SURVEY OF LIBRARIES IN THE OFFICE OF TRAINING

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-06215A000300060014-5
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 23
• Document Creation Date: November 17, 2016
• Document Release Date: June 29, 2000
• Sequence Number: 14
• Publication Date: October 31, 1973
• Content Type: MF

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rA . ` f..
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Chief, Services
and Registration Staff, Office
of Training
THROUGH Chief, Document Services Group
Chief, Central Libraries Division
CIA Librarian
SUBJECT Survey of Libraries in the Office
of Training
1. This report presents the results of a
survey conducted in response to your request for CIA
Library assistance in identifying ways and means of
improving the operations of OTR libraries.
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2. Following a series of preliminary visits to
these libraries by the CIA Librarian, I was designated
to conduct the survey on a full-time basis during the
period 19 September - 2 October. During this time
I was able to examine and gather data on the various
library collections and related activities in the
Chamber of Commerce Building and at the
(A tabulation of data regarding
eac o the co ections is enclosed as Attachment #1.)
I had discussions with library staff members, with
instructors and other personnel in the components
which the libraries serve, and with members of the
OTR Library Committee which was formed during the
survey.
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3. The following are my recommendations regarding
improvement of operations and my comments on the need
for implementing the recommendations.
1) That an OTR "chief librarian" position
be established to provide overall supervision
and coordination of the operations of the
Main OTR Library, the Language Institute
Library, and the
Library; that this position be established
at the GS-11/12 level.
BEGET
Working Paper.
May be destroyed
after Dec 1975.
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2) That the following priority objectives be
accomplished by the proposed "chief librarian".
a) The preparation of a written policy
statement which outlines the nature and
purpose of each OTR library collection
and establishes firm guidelines for the
future selection of books and other
materials for these collections.
b) The establishment of procedures for
maintaining a centralized record control
for all books acquired by OTR for use in
each library as well as in non-library
areas.
c) The development of thorough and
uniform statistical reporting procedures
for each library as a basis for further
evaluations of their effectiveness.
3) That the three classified library collec-
tions in the COC Building (i.e., the Finished
Intelligence Collection and the Foreign Affairs
Branch Communism File, both in the Intelligence
Institute, and the Operations Collection in the
Functional Training Division) be brought together
in one secure area and administered as a unit of
the Main OTR Library; that maintenance and
servicing of these collections be assigned to a
GS-7/8 position.
4) That the holdings of the Language Institute
Library remain separated from those of the Main
OTR Library and that both facilities remain in
their present locations.
5) That the proposed "chief librarian" work
closely with the OTR Library Committee on a
continuing basis and consult as necessary with
designated CIA Library personnel to assure that
all OTR Library procedures and services provide
maximum response to OTR's needs.
SECT ET
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1) Designation of a "chief librarian".
There is a pressing need for coordination
of the various and separated library activities
in OTR and for professional library expertise
in the overall supervision of these activities.
The present autonomous operation of each library
has provided little incentive for attempts at
uniformity. Problems common to all have been
resolved in different ways or not at all.
Communications and cooperation between the
libraries is often strained or completely
lacking. Professionalism in processing procedures
and service concepts is lacking in varying degrees
in all the libraries.
Improvements in these matters can be brought
about only if responsibility for them rests in
one position and only if the person in that
position is professionally qualified. The degree
of improvement desired by OTR will in large
measure determine the degree of professionalism
required and the grade level of the position.
It should not be less than GS-11 and, in my
opinion, would offer OTR optimum effectiveness
only if established at the GS-12 level.
2) Priority objectives for the "chief librarian".
Among the areas of needed improvements in
OTR Library operations, the following three are
in need of priority attention on the part of the
proposed "chief librarian".
a) Selection Policy. The acquisition of
materials, particularly books, for the OTR
libraries is much in need of a firm policy
statement which will reflect the purpose
for which each of the collections is
maintained. Only in this way can the most
suitable materials be acquired and non-
suitable material be rejected. The drafting
of a selection policy should involve the
participation of all OTR components and will
provide each an opportunity to review and
define its interests and needs in this respect.
SECL RI
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Considerable thought and discussion will be
needed to draft this document. Some questions
to be considered regarding all book collections
will be: What specific types of books should
be available here for circulation? When
should we rely instead on inter-library loans?
How extensive a reference collection is
needed? How much duplication of titles in
several different collections is justified?
Requirements for special materials such as
textbooks and college catalogs should also
be spelled out in the selection policy state-
ment. The Selection Policy of the CIA Library
(Attachment #2) is enclosed as an example.
b) Acquisitions control. Approximately
30% of the publications (excluding duplicate
copies) which are purchased by OTR do not
go into cataloged collections and are not
centrally controlled after receipt. A large
portion of these are textbooks and a file on
these is maintained in the Language Institute
Library but only by the name of the instructor
who ordered them; the books are not cataloged
and no file by author or title is maintained.
Among other destinations of such uncontrolled
books are the Senior Seminar collection and
the desks of individual course instructors.
The location of all publications which are
purchased through OTR library channels should
be controlled either through cataloging or
through an author/title card file. Only in
this way can unnecessary effort or expense
be avoided when someone wishes to obtain
a book which is already available in OTR
but for which there is no library record to
show where it is. (Duplicate copies of text
books and other publications given to students
would be excluded from the general control
policy.)
c) Statistical Record-keeping. Many of the
facts needed for evaluating the processing
workloads and service requirements of various
library activities during this survey were
not available because no statistics had been
maintained. The most complete figures
available were those of the Language Institute
Library. The Main OTR Library had a limited
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amount of statistical information regarding
materials received and loaned but little
else that was useful. There is a need for
thorough and uniform record-keeping proce-
dures not only for the clerical operations
in all libraries but also for professional
activities where they exist. Such data
will be required for balancing workloads,
re-evaluating personnel assignments and
grade levels, and as a general reflection
of each library's effectiveness. In some
instances (such as the contention of the
Language School Library staff that the work-
load is too heavy) the clerical processing
statistics will have to be supplemented
with time-and-motion studies of the perfor-
mance of routine tasks to determine
realistic staffing requirements.
3) Merger of Classified Collections
The "OPS Library" of the Operations Training
Reference Center is the most professionally
maintained of the three classified library
collections in OTR. Each item is indexed in
considerable depth according to an indexing
system devised in OTR. Although the material has
had a unique importance in the Agency the
volume is expected to decline steadily. The
present custodian has devoted virtually full
time to processing new material and servicing
requests but the demands of this job (input
and service time as well as level of skill) will
diminish. The Finished Intelligence Collection
and the Foreign Affairs Branch Communism File
in the Intelligence Institute require less
than two hours of daily maintenance time.
Bringing the three collections into one secure
area would permit maintenance by a single
individual. Placing the responsibility
administratively under the Main OTR Library
would also permit closer coordination of the use
of both classified and unclassified sources
in the servicing of requests.
SECT
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4) Retention of the Main OTR Library and
the Language Institute Library in their
present separate locations.
This recommendation has been included because
of OTR's ongoing considerations regarding the
physical merging of these two libraries. The
main question here seems to be whether or not
a merger would result in sufficient savings in
space and/or personnel to make it practicable.
I believe the answer in both respects is
negative.
a) Savings in space. The shelving and
other equipment necessary to house the
collections of each of the libraries would
require virtually the same total amount of
floor space as is presently being used
regardless of where located. To move the
holdings of either library to the present
facilities of the other would encroach so
severely on the reading and lounge area of
the other as to render it inadequate.
Constructing a new facility large
enough to accommodate the holdings of both,
as well as an adequate reading and lounge
area, does not seem practical in view of the
inconvenience which would result for library
users. The convenience factor is particularly
significant in terms of the Language Institute
Library's location on the 2nd floor in close
proximity to the language classrooms and
to the laboratory where its heavily used
tapes must be taken for listening. If a
facility large enough for the collections
of both libraries were to be made available
on the 2nd floor, inconvenience to users
from the upper floors would call for the
retention of at least a student reading and
lounge area in or near the present 9th floor
location of the Main OTR Library. The space
savings in such an arrangement appear to be
insufficient to justify the inconveniences.
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b) Savings in personnel. A merger of the
two libraries would not permit a reduction
of the need for two clerical positions in
the Language Institute Library. The persons
in these positions are operating at full
capacity. In the Main OTR Library the
duties of the two positions have yet to be
fully defined. Under the direction of the
proposed "chief librarian" the duties of
the clerical position will probably be
increased in order that the professional
position can carry more professional
responsibilities than it appears to carry
at present. This position is ideally
suited to provide the type of reference
service, bibliographic assistance, and other
professional library support which instruc-
tors and other OTR personnel require in
carrying out essentially scholarly functions.
(The librarian in this position should be
qualified to assume the type of responsibili-
ties which are on the GS-9/11 level in the
CIA Library).
5) Relationships between -the _"chief librarian",
the OTR Library Committee, and the CIA
Library.
It will be essential that the "chief librarian"
maintain a close association with the OTR Library
Committee as a group and with individual members
as necessary. The library-related needs of the
OTR components represented on the Committee
should be surfaced and discussed not only at
regular intervals but whenever the needs arise.
Problems regarding technical library procedures,
services, or policies should involve consultation
with appropriate CIA Library personal whenever
assistance from this library would be helpful.
4. My comments in this report are somewhat abbreviated.
I will be available for elaboration or clarification of the
contents whenever you and/or members of the OTR Library
Committee wish to discuss them further.
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Information Services Section
CIA Library
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Type of
Materials
Size of
files
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Custodian
LIBRARY COLLECTIONS IN THE OFFICE OF TRAINING
OPERATIONS
SENIOR SEMINAR
FININTEL
OTR
LIBRARY
LIBRARY
LIBRARY
LIBRARY
Classified
Finished
Books,
reports &
intelli-
Periodicals,
studies
gence
college cats.,
reports &
etc.
studies
350 li.ft.
375 titles
280 li.ft.
2000-titles
of vault
on low book
of vault
(3000-volumes);
shelving
shelves
shelving
100 periodical
titles
Availabil- "in-house"
ity & need to
know basis
Growth
Service
time
Currency
Controls
OTR student &
instructor use;
will loan if
course NIS.
Minimal - 10 10-15 new books
new docs. added annually
monthly
1950-to date Current info.
(recently recent book
purged) titles
2-drawer none
index file by
subject,
control #,
title. New
documents
indexed
fully.
Student & Agency-wide
instructor if not in use
use by OTR.
Yearly 20-30 new
purging- titles added
only latest monthly.
yr. kept. cont. weeding
1-2 hrs. 2 full time
daily
Current yr. Current &
only retrospect.
to meet OTR
needs. Limited
REF material
Filed by Catalog of
title, holdings
No log-in. Serials list
& log-in
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LIBRARY COLLECTIONS IN THE OFFICE OF TRAINING
OPERATIONS SENIOR SEMINAR FININTEL OTR
LIBRARY LIBRARY LIBRARY LIBRARY
Request 85 req. rec'd "Honor" system IWA & IPC Approx. 150
traffic in 9 mos. of used in loaning students use. loans monthly
'73. materials. Low Also some (15% college
usage. instructor cats.)
use.
Scope & Intelligence Politics, Finlntel Topics of
interests tradecraft & economy, current from the interest to
related mat. affairs, mgt. & entire OTR staff &
admin., intel- Intell. com- students.
ligence. munity Selection
geared to
instructors.
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Type of
materials
Size of
fil es
25X1A Location &
Custodian
Availabil-
ity
Growth
Service
Time
Currency
LANGUAGE SCHOOL
LIBRARY
Books, periodicals,
language texts,
tapes, cassettes.
COMMUNISM FILE
(FA BRANCH)
Classified -
info repts. (some
finintel.)
Over 3000 books in 120 li.ft. of
process of cataloging. vault shelving
--'000s of cassettes,
tapes, some textbooks.
Agency-wide to all
150 cataloged
books monthly.
Current & retro-
spective to meet
LS needs.
Books, peri-
odicals,
language tapes,
classified &
unclass. re-
ports.
4600 books
(1973 count)
49 periodical
titles. 14
newspapers
10'x10' vault
space for
classified
collection.
"in-house" but
will loan to
other agency
libraries.
Static, 20-30
docs. selected
for file monthly.
Continuous
purging.
4c-5 hrs. per mo.
Regular purging
to reflect current
situations.
Steady 10-15
new titles
monthly.
Continuous
weeding of
collection.
1/ full time
Current & 25X1A
retrospective
to meet _
training needs.
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Controls
LANGUAGE SCHOOL COMMUNISM FILE
LIBRARY (FA BRANCH)
Book catalog, tape No log of docs. --
catalog, textbook Filed by geographic
locator, log-in area in folders.
file- well- organized.
Book catalog,
"Memory bank,"
periodical logs,
language lab
cassettes
index.
Request
traffic
Scope &
interest
Average-250 Books Used mainly by
charged and 800 instructors in
cassettes loaned preparation of
monthly. tutorials. Some
student use.
Linguists, foreign Selection made by
languages, area instructors based
studies; selection on subject of
is geared to student Communism-any
& instructor needs. aspect --raw IRs.
Approx. 100
loans monthly
16-18 docs.
daily are used
by students
when classes
are in session.
Student &
instructor
needs. Some
recreational
reading. Has
own language
lab. Similar
to OTR/LY
needs.
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I January 1973
Selection Policy of the CIA Library
I. Introduction
The selection policy of the CIA Library is pat'
terned as closely as possible upon the responsibilities
of the CIA itself. The Library attempts to emphasize
in its collections the same subjects and areas which
are the major research and operational objectives of
the Agency. (Selection criteria reflect the U.S. Intel-
ligence Objectives and Priorities /Fiscal Years 1973-19777
set forth in Director of Central Intelligence Directive
No. 1/2, 21 January 1972. Primary emphasis in this directive
is on the USSR and Communist China. The current CRS/ISG
I
Selection Manual lays emphasis on North Vietnam, North
Korea, and Cuba as well. Other areas receive less attention;
the underdeveloped countries of the Free World receive
secondary attention, along with the Communist countries of
Eastern Europe. Interest in Japan and in Western European
countries is increasing, particularly with regard to
their economies. Arab-Israeli tensions dictate that
continuing attention be given the Middle East.)
Selection policy is never rigid; it is often altered to
adapt to changes in Agency interests.
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Since the storage space'of the Library is purposely
limited, only the most potentially useful publications
can be chosen. Generally the Library selects publications
which will have several users. Procurement of a book which
interests only one Agency component is the responsibility
of that component.
II. Selection Sources
Sources used by the CIA Library selection officers
include:
A. Library and trade publications, publishers'
catalogs and advertisements, and standard
domestic and foreign bibliographies.
B. Customers' use patterns as'reflected in
circulation records.
C. Requests for books and materials not in the
CIA Library.
D. Suggestions from interested and qualified
persons in all Agency components, including
reference librarians.
E. Books and other. publications received
through the overseas procurement program.
Publication
(These are items purchased overseas by/Procure-'
ment Officers acting on periodically updated
requirements covering the needs of several
government entities.)
F. Publications from other government agencies,
foreign governments and groups, research
organizations, and universities.
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III. Reference Collection
The following categories of publications are included
in the Reference Collection:
A. Directories - The most recent editions of
domestic and foreign directories of the fol-
lowing types:
1. Biographical directories
2. Membership directories - government,
international organizations, professions,
societies, institutions, etc.
3. Diplomatic and consular lists
4. Atlases and gazeteers
5. Telephone directories,- major foreign
cities of the world plus minor cities
and towns of the USSR and Communist
China,? major US cities, and major US
Government agencies
6. Telex directories - worldwide
7. Trade and industrial directories - both
general and-specific where subject is
of major importance
8. Directories of ships, aircraft, weapons
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B. Bibliographies, indexes, accession lists -
both general and special bibliographies,
indexing and abstracting services, acces-
sion lists, list of dissertations, etc.,
on subjects of prime interest to the Agency
C. Encyclopedias, dictionaries, glossaries -
basic national and international ency-
clopedias. Special subject encyclopedias
are purchased where there is strong in-
terest in the subject covered. Stress
is placed on bilingual dictionaries from
the foreign language to English, both
general and subject. There are also some
monolingual and polyglot dictionaries.
D. Statistical compilations - principally
national and international in scope,
usually annual. Compilations are collected
on political subdivisions of critical areas
only.
E. Yearbooks and annual reports - selected
public and private organizations
F. Collections of international treaties and
agreements
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G. National constitutions
H. National criminal and selected civil codes
I. peeches by heads of state and key officials
J. Cataloged periodicals - periodicals sub-
scribed to primarily because of their ref-
erence value
K. Listings of conferences and meetings
L. Vertical file - areas and subjects
IV. Circulatin Collection
Time has influenced the type and quantity of pub-
lications necessary in the collection dealing with
critical area number one, the USSR.. Under the selection
policy in effect in 1957, emphasis was placed on all
publications relating to the USSR. Publications in
English, and to a lesser degree in Russian,, were pur-
chased for the Library in the following fields:
technical books, collections of scientific papers by
academicians, books on industrial management, agronomy,
communications, meteorology, mining, regional travel,
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Russian history,, geography, 'the automotive and tractor
industry, locomotives, the construction industry, wea-
pons, civil defense, nuclear energy, laws and guide books.
Obviously in a 14-year period many long-range,
nonrecurring studies on the USSR have been acquired.
This means that although the USSR is still the prime
target area, the Library does not have to acquire every
new publication on the Soviet Union in the main interest
fields.
This level has not yet been reached on materials
on and from Communist China. The past policy on acqui-
sition of materials on the USSR now applies to Com-
munist China. Unfortunately, there''is less material
from which to choose. The current emphasis is on Com-
munist Chinese economics (especially relating to
agriculture, industry, commerce, and finance) and on
political affairs and theory. Close attention is
given to science and technology, geography, social and
cultural conditions, and military affairs. What is
true of Communist China is also true of North Vietnam,
North Korea, Cuba, and the Middle East. Because South Vietnam,
South Korea, Laos, Cambodia and Thailand are on the
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perimeter of China, North Vietnam, and North Korea
and are vitally affected, they may be associated with
the five key areas.
Books on other areas are purchased with the goal
of having current background publications with broad
coverage of politics, history, geography and economics.
Countries which are targets of-the major powers and
unstable areas - the underdeveloped world - are
emphasized. Communist countries of Eastern Europe
have been relegated to a less important position than
was true a decade ago. No country or area is
completely neglected. Countries of low priority
at present may be of higher priority in the future.
The Arctic may be a case in point.
OER has world-wide responsibb1.ity for economic,
intelligence. Consequently, statistics and analyses
relating to economic conditions, commerce and trade,
budgeting and finance, labor, national product, and
capital investment are selected. Such books are a
major selection item for the USSR, Communist China,
North Vietnam, North Korea, and Cuba; the Communist
countries of Eastern Europe, and the Free World,
including the underdeveloped countries. OER is
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continuing to emphasize the USSR and Communist China but
is also increasingly responsible for the general field of
the U.S. competitive economic position vis a vis Western
Europe and Japan. Hence, statistics and studies on the
economic strengths and weaknesses of these countries and
the U.S. are sought and purchased on a par with books on
the economies of the USSR and China.
Many works on U.S. domestic politics and sociological
problems are important and popular, but the Library usually
does not select these for its collection unless special
requirements are levied for them. At present, special
requirements are being levied worldwide for books and other
publications on the narcotics problems, and to a lesser
degree on student unrest, and the collection of intelligence
on subversive forces. This would include "order of battle"
intelligence on subversive elements (organizations, strengths,
training, doctrine, etc.) plus higher level strategic intel-
ligence on intentions and capabilities.
Special emphasis is placed on the science and technology
of foreign areas. Studies on, atomic energy, aeronautical and
nuclear engineering, atomic-biological-chemical warfare,
weapons development, rocket/missile/space research, cyber-
netics, and advanced weapons systems development are stressed.
Such selection reflects the Priority National Intelligence
Objectives - the focusing of attention on military and nuclear
capabilities and on research and development which
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might lead to improved offense and defense systems.
Work on foreign armies, navies, air forces, defense
agencies, etc., are also secured.
Expository works on science and technology
which are not area-related are collected by the Li-
brary. However, the Library does not attempt to
collect extensively in each specialized branch of
science and technology. The chief aim of S&T sup-
port is to provide a reference collection of basic
material covering all major fields. Less attention
is given to the support of smaller components and
groups with highly specialized interests that would
be more properly served by the selection and use of
materials in individual offices.
In the field of political theory, books on
Communism and Marxism remain dominant. Publications
of international and regional organizations are of
increasing importance and a vital addition to the
collection.
Another obvious selection topic is foreign policy of all countries, including the U.S. Studies which
deal with potential leadership are scarce and are high
on our priority lists.
Studies on labor organizations and labor leaders,
opinions of diplomats, and works reflecting changes in
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the hierarchy of government and'party officials or in
government structure are also procured whenever possible.
Materials on social and cultural conditions, demography
and geography also are added, but publications on art,
literature, music, religion, and philosophy are not generally
purchased.
Ecological problems of the world are not, in general,
matters of Agency concern. Specific problems might be if
there is a direct relationship to present Agency mission
such as the economic effects of the Aswan Dam or the rise
in Japan's industrial costs if full scale pollution elim-
ination is attempted in Tokyo.
Fiction is a very minor category."'Selection is limited
to occasional novels of intelligence significance or espionage
genre. An example of a recent acquisition is Solzhenitsyn's
August 1914 (to date available only in Russian;' the English
edition will be acquired when available).
Statistical surveys of the book circulation of the
Library indicate that foreign language materials are not
borrowed heavily by library users. This is particularly
true of Eastern European languages. There are still
Russian, Chinese, French, Spanish, and German books added,
but not many publications in other languages. Most
foreign language publications selected are of a reference
nature.
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Periodicals selected for more general use rather
than for reference use are chosen for their value
and content in the same way that books are selected
for the collection. The retention period is determined
by the lasting value of the publication and,_the need
for early volumes in the library.
Individual biographies are limited to world figures,
nationalleaders or potential leaders, former communists
and defectors, and persons of interest to intelligence.
HIC includes material in its collection on the last
two categories.
V. Historical Intelligence Collection (HIC)
The Historical Intelligence Collection is not a
part of, but is1closely associated with, the Library.
It is operated under the direction of its own Curator
and has a special charter. The holdings of HIC include
books, both fact and fiction, pamphlets, magazine
articles, newspaper clippings, and some classified
material on all aspects of intelligence tradecraft from
all countries and in all languages. It includes any
book on the Agency. Its special categories of materials
are: general books on intelligence, specialized intel-
ligence (Army, Navy, Air, Photographic, etc.), espionage,
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counterintelligence, loyalty and security, uncon-
ventional, psychological and economic warfare, laws
and trials of intelligence interest, and cryptography.
Some of these works are also purchased for the CIA
Library if there is great demand for them.
S-E-C-R-E-T
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