on distribution will be marked
2A000100080003- I
 Approved For. Release : of tN P RM C#2A00010008 003~8
,Y V#1GES t
? The Library's collect "is sefcg ded in the event
of t aster.
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
'nits 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_co ate set of documents is at the research analyst
At present the researcher is assured of finding the docu-
Wnt 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
reproduced, or has been misplaced or inadvertently destroyed.
In consequence the Library is unable to produce aa;,ll, documents
that turn upon an Intellofex tape. The Libr
ary cannot
service multiple requests for the saw 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 muster 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 Li and the 4..:.ices can s 1cally retire
-thek-
s.
With space always at a premium, it is mandatory now for
the Library to retire parts of its document collection.
This is now accomylished io
a
n
peeaeal basis by filming u AI
certain segments of the collection every three years,
7'S
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 microfil 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-RDP57-00042 A000100080003-8
 SECRET
Approved For-.Release S@LU*}F jjf jA 42A000100080003-8
Page 3.
QU 8:
A.
Personnels
N
Gt
Title
Duties
Cost
1
GS-9
Chief
To supervise the Section
060
$ 5
3
08.5
Cerra Operators
To run the cameras.
,
10
230
1
38-5
Film Processor
To process the film in the Library.
,
3
410
1
0g-.
Film Inspector
To inspect completed film.
,
3
,3.75
2
33-i
Index Clerks
To index film for control purposes.
,
6,350
2
GS-4
Preparation Clerks
To prepare the documents for micro-
fuming.
6,350
0S-
Assembly Clerks
To assemble the documents after
filming.
6 0
Total Annual Cost for Personnel:
$ 40,925
E. Equipment:
`ape of Edui nt C t
Model ?D" Recordak Camera (flat bed) $ 2,500.00
Model "C" Recordak Camera (flat bed) 000.00
Model 91-07 Diebold Film Processor 3,200.00
Ozaphane Film Duplicator 7,000.00
Total Initial Expense: $ 16r700.00
Total Annual Cost of Supplies: $ 21,360.00
SA:
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
cam 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 ianeediately. 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 th4s offers the advantage
of serving several live, operational purposes over and above its accepted
function of pure records reduction.
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13 Rov'51,.
Approved For Releasuti DP57-00042A000i 00080003-8