UTILIZATION OF MICROFILM EQUIPMENT THROUGHOUT THE DEPARTMENTAL HEADQUARTERS OF THE AGENCY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300170016-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 5
• Document Creation Date: December 19, 2016
• Document Release Date: November 20, 2006
• Sequence Number: 16
• Publication Date: November 12, 1952
• Content Type: REPORT

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R E T
;'r a formation
25X1 Mr. II
.Utilization of Microfilm Equipment Throughout the
Departmental Headquarters of the Agency
aV 9, 1952
1. In response to your request the following report is
submitted covering the location, use and suggested recommendations
for future utilization of microfilm equipment throughout the
departmental headquarters of the Agency. Attached as flab A is
a copy of the stock record cards of the Procurement and.Supply
Office shaming microfilm equipment currently in use; and as
Tab B. customers of the Reproduction Division, Administrative
Services Office, for microfilm developing and printing.
2. After considerable discussion wi
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of the Administrative Offices and Messrs.
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of OCD, the problem of future expansion of microfilm
facilities
within the CIA library seems to be one of the most
critical microfilm problems from a "services" standpoint. In
accordance with Project No. OCD-137-52, approved by the Project
Review Committee in December of 1951, the plan for improvement
of CIA library facilities proposed the following:
Microfilming of all incoming documents: At present only
single-copy documents are microfilmed upon receipt (about
30% of total incoming documents). It is proposed that all
documents be microfilmed to ensure that a complete, master
set of documents is in the Library at all times. Thus re-
searchers will not be hampered by delays in finding copies
of documents which may be out on loan, being reproduced,
lost, or inadvertently destroyed. Other advantages to be
realized by the proposed procedure will be a complete
record for Vital Documents Repository of all documents held
by the CIA Library, and a systematic procedure for retirement
of files instead of the current practice of "piece-meal" film-
ing of certain segments of the collection every three years.
3. After a review of the material submitted to PVC, there is
no evidence that it was the intent of this committee to insist that
the micr~P' lmtech ei be under the administrative and technical
control of the library, but rather this project was approved to
provide aci i#y f the Agency for final accomplishment by
those o ani at thents having functional responsibilities
contained tcin. Both sides of this problem have justifiable
t1AEl)
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reasons why the technical aspects of this problem should be put
under their jurisdiction and control. OCD feels that the knowledge
of having microfilm copies of incoming intelligence documents
available for iaamrediate dissemination to fulfill the needs of the
requestor will tend to reduce the need for research analysts to
hold intelligence publications and will permit a statute of
limitations to be enforced on document holdings together with a
rigid schedule imposed by the Records lent Staff on document
retirement. On the other hand? Administrative Services contends that
intelligence researchers being what they are, they will never release
documents having an imeediate or future potential regardless of the
kwwleedge that there is a copy within the Agency. This problem
is as old as any organization that has both research and adminis-
trative people contained therein. It is suggested that in the
course of the ORR study to be undertaken shortly regarding
substantive production, the pulse of the researchers who, after
all, we the ones to be served, be taken and and a determination
be made not only as to the feasibility of retirement of documents,
but also for the necessity of microfilming all incoming documents
which may or may not contain Information of an intelligence nature.
workload for microfilm processing imposed
reproduction plant by the OCD library is presently very
small. Single documents only are now being microfilmed, with
approximately 300 frames per day. The proposed system, which
according to the most conservative estimates that I be,
able to uover, indicates it will
Bent of new machines by they and
even when this equipment is in opera on, propos workload of
1,000 documents (averaging five pages each or 5#000 fro a per day)
will require one oso-phene copy for the Vital Records Repository
to be furnished by the reproduction plant. The library further
intends to d.? their awn printing of requests for additional copies
of documents at at the rate o* &Tprem mmately 10,000 frames per mouth.
5? Much of the camera equipment presently charged to responsible
officers within organizational components of the Agenc has been
procured for field utilization--specificamll that far and that
for the overseas microfil>aii.ng teem in lI Some am uaaits
scattered throughout Is J, R, and L Buildings are either roving
units of Records Management or individual machines specifically
assigned for an individual job. For eeaa ple, the ca mera in 1 &.8
is being used exclusively to microfilm signature documents for
role*" of CIA identification badges. Much equipment is not being
used for microfilming as such, but for specialized local photographic
needs and considerable number of cameras are not used at all and will
be returned to stock.
6. In discussing, the microfilming problem with I & S they
maintain two, ,sets of microfilm reels; one the aforementioned. badge
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receipts, the other a list of persons considered unqualified under
any circumstances for Agency employment. Copies of each of these
are in the Vital Records Repository. In the event of an emergency,
the available material for I & S utilization would be that micro-
film showing the personnel who are bonified Agency employees and
those personnel whom we should not hire under any circumstances.
The great, wide M between would have to be rebuilt by the the
sloe, tedious process of individual security checking by inveeti-
gation. While it is true that the availability of jackets containing
all pertinent information regarding personnel history, investigated
results and other similar materials are advantageous to have for a
cross-reference working standpoint. Ultimately, I & 8 like other
organizational components will have no ram to house their employees
if adequate provision is to be made for file material. Files and
file cabinets together with the space currently occupied have
about reached the saturation point and have long since passed the
point of efficiency to say nothing of the economies involved.
It is urgently recommended that the Records m nt Division
of the A inistrative Services Office undertake to retire the
vast holdings of I & S which are more or Use static in nature by the
simple expedient of microfilm utilization and the acquisition of
reading equipment when references to these documents are opera-
tiell.y required. This will also provides, in the event of
national disaster, a copy of each of the papers contained within
the jacket within the holdings of the Vital Records Repoeltory.
7. In the opinion of the undersigned, the microfilm problem
as a whole is not one that in critically abused and the ccients of
the Reproduction Division personnel with regard to the technical
quality of the microfilms they receive for processing is, for the
most part, beyond Agency control. Much of the material that is
received by Agency offices comes in from the field and is
sed under auspices over which we have little,, if any, control.
example, the Air Forc the
operational material received or .
8. Most of the personnel assigned to microfilming responsibilities
share those responsibilities jointly with other duties. The familiar-
ity that they have with the material by close associations
it easier for them to select and shoot their own material in an
adjacent to the office proper. The transporting of this material
to another area for microfilming could, In many instances, impose
delays and cause additional expenditure not completely warranted.
9. It is recc ended that the Chief:, Reproduction, Division, or
his designee assess the value of the present microfilm equipment, retire
to stock that which is not currently being used, suggest more useable
equipment in specific cases where required, and examine the technical
capabilities of the individual sie~ntael headquarters operators
where materials received for processing appear deficient.
Attachments (2)
25X125X1
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SECRE'l
SOCUrW Inform h n
Procurement and Supply Office ;hock Records
Tab A
Showing Type and Location of Microfilm Cameras Assigned by Office
ft,
Recordak Model CI
Bolaey 35t & Reader
Micro-16 Camera & 3i Lnlarger
Microfilm Camara 14" - 90-03
Microfilm Flofilm Camera 90-46
SECRET.
5e=by fin6"
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Q
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