MICROFORM SYSTEM PARAMETERS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000100180002-6
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 65
• Document Creation Date: December 12, 2016
• Document Release Date: August 7, 2002
• Sequence Number: 2
• Content Type: LIST

PYRGHT
MlcroFO~~'K s Ys IET~I PAI~t~I,~~. ~r~~. RS
Approved For Release 2002/08/26
~OLL'I~ of. material in data base
,~;;
2. RATE' OF CHANGES AND ADD:~TIONS~ in, data base
3? Natural BREf~KDOGTN OF THE DATA BASE irLto sub-collections;
subject, azzi~hor, time pex?iod, equipment, etc.
1ENI`S and/or m:Ccroform du~~l.icdtion
(fir_L-e) to be made at point or end ~.zse
E~:er L~~d fram a pzpe?' presezit~~d at tf~.e 19,9 T.'a.tion~al Microfi_a.zn ,4ssoci.ation.
Cor.~~~=:zzL-ion by Josen}; ~~; o Poir. ier. and daz~~~:s Fcs~:?ac:y of In.formatior! Dyriamic:~
Corpc;ra.t-.ion. (Sc~. L~i.d>11..og~"~';:lzy
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 ._a',. s eyV d i feh 5 h~ e '~es~ '~'e es
Features fo be scored after comparative e~,~aluafions. .
Approved For Release 2002/08/26 : CI - - ~
c. ~: ~ r ~ ,
screen E3righfness
1.
Is it comfortably readable regardless of ma-
chine's position (front, back or sideways to
window or artificial light source)?
Score
2.
Is image brightness adjustable when going from
negative to positive microfilm (or vice versa)?
Score
ma~;e Sharpness
3.
Does the projection lens have a large aperture
and is it anti-reflection coated?
Score
4.
Does it have a flat field without "edge falloff"
.of image?
Score
5. Are there both good depth of focus and depth
of field?
Score
~i'v/ing Convenience
~+. Is there adequate viewing angle to read com-
fortably from several positions, even 2 or 3
people simultaneously?
~Grrier Design
7. Is it easy to load and unload various unitized
fcrrnats efficiently, either of vertica{ or horizontal
material?
:~:~~ of Scanning
~. Go controls permit one-hand operations left or
right hand? Is image location quick, easy and
accurate? Score
?i.avratins~, t~loise
G. Does the reader run noiselessly? If there is a
cooling blower, is it quiet? Score_
`Is~:ra~ting "i"amperaiure
f. Does it run cool? Is there any heat apparent to
the user? Score
ilrn I~rotecfion
1. Is the film being viewed always protected by
glass plates while being indexed or read? Score
.. Can film be left in the carrier (light on) for an
hour or longer without being appreciably
damaged? Score-
s,ful Lamp Life
~. Which reader has the longest rated lamp? Is
there gradual light drop-off.Does tl~e lamp oper-
ate at higher than its rated voltage? Score
~s~ Prof:ecfion
~. Rute the readers from the stahdpoint of design
avoidance of potential dust accumulation in the
~: s?een Size
a. is the screen at least 1.1" high to project an
81/2 x 11 original same size? Score - -
!00??-1'alrcing Convonienca
::. fan you sit comfortably in front of the reader
to take notes conveniently? Score _ __ _------
TOTAL SCORE (All Factors) -...._.~._
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 ~ ~ ~- Approved For Release 2002/08/26: CIS-RDP74-003908000100180 -
BIBLIOGRAPHY
Microform Systems
1. Rome Air Development Center, A SUMMARY OF__TIIE STATE-OF-THE~ART
IN MICROFILM DOCUMENT STORAGE AND RETRIEVAL SY_STE_MS. Rome,
New York.September 1967-(RADC-TR-67-496) ~..
2. Teplitz, A. and Kiriyama, I., INTRODUCTION T_0 MICROF_ILM_S_YSTEMS.
Santa Monica; Systems Development Corporation, 19b4 (AD-461349)
3. Kish,.J. L., A Systems Approach to Microfilm. REPRODUCTION_
REVIEW, July 1968, pp 40,41.
4. Yerkes, C. and Wolf, D.R., AN INTRODUCTION_TO MICROFILM EQUIPMENT,
MATERIALS, SYSTEMS. AND APPLICATIONS. Annapolis, Maryland-1969
5. Tate, V. D. (Editor), PROCEEDINGS OF ANtN_AL MEETING_S_ AND CON-
VENTIONS, 1966, 1967, 1968. The National~Microfilm Association,
Annapolis , Maryland ~ ~'
6. Poirier, J. E. and Forney, J. F., FORMATS AND SYSTEM CONSIDERATIONS
FOR MICRO-PUBLISHING AND INFORMATION SYSTEMS. Paper presented
at 1969 National Microfilm Convention. .
~ Approved For Release 2002/08/26: CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
~ppr ~ For ele~~te9 2002n108/26 : CIA`~P7~?O~i1390R0~1~018~2~?;
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
~~ Approved For I~ele~se 2002t.A87~~ :' CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
OFFQER
END WITH
JOB NUh?~3ER
TIME SPENT ON FILE PREPARATION
DATE AND Tt1rS"c STARTED
DATE AND Tt64E STOPPED
INDTBALS OF INDtYPDUAL
~ _ _~
------
APPROXIMATE PERCENTAGE OF MATERIAL
LEFT IN BOX AFTER PURGING:
DATE COtdPLETED
.__
.
9
0
_
__
sIGNATURE
RCB CONTROL OFFICER USE ONLY
THIS BOX COMBINED WITH BOXES ; ;
FCR FILMING.
DATE SIGNATURE, RCti CONTROL OFFICER
I
Approved For Release 2002/08/26: CIA-RDP74-003908000100180002-6
 ILLEGIB gpproved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
;a. A uniform overall system of targets is recomu~ended as 8ollowst
~36" of leadar fil m preceding the targets.
i ~~rget No. 1. -Classification
Approved For Release 2002/08/26 :~ CIA-RDP74-003908000100180002-6
,. ~ , . ~ - rro~ eoz number - }813: number ,..,,..:...
;.~~ 3 -Vital Storage Records^Filmed by Printing Serviees:nipison.'~~.
8 -Contents .
~~ ; -----
-~.~., ~_ vuui~r~ ntuaper .- La'to filmed -. Grey Scale ,
~n r,-,----s.~., --
~
--- -- - w ....... ,..
.... is
i
", leader, film following., the , last_aargot: ~..;_',~,
 TINTL
1 June 1971
After reviewing the kit I am convinced
a. Each form must have an official Agency form number and not
a kit number.
All will be the same 8 x 10 1/2" size.
b. Let's get PSD to furnish a Resolution Target.
an explanation and horizontal classification word of Secret
c. The wording on the classification forms 2 & 3 should include
or Confidential - Create another for Top Secret.
This mat~rial.on this microform has ~.
a security~Defense.Classification of
"
IP
S E C R E T
/ ~'
subject.to automatic-Downgrading.
This .material .is in-Group 1 and not
~C
d. Item 4 should contain the statement:
Where did the design originate?
f. I don't understand 6 & 7.
I feel the File Name or Index are important enough to
stand alone and not within a flash card. Let us discuss
these two.
g. I would like a lined card and format prepared for
h. We will have too many flash lines in film and they will
no longer alert as intended.
Let the Reel start and end without lines. ~~ ?~-~ ?1?
Approved For Release 2002/08/26: CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26: CIA-RDP74-003908000100180002-6
i. The same for items 10 and 11 and 12.
They are full page forms.
How does 13 and 15 differ from what you have on No. 6?
No. 14 and 17 ~ too glaring. A simple retake note
dill suffice.
k. Why do we have No. 16 in addition to the back of
Camera certifiers form No. 62?
1. No. 18 reduction ratio should be part of the resolution
Chart. ~
STATINTL
Approved For Release 2002/08/26: CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
CC'd~~vNFwT NFtMF iN r-~cc.~
C~~~E T~rE C ~
Cf,~E ARR~n,~-rtE~vr'
~~wcc.us~~~ A~'Fs)
~N tc2o F~ ~M P/zv~-cr ~o~
~`1`~'AC~pr~B'~or Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26: CIA-RDP74-003908000100180002-6
Microfilming Proposal for Evaluation, Form 3239
has been completed. The Directorate RMO and the
Agency RMO has reviewed the. Evaluation and have
concurred.
The following additional information is needed
(in narrative form) to complete the final evaluation
of the Microfilm Proposal.
File Identification /
User Office /
To identify with Evaluation
PROPOSAL: a. Describe contents and purpose, and how
the new system would work.
b. Would there be copies of film in central
file or elsewhere? If elsewhere, where
and what type and form (original silver
negative on reel, Diazo or Kalvar on
reels, cartridges or cassettes.
c. Arrangement of film.
d. What reduction ratio would be needed.
e. Index -- if one needed, describe.
f. Describe the guides and targets to be use
Disposition Instruction. (Covers, paper
copy, and film -- both negatives and work
copies).
ADVANTAGES: Describe in detail the advantages to be
derived from installation of the proposed
system.
/a. Operational efficiency
/ b. Space saving
/c. Management improvement
/d. Attainment of the objectives
~/e. Costs
~'f. Manpower
Approved For Release 2002/08/26: CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26: CIA-RDP74-003908000100180002-6
g. What end products will be provided --
to whom, and for what purpose or tasks?
ALTERNATIVES CONSIDERED
Describe in detail alternative solutions considered
and the reasons this proposal was chosen and others
were rejected. What are the consequences of doing
nothing?
RELATIONSHIP TO OTHER PROJECTS
a. What is the system relationships of
this proposal to other projects: on-
going; developmental; and planned?
b. How does this proposal fit into the
overall plan for your component?
c. What existing projects or activities
will- it replace or impinge upon?
d. What impact will the development of
this project have upon other projects
in terms of allocation of manpower and
equipment resources; identify all
relevant time frames and target dates.
CONVERSION PLANS
a. Describe in detail what will be involved
in conversion.
b. Will it be necessary to rearrange
material? (if yes describe in full
detail).
c. Can the material be screened? If so,
what per cent can be destroyed?
d. Who will do the screening and arrangement?
e. Who will do the camera work?
f. What support will PSD/OL be able to give
this project?
g. Will the filming be done in the office?
If not, where?
Approved For Release 2002/08/~~;-CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26: CIA-RDP74-003908000100180002-6
PRIORITY: What is your assessment of the priority
of this project in relation to other
projects in your component -- in the
Directorate?
HARDWARE ,REQUIREMENTS
a. Camera (s)
1. Type, Number, Moclel etc.
2. Who will furnish?
3. Are they to be purchased or
loaned?
1. Type and Numbers
2. Location(s) of each
c. Reader/Printer
1. Type and Numbers
2. Location(s) of each
3. Are they to be purchased or loaned?
Approved For Release 2002/08/26: CIA-RDP74-003908000100180002-6
-3-
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
ARMY REGULATION HEADQUARTERS
DEPARTMENT OF THE ARMY
No. 340-22 VPASHINGTON~ D.C., 19 July Y968
MICROFII.MING OF RECORDS ~ _~:-.
TAGO 87A-July 340-4.65?-88
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
?19 July 1968
CHAPTER 1
GENERAL
1-1. Purpose. This regulation outlines the policy
and the responsibilities to accomplish micropho-
tographic operations and prescribes the adminis-
trative procedures to be followed to initiate and
conduct microfilming projects in the Department
of the Army.
1-2. Technical procedures. Technical Manual
12-257 contains the basic technical procedure to as
complish a microfilming project which will result
in a file of film rolls containing records organized
and indexed in a manner similar to that used for
paper records housed in a file cabinet. TM 12-257
does not contain procedures for projects of a more
complicated nature such as those involving the use
of aperture cards, input to or output from auto-
matic data processing equipment, microfiche, rapid
or automatic retrieval of filmed information, data
transmission and other sophisticated systems. TM
12-257 may be obtained through normal
ublica
p
-
cations distribution channels and will be requisi-
tioned only for planning a microfilming project or
for use on an approved microfilming project.
% 1-3. Definitions. The following definitions apply
when used in these regulations or in any agency or
command instructions which supplement these
regulationsr
a. Microfilming. The technique of producing
miniature images on photographic film.
b. Class "g" microfilming. All microfilming ac-
tivities involving the disposal, preservation or
security of records identified as permanent in the
files disposition standards contained in regulations
governing the disposition of records, and meeting
the requirements contained in paragraph 1-5 be-
low. This class also includes microfilming opera-
tions performed for procedural purposes as
described in paragraph 1-5d. It does not include
microfilming performed as part of an Automatic
Data Processing System wherein microfilming is
an integral part of the overall system. All Class
;`A" microfilming must be approved by The
Adjutant General.
c. Class "B" micro filming. All other microfilm-
ing activities not covered by b above, including,
but not limited to, microfilming for the purpose of
duplicating records in film or paper form; produc-
ing multiple reference copies ; collecting intelli-
gence and other information; distributing and
exchanging scientific or technical data; and copy-
ing or abstracting research material in the field
of the arts and sciences.
d. Micro filming equipment. All cameras,
readers, and other related equipment required for
microfilming operations including equipment
needed for the making of reproductions from
microfilm but excluding punch card machines
(PCM) equipment.
e. Microfilming supplies. All supplies required
by the Department of the Army for microfilming
operations including film and paper used for mak-
ing reproductions from microfilm.
f. Responsible headquarters. The use of this
term refers to the officials listed in paragraphs '
.~-~ and ~.-3 who are responsible for the super-
vision of records management activities within
their respective areas.
1-4. Legal status of microfilmed records. a.
General. The introduction of a record as evidence
in a court action requires that the original record
be produced or that a sound reason be established
for the substitution of any type of copy. When a
record has been microfilmed and the original has
been destroyed, that fact constitutes a sufficient
reason for the inability to produce the original
paper record. If a record has been microfilmed
during its passage through an office, the microfilm
becomes the current official record of the transac-
tion. Since no paper record has been destroyed,
the admissibility of reproductions from micro-
film of this type will be determined by the court
on the basis of "best evidence." All reproductions
from microfilm must, however, be authenticated to
the satisfaction of the trial court.
b. Records destroyed under statutes. The dis-
posal of records of the United States Government
is governed by Federal statutes. Substantially,
these statutes provide that duly authenticated
microfilm reproductions will be treated as the
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
AB 340-22
original paper records for the purpose of their
admissibility in evidence. The act of 7 July 1543
(57 Stat. 380, as amended ; 44 U.S.C. 366-376,
378-380), and title 28, United States Code, sec-
tion 1732, concern the disposition of records and
admissibility of microfilmed records. Although
some State courts may refuse to recognize the pro-
visions of the Federal statutes, they may admit
such reproductions after it has been established
properly that the microfilming of the original rec-
ords and -their subsequent destruction was made
pursuant to the above-mentioned statutes.
c. MicrofiLrns scot covered by statiwtes. ~phen
the microfilming was performed to avoid the crea-
tion of a paper record, or a duplicate thereof, it
may be necessary to submit a reproduction from
microfilm as the only available evidence. If it is
necessary to explain the failure to produce the
paper records, the fact that microfilming was ap-
proved by higher authority and assigned a control
number is sufficient evidence that microfilming
was a routine procedure of the'office.
d. Precautions. Much litigation, time, and legal
costs will be saved .if, at the time of microfilming,
records are maintained which will-
-' (1) Establish the existence, at one time, of
t}ie paper record and its competency as evidence.
(2) Show that the reason for its destruction
or nonproduction in court is free from suspicion
or.fraud.
(3) Establish the accuracy of the micro-
photographic ~technic~ue.
1-5. Policy on microfilming. All class "A" micro-
filming must be approved in advance by The
Adjutant General. Procedures for the_ submission
of proposed microfilming projects are contained
in chapter 5.~ In general, proposed microfilming
projects will' be approved only when they meet the
following requirements
a. Disposal micro fcliming. This type of class "A"
microfilming will be authorized only when the cost
of retaining a group of records for their estab-
lished retention period would exceed the initial
cost of microfilming and the cost of equipment
required to utilize the records in microfilm form.
Generally,,it is uneconomical to film records which
may be destroyed or retired to a records center in
15 years or less.
b. Preservation micro fi7~ninq. This type. of class
"A" microfilming will. be authorized only for
19 July 1968
records of established permanent value when they.
are found to be deteriorating, fading, or becoming
brittle to the extent of endangering their record
value. In general, this type of microfilming will be
limited to records in records centers.
e. Security micro fiLminq. This type of class "A"
microfilming will be undertaken only for records
which are determined to be essential to the conti-
nuity o foperations and the prosecution o f a major
war effort (both requirements must be met) pro-
vided copies of such records are not already avail-
able. Essentiality of records proposed for security
microfilming must be certified personally by the
head of the agency proposing a project of this
nature. '
d. Procedural micro filming. This type of class
"A" microfilming is performed for the primary
purpose of saving labor and time in large-scale
repetitive operations. Procedural microfilming will
be. undertaken. only when it will effect a reduction
in the:cost or, when time, is the essential factor, a
reduction in time in the performance of repetitive
operations. Under some circumstances the use. of
procedural microfilming may save time and, ex-
pense in the following respects :expedite the work-
flow;.; reduce handling; curtail movement of~
personnel or materials; reduce requirements for
supplies, equipment, space; shorten searching
time; eliminate standby or make-ready time; or
reduce mailing and transportation costs.
1-6. Microphotographie standards. Microfilm-
ing standards for the Federal Government are es-
tablished in Federal Property Management
Regulations entitled "Records Management" is=
sued by the General Services Administration. The
standards prescribed in this regulation and
TM 12-257 are designed to meet those require-
ments. The following standards. govern the micro-
filming of permanent records
a. The integrity of the paper records will be
preserved on the microfilm. The microcopies will
be so arranged, identified, and indexed that an
individual document or component of a records
series can be located with reasonable facility, and
will contain all significant record detail needed for
probable future reference.
b. The film stock used in making microphoto-
graphic copies will comply with Federal Stand-
ard No. 125a (24 April 1958) and the latest issue
of United' States of America Standard Specifica-
TAQO 87A
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 ?tions for Archival Film. Accordingly the film will
be so processed that after processing it will con-
tain not more than 0.005 milligram of hypo per
square inch.
c. The provisions for preserving, viewing, and
maintaining micro-copies of the paper records will
meet the requirements of TM 12-257.
d. tiPhenever an agency deems that the master
microphotographic copy of permanent records is
deteriorating or will deteriorate as a result of use
or other causes, the agency will make a duplicate
copy for its own use and will request disposition
instructions for the master microphotographic
copy from The Adjutant General, ATTN:
AGAR-P.
?
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
19 Julq 1968
1-7. Disposal of records. a. The disposal of
permanently valuable records will not be ap-
proved until disposal authority is received from
the Congress of the United States. Accordingly,
agencies proposing to microfilm permanently
valuable records for disposal purposes will request
authority to destroy the records before the micro-
filming project is actually undertaken. Approval
of a microfilming project does not constitute au-
thority to dispose of the paper records. Records
which have been microfilmed will be destroyed
only upon specific authorization of The Adjutant
General.
b. The disposition of records in microfilmed
form is governed by the regulations pertaining to
the disposition of paper records.
? Tao s7s
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
19 .Tuly 1968 AR 340-22
?
CIiAPTER 2
BASIC USES OF MICROFILM
2-1. General. The basic applications of micro-
photography are listed in a through e below. A
discussion of each of these applications is con-
tained in this section.
a. To save labor and time in performing repet-
itive operations.
b. To insure the safety of essential records.
c. To duplicate records in microfilm or paper
print form.
d. To save space and equipment in storing
records.
e. To preserve deteriorating records.
2-2. Microfilming to save labor and time in per-
forming repetitive operations. One of the bene-
ficial uses of microfilm is to save labor and time in
performing repetitive operations. In most applica-
tions of this type, performing a task by means of
microphotography will also effect a monetary sav-
ings over other methods
There are man
ossible
.
y p
beneficial uses of procedural microfilming. A few
of these uses are presented below for illustrative
purposes.
a. Substitute for "logging." When an operation
requires a large amount of conventional "fogging"
in a chronological, serial, or receipt sequence, and
when it is desired to eliminate costly manual tran-
scription of information from one record to an-
other, the use of microphotography as a high speed
and accurate substitute for tedious and time-
consuming recording should be considered. In such
an operation not only may the recording time and
personnel requirements be greatly reduced, but
microfilm copies can provide complete and ao-
curate information rather than the abstracts or
briefs commonly provided by conventional.
systems.
b. Substitute for fllinq. Microfilming may be
used as a substitute for filing to save time, equip-
ment, and space when the arrangement of the
documents is such that filming is practicable and
the volume of the material is sufficiently large to
result in economical filming operations. Filing
operations requiring the retention of record or
reference copies of messages, requisitions, receipts,
? TACO 87A
purchase orders, bills of lading, transportation re-
quests, manifests, and other documents arranged
serially or chronologically should be considered as
potentially beneficial areas for microphotography.
c. Preparing lists and inventories. Where stock
inventories have to be prepared at many locations
and be forwarded to a central point, it may be
found desirable to microfilm the stock control
cards at the point of origin and forward a strip
or reel of microfilm to the central office rather than
prepare a list of items and quantities involved.
Such a system will also be found to afford a high
degree of accuracy and obviate the necessity for
time-consuming, detailed checking.
d. Expediting flow o f documents. Operations
which require the rapid flow of documents from
one point to another, in order to expedite action
can, in many instances, be benefited by microfilm-
ing the documents and forwarding them to their
destination with almost no delay. The retained
film copy can then be utilized for future reference.
e. Other uses. Microfilming may also be utilized
to furnish detailed "field" reports to "head-
quarters" offices; to permit the audit of accounts
at a central point thereby eliminating the time and
expense involved in the travel of auditors; to
record checks prior to depositing in a bank; to re-
duce the weight and bulk of mail; and for indus-
trial uses, such as recording meter and gage
readings; and in many other ways. ,
2-3. Microfilming to insure safety of essential
records. Records which have been determined to
be essential may be microfilmed as insurance
against loss through the hazards of war. The paper
records then may be retained at the point of origin
and the microfilm stored at a more secure location.
Because microfilm can reduce the bulk of a given
quantity of records by as much as 98 percent, this
process is particularly beneficial when storage
space is critical at the alternate storage location.
One cubic foot of storage space will house 108 reels
of 16-millimeter film or 72 reels of 35-millimeter
film. This condensed volume of files can easily be
accommodated in a vault area or in a safe file.
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26
AK 340-22
2r4. Microfilming to duplicate records in micro-
film or paper print form. The advantages of
using microfilm to duplicate records are the speed
with which they may be copied, the comparatively
low cost of the film, and the compactness of the
microfilm file. Generally, all microfilming results
in the duplication of paper records in film or re-
produced paper form. This? use of microfilm, how-
ever, is distinguished from space and equipment
savings projects by the fact that no destruction of
the paper records is contemplated at the time the
records are photographed.
a. Duplication o f records on film. Portable
microfilm equipment is frequently used for the
rapid collection of intelligence and other data..
Conversely, microfilm is also employed to dis-
tribute technical data, such as articles in medical
journals and bulky engineering drawings. Careful
planning of this type of work is as essential as
when records are being microfilmed for other pur-
poses. The ease with which microfilm copies can
be made frequently leads to overproduction of non-
essential material with the result that genuinely
useful data are difficult to find. Indexing should
be simple, but adequate. The reduction ratios and
placement of images must be such that the film
may be read on the simplest types of viewing de-
vices which are frequently the only types avail-
able for field use.
b. Multiple' re f erence copies. Where a consider-
able volume of paper records must be used in more
than one location, microfilm may be an economical
solution. This differs from the type of duplication
mentioned in a above only in the number of micro-
film copies made. This use of microfilm may con-
sist of negative film in roll form or "unitized"
negative film in strips of several images or a single
frame mounted in an aperture card. Additional
copies of the original film negative can be made by
several different processes for distribution to other
locations or users.
c. Duplication o f records on paper. Where du-
plicate copies of records are required in paper
form, microfilming can be used as an intermediate
step in the duplicating process.
(1) Continuous enlargements. Enlarged
paper prints can be produced at relatively low cost
and high speed in several types of continuous
printers. The advantages of this method are the
speed of reproduction, the relatively low cost, and1
the ease of collating the finished prints. Its most
economical use is in cases where the quantity to be
reproduced exceeds 5,000 sheets of paper.
(2) Standard photographic enlargements.
Where only a limited number of paper prints are
required, paper reproductions can be made from
the film by the use of certain 16-mm and 35-mm
microfilm reader-printers, a microfilm enlarger,
and several other methods.
(3) Substitute for other duplicating methods.
Microfilm may be used as a substitute for other
"quick copy" methods of reproducing records.
When large quantities are involved, a paper copy
produced from microfilm has a lower average cost
than many other methods. Where microfilm cam-
eras and reproduction equipment capable of large
volume are available, this method of producing
copies of records should be investigated with a
view to reducing unit cost. ~
2-5. Microfilming to save space and equipment
in storing records. The desirability of microfilm-
ing to save the cost of space and filing equipment
must be judged on the basis of savings in space
and equipment costs after the cost of microfilming
has been deducted. Detailed discussion of these
costs will be found in chapter 6. Prompt disposal
of valueless records and prompt retirement of
other records in compliancq with disposition stand-
ards contained in regulations governing the dispo-
sition of records are the two major means for re-
ducing recordkeeping costs to a minimum. Ap-
proximately 200 file drawers of letter size material
can be stored 'on microfilm in one 9-drawer film
file cabinet. Floor space requirements ca.n be re-
duced from 300 square feet for paper records to
6 square feet for microfilmed records-a floor
space saving of 98 percent.
2-6. Microfilming to preserve deteriorating
records. When records of permanent value are
found to be deteriorating or becoming brittle be-
cause of poor quality paper stock or fading be-
cause of the use of fugitive inks such as that used
in "ditto" or other "spirit" duplicators, microfilm-
ing may prove to be one of most economical meth-
ods of preserving the information contained in the
records. Permanent records which are becoming
badly mutiliated through constant use may also be
preserved on microfilm.
TA(30 87A ?
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 ?
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
19 July 1968 Aft 340-22
CHAPTER3
DISADVANTAGES OF MICROFILM
3-1. General. Microfilming has disadvantages
which must be taken into account whenever the
application of this technique to records is con-
sidered. The common disadvantages are-
a. Necessity for perfecting the arrangement of
files before filming.
b. Necessity to overcome photographic difficul-
ties caused by the physical characteristics of the
records.
c. Inability to conveniently interfile material
after filming if the film is kept in rolls.
d. Difficulties of utilizing microfilm records for
reference.
3-2. Perfecting arrangement of files. a. A cer-
tain amount of rearrangement is frequently neces-
sary when a paper file is microfilmed. This is
usually because variations in the standard pattern
of filing are not reflected in the finding media and
_ all the finding media in a paper file cannot be
transferred to microfilm without .excessive index-
ing cost. The searcher normally has no way of
quickly recogmzmg deviations from the standard
filing pattern on microfilm. If a file contains
many special folders, then interfiling may be
necessary. In such cases a special target may also
be photographed at the beginning of the file sec-
tion calling attention to the fact that special fold-
ers will follow the general folders. when images
of the paper records are spread out on a ribbon
of microfilm in alphabetical, chronological, or
other sequence, searching of the film will be costly
where there are exceptions to the standard se-
quence. Such problems do not make the conversion
to microfilm impossible. They merely emphasize
the importance of advance planning and thorough
understanding at the operating level of this essen-
tial difference between paper and microfilm files.
b. One of the advantages of a file on microfilm
rolls is that once the records are in order they will
remain in order. The inability, however, to alter
the arrangement of the microfilmed records be-
comes adisadvantage when the paper records were
not in order before they were filmed. Changes can-
not be made economically after the paper records
?Taoo see
have been destroyed. A file that does not have some
misfiled material or some peculiarity of file
arrangement will be found to be a rare exception.
It has been the experienced of all well-organized
microfilming projects that the handling of records,
paper-by-paper, will bring many errors to light.
In a large alphabetical file, for example, material
belonging under A will be found in the files from
B to Z. Since perfection rarely exists in a paper
file because of misfiling, failure to return with-
drawn material, and other factors which will con-
tinue as long as the file is in paper form, complete
perfection on microfilm is not normally essential.
It is usually not practical to perfect the files in
their entirety before microfilming is undertaken.
The degree to which the files should be perfected
will depend on the importance of the records and
the probable frequency of reference. Projects re-
quiring an extensive amount of rearrangement
or improvement will prove correspondingly
expensive.
3-3. Photographic difficulties. Wide variations
in physical characteristics, particularly in colors
of paper and amount of contrast between the
legend and the paper color, make the production
of good quality microfilm difficult. A good film
image normally can be produced when the amount
of exposure is adjusted accurately for each docu-
ment. However, when large numbers of documents
must be filmed each day the precise adjustment of
exposure for each document is not practicable. Fur-
ther, wrinkled and folded documents must be
smoothed and flattened and the filing sequence of
documents must be maintained. In view of the
many difficulties normally encountered, the micro-
filming of the typical file is far from an automatic
process of feeding papers through ahigh-speed
camera. Experience has shown that trained per~n-
nel and technically competent supervisors are re-
quired to produce quality microfilm.
3-4. Interfiling difficulties. Once a file has been
microfilmed, it is very difficult and costly to add,
in its normal sequence, material subsequently
received. If a chronological correspondence file is
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26
AR 340 22
to be microfilmed, for example, the files must be
cut off on a predetermined date and the microfilm
should not include material received subsequent to
that date. This creates difficulties with replies or
indorsements received after the cutoff date of the
basic communication. The usual solution to this
problem is to postpone microfilming until the files
are closed completely. An alternate method of soly-
ing this problem is to microfilm additional papers
on a supplemental reel and to cross-index to the
original film. This system, however, necessitates
reference to two or more film reels when informa-
tion from the file is required.
3-5. Reference difficulties. a. Comparative
searcJ~ing time. The time required to find a record
on rolls of film may take longer than would be
required if the records were available in a paper
file. The basic reason for this is that once the file
drawer of paper records is opened, the search is
quickly localized by easily recognized file guides
and no more time is required to reach to the rear
than to the front of the drawer. On a microfilm
reel containing the equivalent of almost a drawer
of records, the time required to hand wind the film
to the 75th foot will be three times as long as for
a record at the start of the reel. Conversely how-
ever, much travel time from the working area to
the files area can be saved by having on microfilm
reels the equivalent of many file cabinets in close
proximity to the searcher.
b. Compa7~ing documents. Gomparing docu-
ments on a microfilm reader can become a difficult
CIA-RDP74-003908000100180002-6
19 July 1968
and time-consuming operation. The reason for this
difficulty is that the image of one document dis-
appears from the reader screen when the film is
moved forward or backward to the photographic
image of another document. Unless the searcher's
memory is exceptionally good, a notation of the
data appearing on the first record will have to be
made before winding the film to the second docu-
ment. This is less convenient than having the
paper records side by side.
c. Fixed location o f viewers. The fixed location
of viewers is another disadvantage which must be
considered. When records have been miccofilmed,
the user must go to the microfilm reader. The
number of readers must be sufficient for the peak
use of the records. Two searchers cannot refer
simultaneously to two files on the same reel of
film. The only way to prevent this disadvantage is
to refrain from microfilming records requiring
frequent references at scattered locations.
3-6. Balancing advantages and disadvantages.
The above disadvantages are listed in detail, not
to discourage the use of microfilm, but to fore-
warn the prospective user of the inherent problems
encountered in many files. Against these disad-
vantages must be balanced the known economy of
space and physical convenience of compact files
preserved on microfilm. The more permanent the
paper file, the more costly it is to the Army to pre-
serve, and for relatively inactive files some in-
convenience to the user may be more than offset
by savings in maintenance costs.
TA00 87A ?
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 ?
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
19 July 1968 AR 340-22
CHAPTER 4
RESPONSIBILITIES
4-1. General. This chapter establishes the respon-
sibilities of officials of the Department of the Army
for microfilming.
4-2. The Adjutant General. The Adjutant Gen-
eral is responsible for-
a. Formulating the policy for and the staff di-
rection of microfilming management in the De-
partment of the Army.
b. The supervision, centralized control, and final
approval of all class "A" projects and assignment
of project control numbers thereto.
c. The conduct of all negotiations with the Ar-
chivist of the United States, The Comptroller
General, and the heads of other Government agen-
cies as required by law, Executive Order, or
regulation.
d. Determining the technical feasibility, the ad-
ministrative desirability, and the economical
soundness of proposed class "A" microfilming
projects.
e. The continuing review of approved class "A"
projects to assure their operation m an efficient
and economical manner and to insure compliance
with statutory requirements for microfilmed
records.
f. The responsibilities defined in paragraph 4-3
for the installations and activities under his rec-
ordsmanagement supervision.
4-3. Officials responsible for microfilming. a.
Officials responsible for the supervision of records
management are also responsible for the following
actions concerning microfilming
(1) Initiation of microfilm project proposals
within their assigned jurisdiction.
(2) Review and th.arough. evaluation of pro-
posed class "A" microfilm projects submitted to
them.
(3) Submission of proposed class "A" micro-
film projects to The Adjutant General, ATTN:
AGAR.
? TACO s7e
(4) Review and final approval of proposed
class "B" microfilm projects submitted to them and
assignment of control numbers thereto.
(5) Notifying the activity concerned of the
final approval or disapproval of proposed micro-
film projects.
b. Additional administrative responsibilities
are prescribed in paragraph 4-4.
4-4. Collective responsibilities. The responsible
of&cials identified in paragraphs 4-2 and 4-3 ex-
ercising records management supervision over the
proposing or operating agency are responsible
for-
a. Funds and personnel. Insuring that agencies
proposing microfilming projects budget and pro-
vide funds for the cost of microfilming and related
equipment, supplies, film, and paper and insuring
that personnel required to operate the project are
available. A statement on the availability of funds
and personnel will be incorporated in the applica-
tion for approval of a project.
b. Project planning. To enable the program-
ming of proposed microfilming projects prior to
the time for submitting budget estimates, plans
for proposed projects will be completed and sub-
mitted in accordance with procedures set forth in
paragraph 5-1.
c. Designation of a microfilming project moni-
tor. A lmowledgeable and competent individual
will be designated to direct the planning and co-
ordination of each proposed class "A" microfilm-
ing project and to investigate its technical
feasibility and economic soundness. This person
will be sufficiently conversant with microfilming
techniques and the capabilities of modern equip-
ment to insure the production of quality microfilm
after the project is in operation.
d. Training of personnel. Because of the high
cost and difficulty of correcting errors on micro-
film, adequate training of personnel is essential.
The sources of training material are the instruc-
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
19 July 1968
tions in the operation of the cameras and readers
given by the vendor's representative; TM 12-257;
and demonstrations by the supervisor or, when
practicable, by representatives of the responsible
headquarters.
e. Utilization o f equipment and supplies. Action
will be taken to assure that microfilming equip-
ment is utilized to the fullest extent and that
stocked quantities of perishable items are kept at
a level not exceeding operating needs.
f. Reports. Obtaining such reports as may be
necessary for proper supervision and continuing
evaluation of projects on a cost and efficiency basis
from agencies operating class "A" or class "B"
projects when required.
g. Requirements. The submission of require-
ments will be governed by the procedures set forth
in paragraph 5-~.
4-5. Microfilming service on a reimbursable
basis. The General Services Administration pro-
vides amicrofilming service which includes pre-
paring, indexing, and filming records; inspecting
film; and labeling film containers. Department of
the Army agencies are encouraged to avail them-
selves of this service and those desiring to do so
should contact the appropriate GSA Regional Di-
rector listed below. Preliminary discussions with
GSA personnel for the purpose of obtaining ad-
vice, cost estimates, and other pertinent informs-
tion is authorized. However, actual microfilming
operations will be undertaken only AFTER ob-
taining approval for the proposed microfilming in
accordance with chapter 5, and provided that funds
are available as required in paragraph 4~. The
address and area served by each GSA office are
listed below.
GSA Regional O,~cea, Addresses, and Area Served
Region Address Area served
number
1
Post Office and Court_
Maine, Vermont, New
house
Hampshire, Massa-
Boston, Mass. 02109
chusetta, Connecticut,
Rhode Island.
2
30 Church Street
New York, New Jersey,
New York, N.Y.
Pennsylvania, Dela-
10007
ware, Puerto Rico,
Virgin Islands.
3
Center Manager
District of Columbia,
Washington National
Maryland, West Vir-
Records Center,
ginia, Virginia.
GSA
Washington, D.C.
20409
4
1776 Peachtree St.
North Carolina, South
N.W.
Carolina, Tennessee,
Atlanta, Ga. 30309
Mississippi, Alabama,
Georgia, Florida.
5
219 Dearborn St.
Kentucky, Illinois, Wis-
Chicago, Ill. 60604
consin, Michigan, Ohio,
Indiana.
6
1500 East Bannister
Missouri, Kansas, North
Road
Dakota, South Dakota,
Kansas City, Mo.
Minnesota, Iowa,
64131
Nebraska.
7
819 Taylor Street
Texas, Arkansas,
Fort Worth, Tex.
Louisiana, Oklahoma.
76102
8
Building 41
Colorado, Utah,
Denver Federal
~ Wyoming, New
Center
~ Mexico, Arizona.
Denver, Colo. 80225
9
49 Fourth Street
California, Nevada,
San Francisco, Calif.
Hawaii, Philippines.
94103
10
6125 Sand Point Way
Washington, Oregon,
Seattle, Wash. 98115
Montana, Idaho,
Alaska.
TAao sad ?
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
? 19 July 1968
CHAPTER 5
ADMINISTRATIVE PROCEDURES
5-1. Planning and establishing a project. a.
General. The planning of microfilming projects
will be untertaken only after consideration has
G been given to the several factors discussed in this
regulation. Elements of the Department of the
Army proposing class "A" microfilming projects
will submit their plans and estimated require-
ments for microfilming equipment and supplies
to the responsible headquarters at least 6 months
in advance of the fiscal year in which operation of
.the project will begin. Class "B" projects will be
planned similarly and submitted at least 5 months
in advance of the fiscal year in which operation
of the, project will begin. If favorably considered
and funds and personnel .are available (para 4-~),
the responsible headquarters will forward class
"A" project proposals to The Adjutant General,
ATTN :AGAR, Department of the Army, Wash-
ington, D.C. 20315, for final determination. Class
"A" project operations will not be initiated until
the project has been approved by The Adjutant
General.
b. application for project approval. Each class
"A" .microfilming protect proposal ?will~ be .pre-
pared on DA_Form 1500 (Records Analysis Sheet
for Proposed Microfilming Project) (fig. 5-1) and
'will be submitted in duplicate to The Adjutant
General; ATTN : AGAR, through the responsible
headquarters concerned. This form is available
through normal AG publications channels. Sepa-
rate sheets will be submitted for each file series.
The purpose of the records analysis sheet is to
provide commanders exercising supervision . of
records management -and The Adjutant General
with a clear statement of the primary purpose of
~ the proposed microfilming and sufficient data to
permit the evaluation of the project. For projects
involving the destruction of records, all the infor-
mation required by paragraph 5-3 will be supplied
with the application for project approval. The
"Records Analysis Sheet for Proposed Microfilm-
ing Projects" should be used to the maximum
extent practicable for submitting class "B" project
proposals. The transmission of the records analysis
. TAGO 87s
sheets is exempt from reports control under the
provisions of paragraph 39b, AR 335-15.
c. Notification of class "~" project approval.
If, after review of the data contained on the
records analysis sheet, it is determined that the
project is justified, and funds are available to the
proponent element (pars 4-4) The Adjutant Gen-
eral will approve the project and notify the re-
questing office of the approval through channels.
Final determination on a microfilming proposal
will be based on its primary purpose. The second-
ary purpose of a proposed project, if any, will be
given collateral consideration but will not be the
?determining factor. Applications for projects in-
volving ,the microfilming and destruction of
permanent. records will require approximately 120
days for processing if the Congress of the United
States is in session; if nat in session final action
.will be delayed pending the ~ reconvening of
Congress.
d. Project control...Each approved class "A"
.project will be assigned a microfilming job num-
ber by The Adjutant General and all communica-
tions-relating to the project will contain a refer-
ence to this number.
e. Shipment and installatio~i o f equipment. In
the continental United States microfilming equip-
ment is sometimes rented on a contract service
basis. All shipments of rented equipment will be
made, in special containers furnished by the ven-
dor. All unpacking, initial installation, and re-
packing for return of rented equipment is the
responsibility of_the vendor.
f. F and indexing devices. Forms, stand-
ard gets,, and indexing devices required for?the
operation of approved microfilming" projects are
discussed in chapter 1, section II, TM 12-257.
5-2. Samples and descriptive information re-
quiredfor disposal of paper records. a. Samples.
Representative samples of records proposed for
destruction after microfilming will be furnished
to The Adjutant General, ATTN : AGAR, with
the application for project approval. If the rec-
ords cannot be charged out of file for a minimum
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
of 120 days, good quality reproduced copies may
be furnished in lieu of the sample records.
b. Descriptive information. Paper records rec-
ommended for destruction must be described in
such a manner as to avoid any misunderstanding
as to their identity and the disposition standard
should be cited. The physical characteristics of the
paper records such as, correspondence, reports, or
tabulations will be given, followed by a further
breakdown. Correspondence files, for example,
may be described as incoming and outgoing, or
both, and as chronological files, program files,
policy files, etc. Reports will be identified by their
nature (such as statistical, narrative) by their con-
tent (such as progress, survey, inspection) and by
their frequency (such as daily, monthly, quarterly,
annually). Engineering drawings and similar type
records will be identified specifically by the ma-
teriel to which they pertain. Files of this type also
will be identified as to their current status; for
example, engineering drawings may be active, in-
active, superseded, obsolete, or revised. Form rec-
ords will be identified by farm number and title
with an additional description of the purpose and
use of the form if the title is not self-explanatory.
If the number and titles of forms are subject to
frequent change, it is desirable to state simply the
transaction to which the forms relate. For example,
if records are identified as "Form 109, Requisition
for Supplies" and this form is later replaced by
"Form 27, Request for Office Supplies," the term is
no longer applicable; but an item describing the
records as "Forms used for the requisitioning of
office supplies" would still be applicable. Physical
duplication will be indicated by specifying the
type of Dopy proposed for disposal ; e.g., ribbon
copy, carbon copies, mimeographed copies. Con-
tent duplication will be indicated by specifying
the records that contain essentially the same infor-
mation as that contained in the records proposed
for disposal. The function served by the records
will be stated since this information is helpful in
determining if they are essential to the documenta-
tion of the function. Information will also be sup-
plied on the relationship of the records proposed
for disposal to other records that are kept. It is
very important to identify the records clearly and
to distinguish them from other records, however
similar.
19 July 1968
c. additional information. Any additional in-?
formation that will assist in making an appraisal
of the records will be provided. Statements justi-
fying disposal of items will be supplied to facili-
tate appraisal and expedite action.
5-3. Requirements for equipment. a. Microfilm-
ing equipment (as defined in para 1-3) required
for the operation of, or used in conjunction with,
approved projects will be a~zthorized for procure-
ment (i.e., purchase or lease) by the responsible
official (para 4-3). Such equipment, however, will
be funded for and will be obtained by the agency
operating the project.
b. An agency which does not have an approved
microfilming project may at times need microfilm-
ing equipment to read or otherwise use microfilm
received from outside sources. In such cases the
responsible official (para 4-3) will evaluate the
requirements of the requesting agency and, if the
request is determined to be justified, may author-
ize the purchase or lease of the needed items
provided funds are available.
c. Requirements for unforeseeable emergency
projects will be filled only at the expense of other
approved projects under the control of the same
responsible headquarters. The responsible head-~
quarters concerned will determine which approved
project will be deferred or canceled to meet emer-
gency needs.
d. Requisitions for microfilming supplies (para
1-3e) for use on or in conjunction with approved
projects will be submitted through normal supply
channels to the Commanding General, Defense
General Supply Center, Richmond, Va. 23212.
Each requisition submitted will contain a citation
of funds chargeable. Each requisition will also cite
the assigned project control number. All requisi-
tions will contain the complete shipping address,
the quantity and full description of items requisi-
tioned. Aminimum of 60 days will be allowed for
delivery.
e. Army-owned microfilming equipment and ex-
pendable supplies found to be excess during the
operation of a project, or no longer required upon
completion of a project, will be reported in accord-
ance with the AR 755-series on disposal of sup-
plies and equipment. An information copy of this
report will be furnished to the responsible
headquarters concerned, ATTN :Records Admin-
istrator.
TA(30 87A?
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
?19 July 1968
f. Service and repairs to Government-owned
equipment will be obtained through normal main-
tenance channels with funds provided by the using
agency.
5-4. Operating procedures. a. Standing operat-
ing procedures. The standing operating procedures
contained in TM 12-257 will be followed on class
` ~4" microfilming projects unless specific excep-
tion thereto is authorized by The Adjutant Gen-
eral. These procedures should also be followed to
the maximum extent practicable on class "B"
projects.
b. Special procedures. When procedures con-
tained in TM 12-257 require modification for op-
eration of a class "A" microfilming project, special
operating procedures will be prepared by the
agency operating the project and submitted for
approval through records management channels
to The Adjutant General.
5-5. Precautionary measures to be taken with
film. a. In producing microfilm, unnecessarily high
densities will not be sought for the sake of appear-
ance; the density should only be adequate for the
intended purpose.
b. Film should be processed carefully and
washed thoroughly to eliminate residual chemi-
cals. All water droplets should be removed before
the film is dried. Also film should not be exposed
to dust, gases, or fumes of any kind not found in
normal clean air.
c. The use of paper, string, adhesive, or pres-
sure-sensitive tape a~ad rubber bands to bind film
rolls will be avoided.
d. Archival (permanent) film should be stored
in sealed metal or plastic containers on metal or
plastic spools. Film will not be stored in cardboard
boxes. Such boxes contain resins that generate
peroxide which may cause film to develop un-
desirable aging blemishes where temperature and
humidity are uncontrolled.
e. Film should not be stored in areas of high
temperature (above 70?F.) and high humidity (40
percent or more) .
f. Film should be handled carefully to prevent
fingerprints, scratches, and tears and handled only
in clean and dust free areas.
g. Film should be inspected periodically, at
least every 2 years, for possible deterioration
effects. If blemishes or other defects are found,
? TAGO 87A
consideration should be given to producing a new
negative to replace the damaged film.
Ii. When special security measures are justified
to prevent any possible loss of information, con-
sideration should be given to retaining a duplicate
film copy (positive, diazo, or kalvar) in addition
to the permanent negative. The copy should be
used for reference purposes instead of the original
negative.
5-6. Administration of approved class "A"
projects. The Adjutant General will review ap-
proved class "A" projects as follows
a. Sample reels. A sample reel of film will be
submitted to The Adjutant General, ATTN:
AGAR, immediately after the start of each class
"A" project and as often thereafter as may be
required by The Adjutant General. This sample
reel of film will be accompanied by a statement
from the custodian of the records that the micro-
photographs will meet the legal and administrative
uses of his office. Through the examination of such
sample reels The Adjutant General determines the
adequacy of the indexing and arrangement of the
records on microfilm, the degree of compliance
with standing or special operating procedures, the
quality of the photographic film images, and the
amount of residual hypo on the processed film.
b. Subsequent samples. For microfilming proj-
ects of a continuing nature, sample reels will be
required periodically for specific approval of ad-
ditional units of completed work. The frequency
of submission of sample reels will be established at
the time of project approval. Disposal authoriza-
tion will be granted only for that portion o f tJae
entire ~Cle being micro fi/mced wliiclt is represented
by t7ae sample reels submitted for examination and
approval.
e. Return o f sample reels. All sample reels will
be returned to the custodian of the records after
review by The Adjutant General. Sample reels will
be returned approximately 60 days after receipt of
the film in The Adjutant General's Office.
d. Technical assistance. Upon request, The Ad-
jutant General will provide such technical assist-
ance asmay be practicable.
5-7. Disposal of paper records. Records which
have been microfilmed will be destroyed or sal-
vaged only upon specific authorization of The
Adjutant General. Initial approval of a micro-
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
AR 340-22.
filming project does not constitute authority to
dispose of the paper records. Authority to destroy
the records will be withheld when inspection of
the sample reels submitted reveals excessive resid-
ual hypo content; improper photographic expo-
sure; distorted or unreadable microfilm images;
or evidence that the integrity of the files has not
been maintained because of inadequate identifica-
tion, lack of proper indexing, or rearrangement
of papers in such a manner that their original
identity or usability is lost. Requests for disposal
authorization will specify, in terms of linear feet,
the quantity of paper records proposed for de-
struction. The volume of letter and legal size
material will be determined by straight linear
measurement. Quantities bf card records, maps,
19 July 1968
drawings, and other odd-size materials will be
measured in the same manner.
5--8. Disposal of microfilm produced on class
"A" projects. Records in microfilm form are sub-
ject to the same regulations which govern the dis-
posal of paper records. When the microfilm has
served the purposes of the office having custody of
the film records, disposal authorization will be
requested from The Adjutant General, ATTN:
AGAR. The microfilming job number will be cited
to assist in proper identification of the records.
The quantity and size (16-mm or 35-mm) of the
film reels will be indicated. Instructions regard-
ing the mutilation of the film before disposal will
be furnished at the time disposal authorization is
granted.
Taco s7a?
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 ?
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
19 July 1968 AR 340-22
RECORDS ANALYSIS SHEET FOR PROPDSED MICROFILMING PROJECTS
For useof this form, see AR 340.22; the proponent agency ie The Adjutant General's Office. -~
TNRUr Commanding General, Fifth US Army
FROW (Full name end addrera o[ office or acRHty proposing proj ecU
Ft. Sheridan, IL 60037
Office of Fictitious Affairs
Engineering Division
Room 1224, Union Trust Building
ATTN: Records Administrator
Peoria, IL 61611
TOo The Adjutmf General, ATTN: AGAR-P
_
,
Department of the Army
Washington, D. C. 20315
A,
1, PERIOD COVERED BV THESE RECORDS _
FROM 1 Januar 1 61 T"R? 1 December 1 6
2, DESCRIPTION OF REGORaa AND SECURITY OLABSIFICATION
Consolidated notices of engineering changes, discontinued automotive equipment,
-
0
DA Forms 1234 and 567A. Security classification: CONFIDENTIAL.
3, LOCATION~AND CUSTODIAN OF PECORDS
Office of Fictitious Affairs, Engr Div, Drawings..Branch, Prints Section, Room 53y
Union. Trust Bldg, Peoria, IL 61611, Custodian: LTC R. H. Lang
B.
e. INDICATE ORDER OF IMPORTA NGE DY 1, 2, a, ETC., IN SQUARES BELOW. (Indicate primary purpose by I.)
TO SAVE LAOOR
}}~~ DISPOSAL (7o reduce PRESERVATION OF TO PRODUCE OTNER
0 SECURITY ly coal of space or equip- Q DETERIORATING 0 gEPETI TEVE Q FILM OR ~ (Describe
O
S
menl) RECORDS OPERATIONS PAPER COPIES belev)
y,
o
5, INDICATE BELOW E%ACT NATURE OF PRIMARY PURPOSE, IF ABOVE DESCRIPTION IS NOT ADEQUATE. (Alan Indicate proposed d/apoalflan of paper rocort4 .tier filming. I(
accords ere fo be dlepoeed or cite ealabllahed dlepoeel aufhorily, eppropdele regulation and paragraph number.)
a. To avoid transportation charges and possible loss or disarrangement of records
incidental to moving from present location which must be vacated within 8 mos.
o
b. To avoid possible loss of records due to fading of spirit duplicating ink.
c. Records will be destroyed after microfi7.ming has been accomplished. Governing
directive: Par 65f, AR 123-345?
C.
6, aEBCRIBE BRIEFLY AOMIN IBTRATIVE~ HISTORICAL OR LEGAL USES OF RECORDS
These records are the consolidations of directives to manufacturing facilities for
albdiscontinued items of automotive equipment. Since they contain. basic infor-
oration as to usage, authority and reasons for change, this will be an important
file for research and development purposes.
T. NUMBER OF YEARS RECORDS MUST e. NUMBER OF REFERENCES PER
BE RETAINED MONTH
Perm I 50-75
g, TYPE OF FILES
.y,
IN NO FUTURE ENTERFILINa ~ ADD T ONS E%PECTEa
D.
10, PRESENT ARRANGEMENT
By drawing and revision number. s-A
u
?~I~I~
G
F
11, IF REARRANGEMENT IS NECESSARY, DESCRIBE FULLY PROPOSED METHOD BELOW
No rearrangement necessary. Records will be microfilmed in the order they are
presently maintained. .
SURVEY MADE BY (Nams and Da[c)
SURVEY AND REQUEST APPROVED BY
~
/
7 Aug 1968 S . D . Pinkham
,
,
? / ~ . ~~
R . H . Lang, LTC, CE
DO NOT USE TfIfS SPACE
Approved for the Adjutant General by
CUSTODIAN'S SIGNATURE
Chief, Engineering Division, OFA
SIGNATURE TITLE
TYPED TITLE
TACO 87A
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved ~o~` Release 2002/08/26 :CIA-RDP74-0039080001 X0180002-6
E,
12. SIZE OF PAPER
UNIFORM V
ARIES X MA
XIMUM 312E 1G % INCHES
MINIMUM SIZE Z % INCHES
UNIFORM V V
ARIES BO
NG
TISSUE
MIMEO
CARD V
A
PHOTOSTATS
PHOTOGRAPH
OTHER (Specify In l7 Delow)
13.. PAPER STOCK
J1
V
UNIFORM
ARIES y WH
ITE V
YELLOW
BLUE
GR EN
V
PI ~K
CH RY
OTHER (SpeGlly In l7 below)
1A. PAPER COLOR
Jf
lL
A
ORIGINAL C
ARBON
IN
K
PENCIL
DITTO V
OTHER(Spe
Clfy in 176etow)
ONE 310E ONLY
'
1S LEGEND
fl
PERCENT Z BOTH SIDES
V
te.FASTENER3
~~' C
LIPS PIN
S
OMPRESSOR
ASTE
STITCH TAPLE3 Y
A
REOUENT
RNRE NONE QT~~SPectry In
7 l
t]. OTHER FAGTOR3 WHICH MAY AFFECT MICROFILMING C03T3
Also "light salmon" paper stock.
Uniformity of card stock and presently readable ditto legend should xesult?in a low
cost project.
F.
IB. EQUIPMENT NOW OCCUPIED BY RECORDS
19. COST OF SPACE OCCUPIED BY RECORDS 2
D. VOLUME AND GROWTH
FILE CABINET
TRANSFER CASE
Dr Vnlr)
SAFE FILE
OTHER (3peci fy In 2!
below)
RENTED
GOVERNMENT
OWNED
Noo--OF
DRAMER3
LINEAR FEET
~
P
RESENT VOLUME
0
X
OCCUPIED
OF RECORDS
5
U
LETTER
LEGAL
4DRAWERS
SORAWER3
X
ANNUAL C03T
~
50
t
X
PER 50 FT
.
R
ATE OF GROWTH
~
STEEL W000
FIBER
FIBERBOARD
THER (Specify in 21
TOTAL
/11 n1
PER MDNTH
N
p
X
{GarvBnanM
6e/nub
ANNUAL COST
GJ.G
one
S
21, EXPLAIN ANY OTHER FACTORS RELATED TO FILE EQUIPMENT, SPACE, VOLUME AND GRO'NTH
~
Salvage value of cabinets released by microfilming is $4545. Emptied cabinets
o
W
will be used for expansion of files on current equipment recorefis.
i
~ Equipped with bar locks. ~`
~
~~~~
G
NO. OF ORAWE
OR LINEAR FE?.T I
ESTIMATED
xiAWERS OR FEET
2d. NUMBER OF
AMERA$ ftE~
TOTAL FILMING
DAV3 REOIJIRED TO
]s. MAN DAYS RE
QUIRED TO PRE-
- P. MAN GAYS RE-
QUIRED FOR FILM
]p, CHECK TYPE OF
~~ FILM {1001! rol/a)
3O~ NO OF FILM
REAO~RS RE-
INJOB T
HAT CAN BE FILM-
ED PER CAMERA
QUIRED
COMPLETE JOB '~
PARE RECORDS
FOR FILMING
INSPECTON, EOIT~
ING, INDEXING,ETG
CAMERA TO BE USED
NO. OF
ooUIRED FOR REF
ERENCE PUR-
PER DAY
)
R LS 62
POSE9 AFTER
ED IS COMPLET-
5pt~,
~.
3
9 ~
(231 X
C
22
25
OTAR
FBL~ -
OTHER
to b1M 3
3 IWA
THER
.
R
32E
a?^~k
X
One
W
3/ OTHER BASIS OF ESTIMATING REQUIREMENTS, IF ABOVE 13 NOT SUFFICIENT, AND E%PLANATION OF OTHER' ITEMS IN a AND ABOV
Z
~
It is intended to utilize a filming reduction ratio of 24 to 1 and a Model. XYZ
reader with a magnification ratio of 30 to 1 to produce an oversize reference
image. Cameras will be rented and reader purchased.
i
~
~
~
72. NUMBER OF P[R30N3 REQUIRED TO ACCOMPLISH PROJECT BY OPERATION, GRADE AND ANNUAL SALARY
RECORDS PREPARATION PRIOR TO FILMING
CAMERA OPERATION
FILM INSPECTION, EDITING AND INOE%ING
NO. OF PERSONS
GRADE A
NNUAL SALARY
NO. OF PERSONS
GRADE
ANNUAL SALARY
NO. OF PERSONS
GRADE
ANNUAL sALMY
1
GS-2
$4108
1
GS-2
$4656
1
GS-4
5991
1
GS-2
$4519
1
Gs-3
$4913
1
Gs-3
$5360
PROJECT SUPERVISION G
RADE _
ANNUAL SALARY 64
PERCENT OF TIME DEVOTED TO PROJECT 8 Z
N
Section A. A separate Records Analysis Sheet will he prepared Cor each
Section F. If File equipment Cs of a "nonstandard" variety, give make,
series or group of records proposed far microfilming.
model, capacity, size, estimated salvage value, etd, of file equipment presently
housing records proposed Cor microfilming. Cost of space whether rented or
Section B. If the primary purpose oI microfilming is disposal or eserva-
Pr
Government-owned must be assigned edollar-value.
tiob of deteriorating records, the information required by paragraph 5-2 AR 340-22
will be famished in detail on an attached sheet.
Section G. Include all personnel and cost of such personnel which will
'
be directly engaged in any operation required on this project. The following
Section C. In addition cite in th
section the a rD ate AR:and era-
E~ PP Prt P
arc examples of various costs which should be included in this section, e.g.
graph governing the maintenance, disposition, end utilization of the records
cost of completing a Zile by obtaining missing documents or documents out of
~
proposed [ac microfilming.
file; assembling documents; repairing records; Insertion of targets; filming,
~
Section D. If present arrangement of records is other than a simple
inspection end splicing o[ retakes; preparing and affixing film carton labels;
alphabetic, numerical oc chronological arrangement, describe in detail the
preparing service prints from master negatives, etc. If the project supervisor
~
method under which these records ere maintained.
does sot devote his Eull time to the supervision of the microfilming operation,
-
ind[cate the percentage of his time which will be devoted to the project.
Section E. Check all appropriate oozes end explain in Item 17 any other
factor which may inttease or decrease the microfilming cost. Also explain all
"other" checked Items in detail.
19 July 1968
?
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
19 July 1968 i ~ AR 340-22
? `
CHAPTER 6
C?STS _
6-1. General. Microfilming operations which have
been well planned and efficiently executed can
result in substantial economies to the Department
of the Army. The cost of microfilming a selected
series of records is an important factor in deter-
mining whether or not a project should be under=
taken. The cost factors discussed in this section are
based on assumed figures and are presented solely
as a guide for estimating the cost of a microfilming
project. Because salary rates, costs of leased or
purchased equipment and prices of film and sup-
plies change constantly, these sample costs do not
represent actual costs. Firm estimates or current
actual costs should 'be used'i~?determining the eco-
nomical feasibility of a project. '
6-2. Costs of storing records. When tlae primary
objective of microfilming is to reduce the cost of
storing records, the desirability of the project
normally is based on the difference between micro-
filming costs and the costs of storing the records
in paper form. In general, if space and filing
equipment savings are the prime consideration
records which are to be destroyed after retention
for 15 years or less should not be microfilmed.
6-3. Cost of space. The annual cost of floor space
varies greatly, ranging from approximately 50
cents per square foot in a few installations to more
than $4 per square foot in some headquarters of-
fices and off-post activities. The cost of $2.50 per
square foot per year is used as the basis of com-
putations in this chapter. This figure includes the
cost of heating, lighting, guard service, and main-
tenance. Since the space occupied by a file cabinet
and access space required, in front of a cabinet
a~-era,ges 6 square feet; the annual cost per file
cabinet ranges from $3 to more than $24 with an
average of $15.
6~. Cost of equipment. When filing equipment
can be emptied and reissued as a result of micro-
filming, the value of the equipment will help to
offset the cost of microfilming. The following ap-
? TA(}O 87A
proximate costs of new equipment may be used as
a guide in evaluating equipment savings
ApprozL
mate
File cabinet, letter,P4 drawers t (steet>
ca$48
File cabinet, letter, 5 drawee _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
57
File cabinet, legal, 4 drawers_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
52
File cabinet, legal, 5 drawers_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
60
6-5. Direct microfilming costs. a. General. The
direct cost of microfilming the letter-size records
contained in a 4-drawer cabinet may vary con-
siderable as illustrated in table 6-1. The basis of
the example used in this chapter is the file drawer
or cabinet of letter size records. Lower or higher
cost projects would result from deviations from
the factors presented here. For purposes of illus-
tration assume that a camera operator can photo-
graph 1.5 drawers or 27 linear inches of records
per day; that labor cost is $2.00 per hour; that
equipment cost is $3.00 per day and that the cost
of 16-mm film is $4.00 per 100-foot roll. For each
day of camera operation, an additional one-half
man-day will be required for inspection and in-
dexing of the film. Unless the file is in unusually
good condition and free. of wire staples, which
must be removed before the papers are introduced
into the camera, the services of an additional per-
son will probably be required to prepare the papers
for the camera. Total personnel requirements
would therefore amount to 2.5 persons per camera
per day. At this rate 2.66 days will be required to
complete the contents of one 4-drawer cabinet.
These costs may be summarized as follows
Equipment coat 2.66 days at $3.00______________
$7. 98
Film, 6 reels at $4.00_________________________
24. 00
Labor, records preparatibn, 2.66 days at $16.00__
42. 56
Labor, camera operation, 2.66 days at $16.00_ _ _ _
42. 56
Labor; Film inspection, indexing, labeling 1.33
days at $16.00____________________________
21.28
138. 38
b. Basis for calculation of the example. The
assumed direct cost of microfilming one 4-drawer
cabinot of letter-size records is based on handfeed-
ing the documents in a rotary type camera and
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
using 6 reels of 16-mm microfilm. The cost of
supervision and of sick and annual leave is not
included. The film cost per cabinet is based on an
average of 6 reels per cabinet. If additional film
is required per cabinet, this cost should be added
at the rate of $4.00 per reel. If less film. is required,
a like amount should be subtracted for each reel
under 6 required. A local table similar to table 1
can therefore be prepared by calculating costs as
follows
File drawers microfilmed per day_ _ _ _ _ _ _ _ _ _ _ _ _ _
1. 5
Number of days required to film one 4-drawer
file cabinet________________._______________
2.66
Persons required to keep one camera busy, _ _ _ _ _
2.. 5
Daily personnel cost at $16.00 per day for
number of persons required (2.5) _ _ _ _ _ _ _ _ _ _ _ _
$40. 00
Personnel cost per 4-drawer file cabinet
(40.00X2.66 days)________________________ $106.40
Equipment coat at $3.00 per day per unit for
2.6fi days---------------------------------
$7.98
Film cost: 6 reels at $4.00____________________
$24. 00
Total Co.t____________________________
$138. 38
6-fi. Storing and microfilming costs compared.
a. lllargin for indirect costs. The direct costs of
microfilming a cabinet of records, as ,indicated in
table 6-1, do not include supervisory costs, nor
such indirect costs as annual and sick leave. The
cost of microfilm storage cabinets, the space they
occupy, and the cost of microfilm viewers for read-
ing the microfilm are not included, although the
latter cost might be significant where only a small
body of records had been microfilmed. In order to
provide a safe margin, therefore, about one-half
of the assumed direct cost of $138-namely $69-is
added in the chart (fig. 6-1) to cover these items.
This chart is presented as a guide only.
b. F'xplanation o f cost clucrt. The chart in figure
6-1 is designed to show the approximate number
of years records normally must be retained to jus-
tify the cost of disposal microfilming under two
sets of variables, space costs and microfilming
costs. The diagonal lines, representing the cost of
storing a cabinet of paper records occupying 6
square feet of space, all start from the salvage
19 July 1968
value of the 4-drawer cabinet estimated at $48.
Allowing 6 square feet per cabinet, the cost of
storage increases annually at the rate of $6, $9,
$15,. and $24 for space valued at $1, $1.50, $2.50,
and $4 per square foot, respectively. Microfilming
costs are plotted on the dollar axis at one and
one-half times the average direct assumed cost per
cabinet ($207). Vertical lines drawn from the
intersection of the microfilming and storage cost
line to the base line indicate the number of years
required to justify disposal microfilming. Similar
graphs can be constructed when all specific costs
are known. In estimating .space costs; allowance
should be made for light; heat, maintenance, clean-
ing, and guard service. When this allowance is
made, the range in annual space costs from $1 to
$4 per square foot will cover most space utilized
in the Department of the Army for housing
~ecords.
6-7. Cost of microfilming with flat-bed cameras.
The cost of microfilming with flat-bed cameras
utilizing 35-mm film is extremely difficult to de-
termine accurately because the film consumption
(govverned by the various sizes of the records) and
the production rates (governed by the dexterity
and the industriousness of the camera operator}
vary widely. The cost of flat-bed microfilming.
must, therefore, be determined on known factors
or carefully arrived at detailed estimates.
6-8. Additional tables. Tables 6-2 and 6-3 indi-
cate the principal physical characteristics of rec-
ords and the principal operations which affect the
cost of microfilming activities. The typical exam-
ple presented in table 6-3 is based on a large num-
ber of drawers of mixed letter-size documents pre- '
senting a microfilming problem of moderate diffi-
culty. The assumed cost estimates include cost of
leave and supervision, and are for 1,000 microfilm
images using factors considered under the "More
costly" type of operation. These tables do not at-
tempt to be all inclusive aiid. they are presented
only to serve as guides in preparing similar tables
where costs and other factors are known or can be
estimated with a fair degree of accuracy.
TAGO 8iA ?
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
19 July 1968 AR 340-22
?
SAMPLE TABLE SHOWING ASSUMED DIRECT COST OF MICROFILMING ONE
FOUR- DRAWER FILE CABINET REQUIRING 6.REELS OF FILM (16 mm X 100 Ft)
AND USING A ROTARY OR FLOW TYPE MICROFILMER
DRAWERS
PERSONS REQUIRED TO KEEP ONE CAMERA BUSY
PER CAMERA
PER DAY
1.0
1.5
2.0
2.5
3.0
3.5
4.0
4.5
5.0
4.0
$43
$51
$59
$67
$75
$83
$91
$99
$107
3.5
46
55
64
73
82
91
100
110
119
3.0
49
60
71
81
92
102
113
124
134
2,5
54
67
80
93
106
118
131
144
157
2.0
62
78
94
110
126
142
158
174
190
1.5
75
96
117
138
160
181
202..
224
245
7.0
10'0
132
164
196
228
260
292
324
356
0.5
176
240
304
368
432
496
560
624
688
BASIS OF COMPUTATION
LABOR:
$16.00 per day.
EQUIPM
ENT:
Cost $3.00 per day per unit. {Unit consists of one rotary type camera and one reader)
FILM;
$4.00 per reel of 16mm X 100 ft.
NOTE:
Amounts in table rounded out to nearest dollar.
Table 6-1
1'AGO 87A
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
AR 340-22 19 July 1968
Table 6-Q. Principal Physical Characteristics of Records A,$'ecting Microfilming costs
(Arranged in normal order of increasing costs)
Stock _ _ _ _ _ _ _ _ _ _ _ _ _ Card stock _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Normal letter stock_ _ _ _ _ _ _ _ _ _ _ _ Engineering drawings.
Tissues_______________________ Hectograph (ditto) copies.
Mixed documents _ _ _ _ _ _ _ _ _ _ _ _ _ Ozalid ..copies.
Photostats____________________
Size______________ Card_______________________ Letter________________________ Oversized.
Legal------------------------
Color of print_ _ _ _ _ _ Black type on white paper_ _ _ _ Black or blue ink_ _ _ _ _ _ _ Red or faded ink.
Purple or violet ink_ _ _ _ _ _ _ _ _ _ _ _
Penciled entries_ _ _ _ _ _
Condition _ _ _ _ _ _ _ _ _ Loose flat papers_ _ _ _ _ _ _ _ _ _ _ _ Acco-fastened papers_ _ _ _ _ Mutilated documents.
Stapled papers _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Pasted. attachments.
Curled papers_________________
Arrangement______ Numerical__________________ Chronological_________________ Geographic.
Alphabetical__________________
Subject----------------------
Special Problem________________________________ Both sides to be photographed__
Bound volumes_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Maps or charts.
Folded papers_________________ Color keyed records.
Table 6-8. Principal Items A,~'ecling Costs of D2ic,ofilming Operations
Operation: 1. Prepare documents.
Least costly: Check order of containers and order of filing guides if any.
More costly: a. Check and refile as necessary by an established system.
b. Check mixed files to identify documents requiring filming on both sides.
c. Remove specified folders for immediate disposal.
d. Remove staples, paper clips, fasteners, pins and other devices.
Most costly: a. Collect essential documents in sequence according to an established system.
b. Remove specified units of material within folders for immediate disposal.
c. Segregate administrative and program records by predetermined categories.
d. Search for and transcribe data to documents before filming. '
e. Repair mutilated documents and arrange pasted attachments.
Typical example: Check file sequence and remove fasteners. (Based on 4,500 papers per man-day). Assumed cost
$4.00 per M images.
Operation: 2. Messenger-labor service.
Least costly: Filming with flatbed or planetary type camera (1 roan per 8 cameras).
More costly: Filming with hand fed rotary or flow type camera (1 man per 6 cameras).
Most costly: Filming with an automatic feed rotary or flow type camera (1 man per 4 cameras).
Typical example: ' Rotary hand fed camera. Assumed cost 75? per M images.
Operation: 3. Camera Activities.
Least costly: a. Using automatic feed camera. ,
b. Documents card size and uniform in color.
More costly: a. Using hand feed rotary type camera.
b. Documents letter to legal size with an average variety of colors. ~
Most coetly: a. Using a flatbed camera.
b. Documents oversize. '
c. Faded writing and variable colors.
d. Exacting technical requirements such as positioning of image frame on film and close tolerances.
Typical example: Using hand feed rotary type camera, letter-size documents with average color variations and
mixture of paper stock. (Based on 4,500 images per man-day.) Assumed cost $5.00 per M images.
Operation: 1~. Inspection of developed film.
Least costly: Check for average density using light box method.
More coetly: Spot check of image frames.
Most costly: Frame by frame inspection of each image.
Typical example: Comprehensive spot check of image frames. (Based on 12,000 images per man-day.) Assumed cost
$1.75 per M images.
maoo s7e ?
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
19 July 1968 AR 340-22
? Table 6-3. Principal Iterns A,~'ecting Costs of Microfilming Operations-Continued
Operation: 6. Retake, splicing, and mounting.
Least costly: a. Documents uniform in color and legend.
b. Minimum legibility requirements.
c. Retakes spliced at beginning of reel.
DZore costly: a. Mixture of lei;ter- and legal-size documents, originals and carbons, variety of .paper colors.
b. Average legibility requirements: ?
c. Retakes spliced at beginning of reel.
Most costly: a. Documents many different sizes, difficult color and ink problems.
b. Exacting legibility and definition requirements.
c. Film cut for aperture card mounting or filmstrip jackets.
Typical example: Average of one retake per 1,000 images. (This operation involves withdrawing and preparing
documents; preparing retake targets; refiring, reinspecting, splicing and refiling documents)
Assumed cost 75? per retake.
Operation: 6. Indexing, boxing, and labeling.
Least costly: Numerical file.
More costly: Alphabetical.
Most costly: Subject or geographic file.
Typical example: Simple alphabetical file. Cost 7? per M images.
Operation: 7. Supervision. (One supervisor per 5 cameras.)
Least costly: Automatic feed rotary or flow type camera.
More costly: Hand feed rotary or flow type camera.
Most costly: Flatbed or planetary type camera. ,
Typical example: Hand feed rotary or flow type camera: Assumed cost $1.00 per M images.
Cost: Film. (Processing included in cost of film.)
Least costly: a. 16-mm permanent record film.
b. Reduction ratios from 40 to 1 to 24 to 1. ,
More costly: a. 16-mm permanent record Sim.
b. Reduction ratios from 23 to 1 to 17 to 1. ..
Most costly: a. 35-mm permanent record film.
b. Reduction ratios 16 to 1 or less,.
Typical example: 16-mm permanent record film at 24 to 1 reduction ratio. Assumed cost $1.50 per M imag
es.
Cost: 2. Equipment.
Least costly: Automatic feed rotary or flow type camera.
More costly: Hand feed rotary or flow type camera.
Most costly: Flatbed or planetary type camera.
Typical example: Hand feed rotary or flow type camera. Assumed cost 25? per M images.
Cost: 3. Supplies a~ad contingencies---------------------------------------------------------------------
10?
Summary for typical example.
Personnel coat----------------------------------------------------------------
$13.25
Film, equipment, supplies, and contingencies______________________________________
1. 85
Total per 1,OOOimages---------------------------------------------------------
$15.10
? TAGO 87A
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
$6001
$400
19 July 1968
Disp?sal IVlicr?fi lr~ i n g
Total Assumed Cost-$207 Per Four-Drawer File Cabinet
1-T-f-1
r ~-i-rTr-n~
Direct Costs SI38.00
Indirect Costs 69,00
Total Cost 5207.00
~T-f-i
~'" GaS~S
doe
'
Qe~
SAS
,~
c?,~.
~ S~ -.i
0
F~a _ ,..~2? ,
$48
$207
OLw
I-I-~i
~ ,,r-
~~,--~
--r ~_
S~?o
5 10 15 20 ~ 25
Years Needed to Amortize at Shown Costs Per Square Foot of Space
TAGO :87A ?
ad'c
~~- ~~?,
~~/
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 ?
By Order of the Secretary of the Army
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
19 July 1968 AR 340-22
The proponent agency of this regulation is The Adjutant General's Office.
Users are invited to send comments and suggested improvements to The
Adjutant General, ATTN: AGAR-P, Department of the Army, Washing-
ton, D.C. 20315.
Official
KENNETH G. WICKHAM,
Major General, United States Army,
The Adjutant General.
W. C. WESTMORELAND,
General, United Statea drmy,
Chief of Staff.
Distribution
To be distributed in accordance with DA Form 12-9 Requirements for Administration:
Active Army: D. NG: None. USAR: D.
? TAGO 8iA
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 redu:~~~n~.~,~,o, i .e. 1-~X-T : Fol of w this procedure when
head in the evening or changing the fi lm ~-~.:z,e~ a u.~f~
ecuri ng
c~~~~ ~
amera
sr.~.
~
D. Check *~_t.~i_~od_ (camera legcl to ensure hat ~K~ thev~f~r ~c~
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
Appro~6ed For Release 20Q2/~/2,6 : CIA-RDP74~0390R00~100180
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
Approved Fo
S7/f fLT
fl~~~
-~ av
{h--~-'~~` '~- P f3'. Fit ~ ,.
r Ret~ar~e 2b02/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
Approved For Release 2002/08/26 ~RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
Approved For Release 2002/08/26 : C,IA~C~74-003908000100180002-6
 Approved For Release 2002/08/~~~i4-RDP74-003908000100180002-6
(N'hcn Filled In)
PROJECT N0.
MICROFILM MASTER INDEX
DATE FILMED
PROJECT AN DOOR FILE TITLE
RECL N0.
TOTAL IMAGES
DEGINS - n
pprove or a ea 4~1~GM ;, , , . , , _- -
FORM 5ECR~ET
~. Sg 1663 TEST 1351
 Approved For Release 2002/~~R~~j4p~DP74-003908000100180002-6
CERTIFICATION
I hereby certify that the documents indicated above, and on the reverse side,
were photographed by: ___
NAMf.
DATE -
SIGNATURE OF CAMERA OPERATOR
Approved For Release 2002/OS~Rf~IA-RDP74-003908000100180002-6
 Approved For Release 2002/08/2.6 :CIA-RDP74-003908000100180002-6
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 ILLEGIB gpproved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
 Approved. For~R~l~~~~e~ COQ.~~~2~~;GIA~~~P,Z~4~9Q,390RQ00:1~~,~809Q2~fr`
l ~,=, r
'.~csoa Things i;; ~t-:,III t ac{:ages
Y 'V t1 tom., +. g L Y (~v~' Y `J~ t~ ~ N Y ~ ~~ irk ~ ~ Y G ~ "v' t~l EI N., ~ M.,A If
by Mr. Frederick H. Wendte
Management Analyst
Aviation $upp!y Office
Philadelphia, Pa.
'the Aviation Supply Office (r~SO) does not pro-
gosc that ih.~ N.+t?~,? usurp a function of the Treasury
Lepartmcnt as the above title impiics, l{owever,
money can be m:uie, or s:+ved if you prefer, through
the use of ruicrofilnt instead of hard-copy documents
for many t}~pcs of applications.
llicrnfi't:n is v: idcly used by industry, and by fed-
eral, st..tc, and ic~c:u governmental ;+gcncics. The
?tost frequent applications arc the microfilming of
rccerds w}tich must be retrtincd irtclcfinitcly and
tchiclt arc nut subjcxa Co frequent change. Some ex-
ampie>? ,ur canc_clcd c:hccks; mortgages, deeds, and
otltcr h:oi~~crty rc~~itrci~;; insurance policics;,published
boc,li:: ailtl t~apcrs: tccitnic:r} documents such as
dr?tvia;,~ :.;;ti sl.uni,ud :.hrciiic:+tions; puicnis; and
completed ,:ud c~~,nln!cu ccn_:us records. Otte of the
most coo.-on ref,.=ons .`or microfilming records is to
reduc?,~ ti~~::: .,mount of space occupied by the records.
Other irn,~ortant ref,sorts are savings in the handling
of dccur.:~.?.tts ar.d increas>cd capability to provide
rcprc~d::cc:~, -?opies of documents rapidly and
frequently
achieved substantial cost reductions by
ade,~~.;c? ~;'~~: of microfilm. In one application draw-
i:t#,r. in microfilm aperture. card form are furnished to
her ~ ~ tits bidder:: with hid requests (Sec Navy
li::a.:.~~. ,t. Revictt? of April-,ciay 196?d)? Since
i)cr~?;nb.:r 1963, savings of over 5288,000 have re-
sr,l' ?rl from rcp:oduction of c}swings in aperture card
tote, ;r.:ae.t+c} of on f:,Il size blueprints. Since the
co::t aperture o
Approved For Release 2002/A8/2-6--C4A-R~R~4-9A~3.9Af~AAAa-09488AA?2-6-=
r;:?comcs -tore i;ni~ort;utt if referrals arc so frequent
that ar. "out of file" situation hampers the operations
of the users.
a q'ir:~rc is ca frequent need for speed in providing
copies of records in the file:. Phis should be on the
order of at least 300 record:: reproduced per montft.
m 'I'hr physical size of the file is large. In
conjunction with this, the space available for the
file is }invited and/or is needed for an office rather
than file operation.
0 1'itc nature of the file is such that it would not
acquire an elaborate and expensive record locator
system if the file were converted to microfilm.
Location systems which require only a single
reference to an index, with a search lasting not
more than a minute, would generally be acceptable.
o "('he data in the file is not at present, readily
accessible from some form of mechanized data
retricvai system.
"I;~'pC rrf I~,quipnn?nt. and ,ti~?slt~m~:
'I'hcre is a wide range of microfilm equipment :.utd
systems commercially ava}l:+ble for both simple and
complex applications. The microfilm indush~y~ is
highly competitive, anti producers of cyuiprncnr. film,
and related products arc constantly seeking to im-
prove their products and services. Several of the
producers offer microfilm feasibility study service
without charge.
illicrofilm systems are keeping pace with advance-
ments in automatic data processing techniques.
1'hcrc arc certain computer-totaled systems which
produce film showing an English lant_;uage translation
of data contained in magnetic tapes. Other systrrns
convert microfilm images of operational documents
into electrical impulses which are recorded on mag-
netic tape for input to computers. These systems
have been itighiy developed but their use requires
complicated and costly equipment, specially trained
personnel, and a superlative qur.+Iity control program.
In determining the feasibility of a microfilm
application which meets the criteria stated above,
consicicration must be given to the conditions which
must be accepted when the file is converted to
rnicrofiim. Acceptance of these conditions frequently
nnvern ~; decision to convert hard-copy records into
mic'rofilnt. Some examp}es of these factors are:
~ '.'he file must be maintained in an inviolate
condition, closely controlled to prevent loss,
damage, or mishandling.
o Information included in the file must be
a~cur;:;e, io minimire ch::tnges or need for correction.
lfi~;? frequency of change to records is an obstacle
to c : ?:~ficient microfilm system.
There mus t be a means automated if possible,
for uciectinF> errors in input.
? An accurate and variable cross-reference
ir,dc:x sys~em must be established for any form of
rot: or cartridge-type file, as well as for several of
the strip. sheet, anti chip file systems.
~ 'I hr ai,plic ;rtion must include the capability
to updute the file in a timely manner.
o A nrcd and ability to provide rapid information
retrevai fi'om the file.
~ i ?ile must provide multiple accessibility
..;.c ~ au;d ~e dcs;rt;ned to provide sereice for the
.,..~-,imtrm number of users.
? The IaCility must exist for purging obsolete
I ;;furi111i r.UL.
e A need fo expand, with available file space
considered to be at a premium.
Microfilm is available in various forms, each de-
signed for specific types of applications. The opti-
mum type of 'film for an application frequently dictates
which type of equipment or system will be purchased.
Thus, an application might be feasible if aperture
cards arc used, but not if roll film is used. Therefore,
only aperture card systems ~.vould be considered.
o Roll Film which is commonly t;sed for storage
of records which must be retained indefinitely. In
this application changes to the records should
seldom, if ever, occur.
o Cartridges are basically rolls of film contained
in devices which can be inserted into special
viewers having powered film advance features for
rapid winding of film.
I i ~ .,, i ~ ~~,
rlw~nsn o~~f~~~~t.p sjis.i~,~..,......, ~.,,.,..., a,e~e ~I.~ t
L ...................... _ .,..~
- :t
,,,..,.,..,..,..~. ,.. ...... ..........,.......t:i
Approved For Release 2002/08/26 :CIA-RDP74-003908000100180002-6
.C.PYRG
T
 Approved For. Release_200~J081~.6r;_~lR.l3PP~4~.9~.O.gOQQ19.Q1$QS?Q2:.~.~_.
GOVERN ,ENT PRINTING OPF'ICE
c `!'?. ~ ... cLi^~. cu ..trips of
.?icru'ii;n t.>:aa'tIv rcatrirc c:u:n-
ptex ; nd costly devices for rc-
Lirv:,i of information from the
mirrofiitn file. 1'ailorcd mcch:~in-
,;.cci irnar;c svstcm:c cmployint;
thr:;c tornts of microfilm arc the
,na~t c:;pensive to in~~tall, and
ran,;e in ciz;t from 510,000 tv
51,,00,000.
? G:u-rl-rnvuntccl filrn applica-
tions (cvmnu>nly luiown as
c+prrtrrr c?ctrds) require the least
nr.+intcnancc effort. Use of aper-
ture cards permits clrtnges, dcle-
tions and ~ciditions tv be made
to the microfilm file wiih ininirt;al
effort. Unlike previously de- F'tg I~?
scribed for;ns of microfilm, elaborate indexing is not
necessatr~ since each card carries its own identifica-
tion as shown in Figure I. Highly skilled operators
.,.e vt. required for production of duplicate cards or
ltar+icoiw.
o '?ircrniichrt (pronounced "microfeesh"). 1licro-
fiche curds arc transparencies vn which 16mm or
35nun film frame