SURVEY OF LIBRARY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP57-00042A000100080020-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 13
• Document Creation Date: November 11, 2016
• Document Release Date: August 27, 1998
• Sequence Number: 20
• Publication Date: November 10, 1949
• Content Type: MEMO

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Office i 1 Memorandum.
TO Assistant Director for Col
Dissemination
FROM Management Officer
SJBJECT: Survey of Library.
DATE: 10 November 191:9
1. The Chief of the Library* his supervisors, and his staff are to be
commended for the competent and efficient administration of this very im-
portant segment of the Agency's activities. Substantial improvements have
been effected within the last year. Throughout the Library the survey team
found:
e. A pressing need f4R an increased space allocation to this
activity exists.
primarily related to backlogs which developed before the Library was
adequately staffed. a f J& ?Q
wide utilization of mechanical devices and procedural techniques
designed for mass operations,
d. The internal problems presently existing in the Library are
be Work simplification is continuously being ?ffeoted. Super-
visors are alert in identifying both procedural and personality
trouble spots and initiating corrective action. Moreover, the Library
has consistently availed itself of staff assistance from the OCD Oper-
ations Staff and to a lesser extent from the Agency Management Staff*
e. The volume characteristic of the Library's activities permits
a. The activities were well organized and administered. High
morale was evident in all activities. It is recognized that the
fluctuating workload of the Library's activities presents diffioul-
ties in administration since personnel must at times be shifted to y/'
cope with workload. The large staff of the Library has provided the
necessary flexibility for such temporary reassignment of personnel,
while judicious execution of such reassignment has sustained morale
and organizational integrity. M ..c4
f. Procedural and organizational weaknesses in other parts of
the Agency present difficulties for the Library. Correction of these
weaknesses may require readjustment of the Library's organization and
procedures, (See paragraph 5.)
2. The Reference Branch is responsible for all normal library information
and circulation activities. A discussion of each of its sections will include
survey recommendations and plan for implementation of the recommendations.
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a. Information Section - All requests for information, as dis-
tinguished from specific documents, are serviced by this Section.
As part of such service, information searches are conducted and bibli-
ographies are prepared. The document index of the Machine Methods
Division serves as an extension of this activity and provides machine
selection and intellofax listings for selected items. The following
action should enhance this astivitys
(1) Evaluations prepared by ORE and OSI of intelligence
information documents should be available for future reference.
A suggested procedure for incorporating these evaluations into
the Library's files is attached as Tab A. (The Chief of the X
Library will obtain appropriate concurrences from Liaison Division,
OCD, ORE, and OSI and be responsible for implementation of the pro-
cedure.)
(2) The designation of separate telephone extensions for infor-
mation and for circulation should facilitate easier and more
rom
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service. (The Chief of the Library is taking appropriate action.)
(3) Difficulty has been experienced in satisfying requests
which are related exclusively to area and have no subject reference.
(A discussion held with Chief of Machine Methods Division and Library
supervisors during the survey resulted in a decision to hold machine
index cards separate for one month to permit easier searching of these
cards by desired area. The bulk of area requests are confined to the
latest month's new accessions.)
(4) It was brought out that poor utilization is made of the sub-
FO lAb3bl Ject index to~eports, but that this index becomes important
when there is a significant foreign development, e.g., Tito's break ,i
with the Kremlin. It was suggested that the Library advertise the
existence of this index and solicit use of it. (The Chief of the
Library assumes responsibility for implementing this recommendation.)
(5) Considerable staff time is consumed in typing bibliographies
for requesters. (The perfection of the intellofax equipment will
-6446", to -this difficulty.)
(6) Significant bibliographies prepared for one requester are
often typed onto multilith mats, given an information report number,
and disseminated to all possibly interested parties in CIA and IAC.
Thirty of such bibliographies have already been disseminated. No
action has been taken to determine how useful such bibliographies
are to the researchers who receive them on spontaneous dissemination.
Moreover, a plan for spontaneous generation of bibliographies based
on ORE production schedules was revealed. It is recommended thats
(a) The Liaison Division, OCD, be instructed to ascertain
the reaction to these bibliographies in the IAC agencies.
(b) Over-all dissemination be discontinued pending Liaison
Division action, but that the Library retain a copy 5