CRS MIS INSTRUCTION MANUAL

• Document Type: CREST
• Collection: NGA Records (Formerly NIMA)
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73T00325R000100080012-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 38
• Document Creation Date: December 28, 2016
• Document Release Date: June 9, 2008
• Sequence Number: 12
• Publication Date: March 1, 1971
• Content Type: REPORT

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S-E-C-R-E-T
(When Filled In)
PERSONNEL EMERGENCY AND LOCATOR RECORD
(To Report Changes and Additions Only)
DIVISION
ROOM NO.
OFFICE EXT.
GRAY LINE
HOME ADDRESS ( NUMBER, STREET, CITY, STATE, ZIP CODE)
HOME PHONE
NAME OF EMERGENCY DESIGNEE
RELATIONSHIP
EMERGENCY DESIGNEE'S HOME ADDRESS
DESIGNEE'S HOME PHONE
When an employee's Post Office address is not his place of residence in terms of City,
Town or Subdivision, his actual place of residence must be reported in lieu of Post
Office address. For example, employees living in Maryland who are assigned Washington,
D. C., postal zones would report their Maryland address to avoid inclusion of their
names with employees subject to District of Columbia income tax deductions and reporting.
S-E-C-R-E-T
(When Filled In)
IP FM 278 (11-65)
Group I
Excluded from automatic
downgrading and
declassification
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-RO
(WHEN FILLED IN) U (WHEN C
HECKED)
1. CR CONTROL NO.
2. PART #
CRS SERVICE REQUEST .
427641
OF
(USE FORM 1395 FOR LOAN/PURCHASE OF BOONS/ PERIODICALS)
3. REQUESTER (LAST. FIRST NAME)
4. AGENCY/OFFICE/DIVISION
S. REQUESTER'S DATE
DAY I MO IYR
6. ADDRESS (BLDG/ROOM)
7. PHONE
8. INTERMEDIARY (IF APPLICABLE)
9. DATE NEEDED
DAY I MO I YR
10. CLASSIFICATION (HIGHEST CLASSIFICATION TO BE INCLUDED. CHECK ONE)
11. CHANNEL (CHECK ONE)
^ TS ^ SECRET ^ CONFIDENTIAL ^ UNCLASSIFIED
^ CW ^ COLLATERAL ^ ALL SOURCE
12. REQUEST STATEMENT (LIST DOCUMENT/PHOTO NUMBERS IN SEQUENCE)
s
CBS USE 13. EDPSD SPECIAL INSTRUCTIONS (PRIORITIES)
14. DATE NEEDED BY ISG
ONLY
15. DPSD SPECIAL INSTRUCTIONS (PRIORITIES)
16. DATE NEEDED BY ISG
17. SEND PRODUCT TO
^ ISG ANAL ^ REQUESTER
18. RESPONSIBLE ANALYST
19. PHONE/RM.
20. RESPONSIBLE COMP.
21. SERVICE (CODE)
1.
2.
3.
4.
5.
PROVIDED (AM'T)
22. DAY/MO. RECD
23. DAY/MO. COMPL
24. PAGES REPRO
25. PHOTO PRINTS
26. SERVICE TIME:
LIBN IA
ANAL
27. COUNTRY CODES
28. COORDINATED WITH
/
CLERICAL OTHER
29. FILES USED
^ ORG. FOLD. 01 ^ 810. FOLD 04 ^ TOWN FOLD 08
^ PERS. PHOTO 12
^ INTELLOF. 41 OTHER
^ 810. CARD 02 ^ PL. FOLD OG ^ GR. PHOTO 11
^ CAT. PHOTO 17
^ AEGIS SU. 50
PSD DAY/MO
31. DAY/MO
32. EDPSD DAY/MO.
33. DAY/MO
34. ADP REFERENCES SCREENED
CW COLL
IN
OUT
IN
OUT
OLD NEW
35. COMMENTS (INCLUDING REQUESTER REACTION)
FORM USE
5.69 2816 EDITIONS PREVIOUS
El
CODEWORD
TOP SECRET
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CRS
MIS INSTRUCTION MANUAL
***
CRS SERVICE REQUEST FORM -- Form 2816
CRS/SAS
March 1971
(Replaces previous revisions)
GROUP 1
SECRET Excluded from automatic
downgrading and declass-
ification
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Section 1 INTRODUCTION
1
Management Information System
1
Form 2816
1
MIS Coordinators
3
Section 2 HOW TO COMPLETE FORM 2816
4
Box 1
4
Boxes 2 through 4
5
Boxes 5 through 19
6
Boxes 20 and 21
7
Boxes 22 through 24
8
Boxes 25 through 28
9
Boxes 29 through 34
10
Box 35
11
Section 3 REQUESTER ORGANIZATION CODES
12
Section 4 CRS SERVICE COMPONENT CODES
18
Section 5 SERVICE CODES
21
Introduction
21
Group 1 (Document Services Branch)
24
Group 2 (Pictorial Services Branch)
25
Group 3 (ISG Biographic)
26
Group 4 (ISG Organization/Installation)
27
Group 5 (ISG General Subject)
28
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Section 6 FILE CODES
29
Common Files
29
USSR Div. Files
31
FEPAC Div. and Pictorial Services
32
Branch Files
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SECTION 1
Introduction
The Management Information System (MIS) The purpose
of the MIS is to collect and centrally process certain
data which can be converted into statistics and other
information to support management. At present, MIS's
interest is concentrated on data collected on the CRS
Service Request Form (Form 2816), although Spot Request
logs and other sources of data may be added to the
system in due course. Data collected in CRS's operating
components are fed to a computer which can then be used
to produce useful statistics.
Form 2816 The most important source of data concerning
CRS's request service activities is the CRS Service
Request Form, Form 2816. Most 2816's are properly and
accurately completed and are easily interpreted by the
MIS Staff. Mistakes in usage do sometimes occur, however.
Here are a few things you might keep in mind when
you use the 2816:
1. The form is designed to accomplish several
purposes--to record information, to initiate action and
to serve as a control of request activity. Your use of
the form may differ considerably from someone else's.
2. No form or set of codes could ever capture
enough minutiae to permit the details of every request
transaction to be re-created fully. The MIS is designed
to give a statistical picture of CRS's request service
activities; the special project over which you labored
may also be reported to management, but through line
management channels, as it should be.
3. The data you record on the 2816 should be as
accurate and complete as you can make it within the
bounds of good sense. We do not expect, for example,
that the time spent on a request will be measured with
a stop-watch, or that a large stack of documents will
be counted one by one. For these and other 2816 data
fields, a reasonably accurate estimate by a conscientious
user is all we expect.
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4. MIS statistics depend on standardized coding.
We will attempt, through operational Notes on procedures
and, probably more effectively, through the MIS Coordi-
nator in your component, to establish clear guidelines
which will help bring uniformity. But there will always
be that one request that does not fit the pattern. Here
again, we must rely on your good sense in determining
how the odd-ball request should be recorded.
5. Some CRS components do a lot of work in support
of outside requests which are initially received by other
CRS components. Such activity is legitimately recorded
as "service" to customers. These same components, how-
ever, also handle quite a few jobs which are essentially
internal CRS "housekeeping" tasks. Procurement for file
building, AEGIS maintenance runs, and other necessary
activities for which no immediate customer exists typify
such "in-house" jobs. Although MIS recognizes the
potential importance of accounting for resources spent
on ".housekeeping", we believe that such statistics
should not be mixed in with service to customers outside
CRS. The 2816 will continue to be used to initiate and
record in-house activities, but the data concerning
these "requests" will be kept separate from the main MIS
file for the time being. For such in-house uses, the
2816 need bear only the information required to get the
job done. Considerable attention is paid to the problem
of distinguishing in-house requests in various places in
this manual. The distinction may be difficult to draw
in certain cases, but please do your best.
6. A new version of Form 2816 appeared early in
1970. Some of the old forms are still around. Although
MIS Staff can extract data from the old forms, it is
considerably less convenient. Please use the new forms.
You will find quite a few changes in the new manual.
Please browse through it. You might take particular note
of the new service codes (Section 5). Some requester
codes have been revised or dropped and the file codes
have been slightly reorganized. The primary intent of
the changes has been to make them easier to use and
more meaningful. For help in understanding items
which remain unclear after you have read the manual,
your first contact should be the MIS Coordinator for
your component.
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SECTION 2
How to Complete Form 2816
This section provides a box-by-box review of how
to use Form 28.16. In it, we attempt to give clear,
general rules and take note of some special problems.
If a point is not clear or if your special problem is
not covered, please check with your MIS Coordinator.
TOP SECRET/CODEWORD -- Check boxes at top and bottom
when contents of form are Top Secret/Codeword.
BOX 1 -- CR CONTROL NO. (Mandatory)
The pre-printed number in this box need concern
you only if a request is handled in parts (i.e., more
than one form is used to record a single request).
If a request is broken into more than one part:
1)
Choose
whole
one form to represent the
request;
2)
Cross
forms
out the numbers on the other
and enter the number from
the form you chose;
3)
Be sure to complete BOX 2 also.
SPECIAL NOTE: [,THEN TO USE PARTS -- When should a
request be handled in parts rather than becoming two.
or more requests? As a rule of thumb, when an individ-
ual approaches CRS for service, a single request should
be generated in an overwhelming majority of cases. Even
complex projects which cross branch and division boundaries
are technically single requests and should be so treated
as much as possible. There will, no doubt, be instances
when as a practical matter it would be virtually impossible
to handle a problem without creating more than one request.
Such instances should be kept to a minimum, however.
The tyrical request requiring more than one part is
one in which a separate form must be sent to another
component of CRS for separate or supportive action (photos,
computer processing, reference librarian help, etc.).
If it is convenient, the MIS Staff would welcome having
the information concerning several parts consolidated
on a single form before it is submitted. We will have
to merge the information anyway.
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BOX 2 -- PART # (Required when appropriate)
You need complete this box only if the request
consists of more than one part. If this box is used,
please make sure that, for example, when it says
"Part 3 of 4," there are actually 4 parts. If a
previously completed request is reopened, use the
old number and write "Follow-up" in Box 2. MIS
Staff will match it with the earlier part(s).
BOX 3 -- REQUESTER (Required when appropriate)
Record the requester's name here. (Last name
first, please.) It does become part of the MIS
record and has been very useful. If there is no
individual associated with the request who could be
said to be the "REQUESTER," leave BOX 3 blank.
BOX 4 -- AGENCY/OFFICE/DIVISION (Mandatory)
For your own and your supervisor's needs, enter
the customer's office in clear text. Be sure, however,
to also enter the appropriate REQUESTER ORGANIZATION
CODE from the list in Section 3.
SPECIAL NOTE: SELF-INITIATED vs. IN-HOUSE REQUESTS --
CRS spends considerable resources on service to con-
sumers outside CRS for which there is no immediate
"requester." Biographic Handbooks and IM's typify
such self-initiated activity. In the past, various
"requesters" have been arbitrarily assigned the
responsibility for initiating such service--State
Department, USIB, etc. Sometimes such projects
have not been recorded at all. In order for the
office to get proper credit for its own work, please
use CRS's own Requester Organization Code (114000)
in BOX 4 for such projects.
Do not use code 114000 for in-house ("housekeeping")
jobs performed by one CRS shop for another. For such
in-house jobs as maintenance runs on AEGIS files, or
routine document or photo procurement when not for
a specific customer, no code is needed in BOX 4.
Simply enter "In-House" and your component's initials.
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BOXES 5 through 10 -- (No data needed for MIS)
Information in these boxes may be necessary in
successfully completing a request, but they do not
become a part of the MIS record. The boxes are
present on the form for your convenience, or for
requesters who complete the top portion of the form
in their own office and send it to CRS for action.
BOX 11 -- CHANNEL (Mandatory)
Check the appropriate box to show whether the
request involves codeword, collateral or all-source
material.
BOX 12 -- REQUEST. STATEMENT (No data needed for MIS)
Use this box for a clear text statement of what the
request is about -- names for a biographic request, the
"question" for a subject search, a list of documents or
photos requested, etc. Such information is quite useful
even though it is not directly included in the MIS
machine record.
SPECIAL NOTE: DATE SPAN -- The earliest information
date for retrospective searches is no longer required.
BOXES 13 and 14 -- (No data needed for MIS)
This section is provided for your convenience in
conveying special instructions to EDPSD.
BOXES 15, 16 and 17 -- (No data needed for MIS)
This section is provided for your convenience in
.conveying special instructions to DPSD.
BOXES 18 and 19 -- RESPONSIBLE ANALYST (No data needed
for MIS)
Although the name of the responsible analyst does
not become a part of the MIS record, it should be
present on the form in case questions arise. The phone
number is also a. useful item.
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BOX 20 -- RESPONSIBLE COMPONENT (Mandatory)
This information is essential for the MIS record.
Use the three-character CRS Service Component Code
(See Section 4) which represents the component having
the primary responsibility for servicing the request.
SPECIAL NOTE: IN-HOUSE vs. SELF-INITIATED -- For
in-house requests -- i.e., CRS "housekeeping" jobs --
the component performing the service should complete
this box (e.g., EDPSD for computer support). For
"requests" which are directed at consumers outside
CRS, the responsible component should appear here
as the three-character CRS Service Component Code;
CRS's Requester Organization Code (114000) should
appear in BOX 4.
BOX 21 -- SERVICE PROVIDED (Mandatory)
BOX 21 contains the most important information on
Form 2816. It also offers the greatest opportunity for
confusion, inaccuracy and befuddlement. Fortunately,
most requests are straightforward and the proper way
to record the data is fairly obvious. Here are some
do's and don'ts:
Do use the new service codes beginning on
1 January 1971.
Do recognize that Groups 1 and 2 are almost
exclusively for SSG use; Groups 3, 4, and 5
for ISG.
Do record an appropriate quantity for each
code used.
Don't use more codes than necessary to give
a fair idea of service rendered.
Do try to block print the codes for legibility.
Don't decide on your own peculiar procedure
for handling special problems without check-
ing with your MIS Coordinator.
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SPECIAL NOTE: WHEN TO USE MORE THAN ONE CODE FOR A
REQUEST -- One objective of the new coding structure
is to reduce the number of codes needed to reflect
service responses. Here are some examples in which
multiple coding is necessary:
o DIFFERENT FORMS OF SERVICE WITHIN A SINGLE
REQUEST -- A request for information on five people
might result in two oral responses, delivery of two
existing reports and one negative. Three separate
codes (BIO, BER, BNA) should be used, with quantities
totaling five.,
o PHOTOS SUPPLIED WITH BIOGRAPHIC MATERIAL --
Use the best code for the biographic information
portion and a separate code for the photos.
o DOCUMENTS PROVIDED AS A RESULT OF AN AEGIS
RUN -- Use the code for a machine listing (e.g., SLC).
DSB will enter the code DIH (for Documents In-House)
to show the number of documents supplied to ISG for
screening. ISG analysts should use the appropriate
code from Group 1 (i.e., DSR or DLV) to show the
number of documents actually delivered to a customer.
DSB will supply the code and the quantity when documents
are delivered directly to a customer.
BOX 22 -- DAY/MONTH RECEIVED (Mandatory)
Enter the day and month received in this box.
For self-initiated projects, enter the date the
project was begun.
BOX 23 -- DATE COMPLETED (Mandatory)
Enter the date when the request is completed and
ready for the customer. In some instances this date
must be supplied by a supporting component.
BOX 24 -- PAGES REPRODUCED (Required when appropriate)
Record here the number of pages reproduced in
support of a request. The number of unique documents
supplied should appear as a quantity in Box 21.
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BOX 25 -- PHOTO PRINTS (Required when appropriate)
PSB will record the number of photo prints in
this box. The number of unique photos appears as a
quantity in BOX 21.
BOX 26 -- SERVICE TIME (Required when appropriate)
Because one request might take 10 minutes to
perform and another 10 hours, a mere count of the
number of requests cannot give a complete picture
of how CRS's resources are being spent. A somewhat
better picture emerges if it is possible to determine
how much time is spent per request. The time recorded
in BOX 26 is an important statistic, especially in
certain types of service which are of high interest
to management, such as NSA requests. Please record
the amount of time in minutes, otherwise a 10-hour
project will probably be recorded in the MIS computer
file as having taken 10 minutes. Analyst/Librarian,
IA and Clerical times are self-explanatory; Other
Time can be used for editing, request coordination
and the like.
SPECIAL NOTE: WHEN NOT TO RECORD TIME -- The activities
of certain components -- notably the Document Services
Branch -- do not lend themselves easily to time account-
ing. Times for such activities need not be accounted
for. As a rule, ISG components should record time.
BOX 27 -- COUNTRY CODES (Required when appropriate)
Enter the Content Control Code trigraph for the
country(s) involved in the request. The more precise
the trigraph, the better. When appropriate, use two
or three specific country codes rather than an over-
all area code.
BOX 28 -- COORDINATED WITH (Required when appropriate)
When another CRS component supports the service
rendered, the appropriate CRS Service Component Code
(Section 4) should be entered here. When a component
outside CRS provides support, use the appropriate
Requester Organization Code.
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SPECIAL NOTE: IN-HOUSE -- For in-house jobs, the
originating component is the "REQUESTER" and the comp-
onent doing the work is the "RESPONSIBLE COMPONENT."
No entry is required in BOX 28.
BOX 29 -- FILES USED (Required when appropriate)
The use of CRS's files can be an important
measure of the effectiveness of our file building.
Generally, office management is interested in broad
classes of files, while a line supervisor might want
to know --.request by request -- which particular
files have been used. In Section 6 of this manual,
you will find a list of files which can be coded on
the 2816. -Some high-use files are already listed on
the 2816; for these, merely check the appropriate box.
(Note the misprint on Form 2816 for File 17. It should
read Cat. Files, not Cat. Photo.) For those files not
shown on the 2816, please supply the code from the list
in Section 6.
For some files -- especially AEGIS and Intellbfax --
it is particularly important to supply the file code,
since only the presence of the proper code will allow
us to identify the request as having involved, for
example, an AEGIS run. Unless it is for some purpose
other than MIS data, there is no need to note files for
which no code exists.
BOXES 30 through 33 -- (No data needed for MIS)
These boxes are completed by DPSD or EDPSD and
serve to control their activities in support of a request.
BOX 34 -- ADP REFERENCES SCREENED (Required when
appropriate)
The title of this box is something of misnomer.
What is actually recorded here -- by EDPSD -- is the
number of references produced by a given set of queries
against the machine files. "Old" references are from
inherited files such as Intellofax, SR files, etc.
"New" references are from AEGIS. Note that under the
new service codes, the number of references no longer
is the quantity counted in BOX 21.
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BOX 35 -- COMMENTS (No data needed for MIS)
User feedback should be recorded here. Also,
any explanatory remarks to identify unusual aspects
of a request. Such comments, although not entered
in the MIS computer file, are of considerable. use
to line managers.
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SECTION 3
Requester Organization Codes
Abbreviation
Requester
The White House -----------------
000001
Central Intelligence Agency -----
100000
Director of Central
Intelligence ------------------
100001
Deputy Director of Central
Intelligence ------------------
100002
CABLE SEC -
Cable Secretariat ---------------
100003
EX DIR-COMPT
Executive Director-Comptroller --
100020
OPPB
Office of Planning, Programming,
and Budgeting -----------------
101000
Office of the General Counsel ---
102000
Inspector General ---------------
103000
Office of National Estimates ----
104000
Office of Legislative Counsel ---
105000
Deputy Director for
Intelligence ------------------
110000
Ops/Cnt
Operations Center ---------------
110010
SRS
Special Research Staff ----------
110020
IAS
Imagery Analysis Service --------
110040
Information Requirements Staff --
111000
Domestic Contact Service --------
112000
Foreign Broadcast Information
Service -----------------------
113000
Central Reference Service -------
114000
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Requester Organization Codes (Cont'd)
Abbreviation
Requester Code
OBGI
Office of Basic and
Geographic Intelligence ------- 115000
OCI
Office of Current Intelligence -- 116000
OER
Office of Economic Research ----- 117000
OSR
Office of Strategic Research ---- 118000
NPIC
National Photographic
Interpretation Center --------- 119000
DDP
Deputy Director for Plans ------- 120000
CA Covert Action (Staff) ----------- 120100
CI
FI
OPSER
CC
Counterintelligence (Staff) ----- 120200
Foreign Intelligence (Staff) ---- 120300
Operational Services (Staff) ---- 120400
Central Cover ------------------- 120500
Defector Coordinator ------------ 120600
Records Integration Division ---- 120700
Africa Division ----------------- 121000
Far East Division --------------- 122000
Near East Division -------------- 123000
Soviet Bloc Division ------------ 124000
WE Western Europe Division --------- 125000
WH Western Hemisphere Division ----- 126000
DOD Domestic Operations Division ---- 127000
SOD Special Operations Division ----- 128000
TSD Technical Services Division --,--- 129000
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Requester Organization Codes (Cont.'d)
Abbreviation
Requester
Code
DDS
Deputy Director for Support -----
130000
RS
Records Center ------------------
130100
OMS
Office of Medical Services ------
131000
OC
Office of Communications --------
132000
OTR
Office of Training --------------
133000
OL
Office of Logistics --------- ---
134000
OP
Office of Personnel --------------
135000
OS
Office of Security --------------
136000
OF
Office of Finance ---------------
137000
DDS&T
Deputy Director for Science and
Technology --------------------
140000
OEL
Office of ELINT -----------------
141000
ORD
Office of Research and
Development ---- --------------
142000
OSA
Office of Special Activities ----
143000
OCS
Office of Computer Services -----
144000
OSI
Office of Scientific
Intelligence ------------------
145000
FMSAC
Foreign Missile and Space
Analysis Center ---------------
146000
OSP
Office of Special Projects ------
147000
DOD
Department of Defense -----------
200000
FRD
Federal Research Division ------
201000
NIC
National Indication Center ------
203000
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Requester Organization Codes (Cont'd)
Abbreviation Requester Code
NWC National War College ------------ 204000
JCS Joint Chiefs of Staff ----------- 210000
ARPA Advanced Research Project
Agency ------------------------ 220000
DIA Defense Intelligence Agency ----- 230000
NSA National Security Agency -------- 250000
IDA Institute of Defense Analysis --- 291000
DOA
APIC
FSTC
CoS
ACSI
Department of the Army ----------
300000
Army Photo Intelligence Center --
301000
Foreign Science and Technical
Center ------------------------
303000
Chief of Staff ------------------
310000
Assistant Chief of Staff/
Intelligence ------------------
311000
AMS Army Map Service ---------------- 320000
ASA Army Security Agency ------------ 360000
DON Department of the Navy ---------- 400000
Scientific Technical Information
Center ------------------------
403000
Naval Recon. Technical Science
Center ------------------------
404000
US Navy Field Operational
Intelligence Office Fort
Meade -------------------------
404100
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AF
USUN
FSI
ACDA
Requester Organization Codes (Cont'd)
Requester Code
Chief of Naval Operations -------
410000
Office of Naval Intelligence----
411000
Corps---------------------
Marine
420000
Department of the Air Force -----
500000
Foreign Technology Division -----
500200
Aeronautical Chart and Info
Center ------------------------
502000
Assistant Chief of Staff/
Intelligence -----------------
510000
Strategic Air Command------------
520000
Tactical Air Command ------------
530000
State Department and Associated
Agencies
State Department -------- ------
600000
Bureau of Intelligence and
Research ----------------------
601000
US.Mission to U.N. --------------
601100
Foreign Service Institute -------
601200
Arms Control and Disarmament
Agency ------------------------
640000
Agency for International
Development -------------------
650000
U.S. Information Agency ---------
670000
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Requester Organization Codes (Cont'd)
Abbreviation Requester Code
Other Organizations in the
Intelligence Community -------- 700000
USIB US Intelligence Board ----------- 700001
IHC Information Handling Committee -- 701000
AEC Atomic Energy Commission -------- 710000
FBI Federal Bureau of Investigation - 720000
NSC National Security Council ------- 730000
Non-USIB US Government (Congress,
Departments, etc.)
COMMERCE
Congress of the U.S. (Including
Library of Congress) ---------- 800000
Department of Commerce ---------- 810000
0
TREASURY
INTERIOR
AG
Treasury Department ------------- 820000
Department of Interior ---------- 830000
Department of Agriculture ------- 840000
HEW
HUD
Department of Health, Education
and Welfare ------------------- 850000
Department of Housing and Urban
Development ------------------- 851000
LABOR
Department of Labor ------------- 852000
FAA
Federal Aviation Agency ---------
882000
FRS
Federal Reserve Systems ---------
883000
NASA
National Aeronautics and Space
Administration ---------------- 885000
TRANS.
Department of Transportation ----
886000
Other
All Other Non-USIB U.S. Govt. ---
888000
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All Other (Including Internat-
ional and Foreign) ------------
900000
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Abbreviation
SECTION 4
CRS Service Component Codes
Component
Code
CRS
D/CRS
Central Reference Service
Director, CRS
001
DD/CRS
Deputy Director, CRS
002
AS
Administrative Staff
010
HIC
Historical Intelligence
Collection
015
SAS
Systems Analysis Staff
020
ISG
Office of the Chief
100
USSR Division
110
Economic/Military Branch
111
Political/Scientific Branch
112
is
FE/PAC Division
120
China Branch
121
Asia Branch
122
Europe Division
130
East Europe Branch
131
West Europe Branch
132
Western Hemisphere Division
140
South America Branch
141
Central, North America Branch
142
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CRS Service Component Codes (Cont'd)
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Abbreviation Component Code
Near East/Africa Division 150
Africa Branch 151
Near East/South Asia Branch 152
Library 160
Information and Loan Services
Branch 161
Technical Services Branch 163
OC Branch LY 164
SSG Office of the Chief 222
Acquisitions & Dissemination
Division 200
Acquisition Branch 210
Dissemination Branch 230
Support Branch 240
Document & Pictorial Services
Division 300
Technical Support Branch 301
Microfilm Section 333
Document Services Branch 330
'/
~Gr19.l/O0Nik~
Inter-Agency Services 334
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CRS Service Component Codes (Cont'd)
Abbreviation Component Code
SSG (Cont'd) Pictorial Services Branch 340
Photo Section 341
Film Section 342
EDP Support Division 400
Operations Branch 410
Intelligence Processing Support
Branch 420
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SECTION 5
Service Codes
Introduction
The new service codes in this section are
arranged in five groups. With only one exception
(see below), they are designed to be used exclus-
ively by Document Services Branch (Group 1),
Pictorial Services Branch (Group 2), or the six
ISG divisions (Groups 3, 4, and 5).
The primary intent of the changes was to
make them easier to use. This was the objective
behind the reduction in the number of codes, and
their conversion from numeric codes to ones which will
be easier to remember. In addition, considerable
effort has gone into trying to make them more
meaningful.
Here are some general points to remember
when using the new codes:
1) Each code now requires a quantity, including
the codes which cover service not provided.
2) In many instances a single code should
adequately represent the essence of the
request. Statistics concerning document
delivery, photo production, and negative
responses are of some special interest,
however, and some requests may require
multiple coding.
3) The exception to the rule noted above --
that ISG analysts should use only codes in
Groups 3, 4, and 5 -- occurs when documents
are sent from DSB to be screened by ISG
before being delivered to the customer.
The number of documents actually provided
customers is of management interest.
Therefore, a special code has been made
available which indicates the number of
documents sent from DSB to ISG. It is up
to the ISG analyst to select one of the two
appropriate codes from Group 1 to indicate
the number of documents actually delivered
to the requester.
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4) Codes BLC, OLC and SLC are likely to cause some
initial confusion. Here are some pointers:
a) The number of lists -- not the number of
people or organizations -- is now the
quantity.
b) Whether a list of people in a given
organization is a biographic or an
organization request will often be an
arbitrary decision. The requester's
intended use of the product may some-
times help to determine the answer.
If his problem is to identify the nature
of an institute's work by reviewing the
academic backgrounds of its personnel,
the request probably should be classified
as organizational. If the same information-
is produced for a requester who plans to
attend a conference where he might meet
some. of the institute's employees, the
request would be better identified as
biographic.
Most AEGIS runs will use the SLC code.
5) In Group 5 you will note that some general subject
codes require the number of "questions" as a
quantity. What is a "question"? For MIS purposes,
a "question" is a subject/area problem which has
a common theme. A single question may 1) involve
one or many countries, 2) require the exploitation
of multiple files, or 3) include a number of topics
surrounding a common theme. Very few general
subject requests have more than one question.
Perhaps a few examples would help illustrate:
o Problem: Electronic devices produced
by three East European countries --
one question.
o Problem: Border incidents; internal
,.security; size and equipment of the
police force and militia; foreign
technical aid to the security forces --
one question.
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o Problem: Debt liquidation problems
of an underdeveloped nation and,
at the same time, the same nation's
population distribution for an NIS
section -- two questions.
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Group 1 SERVICE CODES
Document Services
Codes in this group are to be used primarily by
Document Services Branch/SSG. They are designed to
record document services to customers directly from
DSB or via another CRS component.
Document
Services/
Retention
Documents
Loaned or
Viewed
Document
Procurement
Document
Information
Service
Documents
In-House
Documents Not
Available
Quantity is number of documents.
For use by IAS. If used, do not
also use codes for retention or
loan/view for the same documents.
Quantity is number of inquiries,
not the number of documents.
Use this code for any documents
delivered to ISG for possible
subsequent transmission to
customers. Quantity is number
of documents.
Quantity is number of documents
requested which could not be
supplied.
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Group 2 SERVICE CODES
Pictorial Services
Quantity is number of unique
photos procured. If used, do not
also use codes for photo products.
Photographic
Shooting Assign-
ments
Retention Films
(or videotapes)
Loaned
Retention Films
(or videotapes)
Screened
Films (or video-
tapes) Procured--
Loaned
Films (or video-
tapes) Procured--
Screened
Film (or video-
tapes) Not
Available
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Codes in this group will be used by Pictorial Services
Branch/SSG for service to customers who request pictorial
services directly from PSB. For photo services through ISG--
biographic, organization or general subject--see Groups 3-5.
Photo Products--
Black & White
CODE COMMENTS
PPB Quantity is number of unique
photos delivered to customer.
Photo products include viewgraphs,
slides and other still photography
products.
Photo Products-- PPC Quantity is number of unique
Photo Products
Procured
is Photo Products
Not Available
photos delivered to customer.
Photo products include viewgraphs,
slides and other still photography
products.
Quantity is number of items
requested by customer which could
not be supplied.
PSA Quantity of 1 for each assignment.
FVL Quantity is number of items loaned.
FVS Quantity is number of items screened.
FPL Quantity is number of items procured.
FPS Quantity is number of items procured.
FNA Quantity is number of items requested
by customer which could not be supplied.
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Group 3 SERVICE CODES
ISG Biographic Information Services
Oral Responses
BIO
Quantity is number of people.
Existing Reports
BER
Use when existing CRS-produced
biographies are provided.
Quantity is number of people.
Other Services
BOS
Use for responses other than oral
or narrative reports, e.g., dossier
or file inspection, brief notes,
SERVICE CODE COMMENTS
The following codes count people (count each person only once):
etc. (If material from manual files
is reproduced, see also BDD below.)
Quantity is number of people.
Ad Hoc ,Narrative BNR
Reports Written
Biographic Hand- BHR
book Reports
Written
Finlntel Reports BFI
Written
(e.g., IM's)
New or updated narrative or form
reports, airgrams, etc. Quantity
is number of individual biographies.
Quantity is number of individual
biographies.
Quantity is number of individual
biographies.
Quantity is number of biographic
inquiries--usually the number of
people--which could not be answered.
Do not use if a negative response
satisfies the customer's needs
(e.g., derogatory info. requests).
The following codes count products delivered:
ISG Documents BDD Must be used with any "people-
Delivered counting" codes above when documents
from ISG's holdings are provided.
(Do not use for Existing Reports.)
Lists of Cita- BLC Quantity is number of lists (e. g. ,
tions, References AEGIS runs, directories, etc.)--
or Information-- not items listed. (NOTE: Use
Manual or Machine either DSR or DLV from Group 1 for
Doc. Ser. Branch documents actually
transmitted to the customer.)
Personality
Photos
BPP Photo products supplied to cus-
tomer through ISG. Quantity is
number of unique photos.
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Group 4 SERVICE CODES
ISG Organization/Installation Information Services
The following codes count organizations or installations
(count each only once):
SERVICE CODE COMMENTS
Oral Responses 010 Quantity is number of organiza-
tions or installations.
Other Services OOS Use for responses other than
oral or narrative reports, e.g.,
dossier or file inspection, brief
notes, etc. (If material from
manual files is reproduced, see
also ODD below.) Quantity is
number of organizations or
installations.
Ad Hoc Narrative ONR New or updated narrative or form
Reports Written reports, airgrams, etc. Quantity
is number of individual reports.
Existing Reports OER Use when existing CRS-produced
biographies are provided. Quantity
is number of organizations or
installations.
Not Answered ONA Quantity is the number of inquiries--
usually the number of organizations
or installations--which could not
be answered. If a negative response
satisfies the customer's needs, do
not use this code.
The JoZZowin,y codes count products delivered:
ISG Documents ODD Must be used with any code above
Delivered when documents from ISG's holdings
are provided. Quantity is number
of documents. (Do not use for
Existing Reports.)
Lists of Cita- OLC
tions, references,
or Information--
Produced Manually
or by Machine
Photos Pertain- OPP
? ing to Organiza-
tions or
Installations
Quantity is number of lists (e.g.,
AEGIS runs, directories, etc.) --
not number of items listed. (Use
either DSR or DLV from Group 1 for
Doc. Ser..Branch documents actually
transmitted to customer.)
Photo products supplied to customer
through ISG. Quantity is number of
unique photos.
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Group 5 SERVICE CODES ?
ISG General Subject* Information Services
The following codes count
Oral Responses S,IO
The following codes count
ISG Documents SDD
Delivered
Lists of Cita- SLC
tions, or Refer-
ences--Produced
Manually or by
Machine
Photos of
General
Subjects, Not
Specifically
Biographic or
organization/
Installation
COMMENTS
"questions"" (count each only once):
Quantity should be the number of
questions.
Use for responses other than oral,
e.g., dossier or file inspection,
brief notes, etc. (If material
from manual files is reproduced,
see also SDD below.) Quantity is
number of questions.
Quantity is the number of questions
which could not be answered. If a
negative search satisfies the
customer's needs, do not use this
code.
products delivered:
Must be used with any codes above
when documents from ISG's holdings ?
are provided. Quantity is number
of documents.
Quantity should be the number of
lists, not the number of items
listed. (Use either DSR or DLV
from Group 1 to record Document
Services Branch documents passed
on to customer.)
Photo products supplied through
ISG. Quantity is number of unique
photos.
* General subject requests are those which are not specifically
concerned with personalities or organizations/installations.
** Most subject requests involve a single "question", i.e.,
a research problem having a common theme.
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SECTION 6
File Codes
Listed below are some of the files and other
resources used in answering requests. For those
not already listed on Form 2816, please supply the
listed code in the space labeled "Other". Certain
files unique to the USSR Division, FEPAC Division
and the Pictorial Services Branch are listed
separately. New file codes are marked with an
asterisk (*)
FILE NAME CODE
Analyst's Desk Snag Files and Misc. AF
Reference Material
AEGIS Low-Level Organization
52
AEGIS Personality (Travel & Organ-
53
izational Affiliation) File
AEGIS Subject File
50
Background Files 1/
(All Types)
01
Biographic Card Files (One Name)
02
Biographic Dossiers
(Including Indexes)
04
Bibliographic File
(SOVBLOC)
03
Category Files
17
Chiefs of State
69
1/ Note that the pre-printed list on Form 2816 carries
this under the designation of "Org. Folders."
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FILE NAME
CODE
Codeword File (#4 File)
31
Codeword Keyword Title Indexes
43
Codeword Organizations File
(#6 File, #7 File, and #8 File)
34
Codeword Personality File (#9 File)
37
Codeword Subject/Commodity File
(#1 File)
DDP Travel File (ZOMBIE/ZODIAC)
Ground Photo Index
Ground Photo Print File
Intellofax
40
IPI
22
International Conference & Travel
File
'73
Leader Appearances (Soviet & Asian)
67
Library Collections -- Circulation 1/
LC*
Library Collections -- Reference 1/
LR*
Library Collections -- Serials 1/
Open Reference Index
Personality Photo Print File
LS*
Plant Folders (Including Indexes)
Town Folders (Including Indexes) 08
Ke,-MD4~. I -~ r M, N,4 L n r-*
P.S M RS
1/ ISG analysts are encouraged to cite the appropriate
file code when they use the Library collections in
support of requests without the assistance of a
librarian.
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FILE NAME CODE
USSR Division Files
ALADIN AL*
Biblio, New BN*
Biblio, Organization BO*
CIRCOL CI*
DDP Checklist of Soviets Abroad CL
Directory of Soviet Officials DS*
HAVECHECK--Institute File HI*
HAVECHECK--Name File HN*
LETOPIS' LE*
Model/Type Brochures (Including Index) 07
NSA/G NG*
NSA Soviet Military Personality Index SM
NSA Travel File 90
Sensitive SI USSR File (Hard Copy) 14
Sensitive USSR (AEGIS) File 83
Soviet Elite File 70
SPIF (Soviet Personality Sp*
Identification File)
VEDOMOSTI VE*
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FILE NAME
FEPAC Division Files
CHICOM Criticism File
68
CHILECT
CHIOFF
HOMETOWN
Pictorial Services Branch Files
CIA Photo Panel
18
DIA Photo Panel
Master Ground Negative File
GN*
Master Personality Negative File
PN*
MOPIRE (Film Section) 81
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