SELECTION OF DOCUMENTS FOR INDEXING IN THE INTELLOFAX SYSTEM.

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP67-00896R000100100001-1
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 2
• Document Creation Date: December 19, 2016
• Sequence Number: 1
• Content Type: MEMORANDUM FOR

Approved For 'Releasle 2 6R000100100001-1
SUBJECT : Selection of Documents for Indexing in the Intellofax System.
THRU : Chief, Analysis Branch
2 ,December 1960
N 0FMDUM'FOR: Chief, Document Division
I. I Problem
The number of personnel allocated to indexing reports for the
System.
value o certain series of documents and in many cases individual
Intellofax ~~System is inadequate to handle the volume of intelligence
i-~
reporrt3n Document Division personnel need more knowledge of the
II. Discussion
it was long ago recognized that certain series of documents had
no value for later Intellofax retrieval. These documents in general
fell into two categories: either they had, no intellilp nce value,
e.g., housekeeping reporting;, or the kind,of information could be
better serviced by another OCR facility, e.g., Biographic Register.
The increase in reporting in recent years has made it necessary to
explore a number of ubject fields and document series for nodexing
feasibility. A goodmany of the present nodex criteria were checked
out with one or two GIA offices, but all offices were not contacted
and there has been little rechecking to determine if a new need has
arisen for nodex material. Some nodex criteria have been adopted
after checking only with the'Library. Some nodexes are difficult
to apply because they are vague, e.g'., fragmentary information on
Latin America. (What is fragmentary? Should we not be following
Latin America since many OCR components.aren't?)
The above is not a criticism of Document Division nodex policy.
CIA offices hays not shown any enthusiasm for participating in
nodex polic~(Nodex-tandards were circulated to major CIA components
orcammen over a year ago-and to this date there has been no response
from any office.) (The mass of documentation forced the Document
Division tb screen certain categories out of the Intellofax System
and this screening process was undertaken with a knowledge of Agency
interests land years of experience with Intellofax retrieval. However,
even though customers have shown no inclination to aid us, nodex
has become a "dirty" word inisome quarters within the Agency.
Appr y' pd Foy` Release:2'006I1'1102 .:CIA-RDP67- 0$O Ri
 'review should look into the following kinds of questions.
stem specialize subject or area wise?
A 4-1.,., I
ai..
t
of ax .~''
ou
ra
e
y
Should the- Intellofax System put more emphasis on translation and
open source.literature? (It is well known that for some areas thi
4s the best source material.)
Could not certain types of periodic reporting, e.g. State, be
'indexed better by some other'system?
1. How much overlap is, there between Intellofax service and services
provided by other OCR Registers?
5. Are there whole sources which could.be screened'out of.Intellofax
as being of little value?
y. .
FOR OFFICIAL USE ONLY
Rt')tMS7-00896R000100100001-1
III. Conclusions
Intellofax selection policy should undergo a. thorough review with
the participation of OCR components and non-OCR components which make
use of the System. This review should go far beyond present nodex policy
,and consider the kind of information service we should supply. This
Could specialize. source card files be used in lieu of Intellofax?
(This seems feasible for State Dept. Foreign Agriculture Attache
Reports.)
Th w Intellofax System has the elements to provide a superior
ne
I t Utz Or, ICIAL U
Approved For Release 2006/11/02
:
document ret s s ~e However, the system will only he as good as
r
the documents it retrieves. There is a danger of our becoming the best
retrieval for junk. ever devised unless the kind of review suggested
above is undertaken.
IV. Recommendation .
The review suggested above should be instituted and to be effective
it is, desirable that it have the backing of non-OCR: components at the
highgat level.
C~O~/t11/Q2 ;.'. GI'AN R:OP67=`(508 6 i0Q0,.{ { QQ0 1?
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