SURVEY OF DOCUMENTARY INFORMATION SYSTEMS*

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80B01139A000200010022-7
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 6
• Document Creation Date: December 15, 2016
• Document Release Date: March 19, 2004
• Sequence Number: 22
• Publication Date: September 15, 1958
• Content Type: OUTLINE

Approvp&, For Release 2004/03/31 : CIA-RDP80 1139A000200010022-7
D FOR OFFICIAL USE ONLY
R
A CODIAC-D.18
F 15 September 1958
T
INTELLIGENCE ADVISORY COMMITTEE
COI14ITTEE ON DOCUP]NTATION
SURVEY OF DOCUMENTARY INFORMATION S7STEI6e
10 Introduction
II. Production of reports
Aa Description of basic physical types of reports
B. Preparation and submission of the report
C. Headquarters mailroom operations
117. Information Center processing of reports
A. Basic organization and procedures
B. Printing and distribution
IV. Indextng
AQ Basic orgaaniuaation of the indexing operation
B. Subject classification systems
C. Inds product - control of quality of coding decisions
D. Indexing product - phyatcal cards printed or n achine oa doge,
V. Document storage
A. Hard-copy dote nt storage
B. Film storage of docaents
VI. Information Canter Retrieval Services
A. Basis organiaati on of the itafor astion start
B. Searh and retrieval procedures
C. Search product - control of q uaati.i tit
a` Survey product tdil be classified SEfl .
Approved For Release 2004/03/31 : CIA-RDP80B01139A000200010022-7
FOR OFFICIAL USE ONLY
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SURVEY OF DOCW ITARY INFORMATION SYST
Z.
induction
None of Librerr/Documsnt Center
Location
Officers and staff
Organization chart - relation to other components of Agency
Statement of mission
Principal categories of information controlled
Description of principal document series controlled
Resume of principal document collections maintained by the Center
II. Production of reports
A. Description of basic physical types of reports
(Notes -Data of AHIP Working Group on Lb cuiment Format to be
employed where applicable.)
matter copy system (mul.tilith, ditto, etc,)
carbon copies
ink
typing equipment - typeface, correction procedures, durability
format reasons for layout
inclusion of distribution ladders
inclusion of abstracts, subject and file codes
rules for assignment of title
numbering (Note: AHIP action on report numbering.)
dating
enclosures - citation rules (Notes AHIP action on enclosure
citation.)
physical preparation and attachment
procurement of copies - field reproduction
security classification (Notes AHIP action on classification,)
B. Preparation and submission of the report
typing. field - headquarters
field dissemdriistion . parallel submissions to Hdga. IAC Agencies
instructions for hdq. dissemination
requests for evaluation
selection of channel for delivery - air,, surface, courier, other
log and receipting procedures
FOR OFFICIAL USE ONIZ
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C. Headquarters mailroom operations
delivery schedules
log and receipting procedures . disposition of record
time stAvaing
flow chart ? production controls
processing schedule >
(initial scanning of report contemts):
by farm
by security al gasification
by title/abstract, other
priority dissemination directed by field
mechanical aids for mai2 handling
III. 'Informrti ! Centeno Processing of gnerta.
Aa, Basic orgasm nation and procedures
priority processing (initial reading of report) :
extraction of biographic data, special events,, spot
request data
dissemination by reading panel:
instructions
time schedules
foam it records
dissenation by staff:
staff > recruitment, training
structure ? specialization by source:, subject/area
time schedules
production norms
review and revision - control of quality
corrective action by customers
sta# ,nta of customers requirements - role of Office, Div, Bran
frequency of submission + standing t adhoc
editing and control (rejection) of requirements
aabject arrangements -source, subject, area, priorities
cross reference, rapid look-up devices
recording of dissemination decisions - statistics
usage and disposition of records
esymbols, aids to addressing
dissemination documents/enclosures. time. scheadules for forwards, enforc ecnt
chain routing t'ng
reproduction
special controlled deliveries
rules for retention by recipients
machine dissemination
planning
devolopm e t
testing
FOB. OFFICIAL USE ONLY
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B. Printing and distribution of reports
determination of quantity required
instruction of printers ? forms
time schedules - priorities carbons
control and disposition master copies,
quality control - lea
collation - manual, dis srrdxlation center
addressing of copies - b by , i , error
addressing, receipting
de time schedules
deli'v~ery,
IV. Ind
A, Basic organisation of the inde3dng operation
organization, flow charts
staff .. reeeruitment, training scub ectf area
structure - specialization by soarce,
time schedules
production norms
B. Subject classification sys treat each index separately
e.g.. Intellofax, IPI,
codes - subject, area
subject headings
shelf lists
procedures for amartdment of scheme
look-up aide
forms
rules for citation
C, Indexing product - control of quality of coding decisions
rules for rejection of information of marginal interest
rev3est and revision "ccontrol of quality
orrective action by customers
abstrac"ti g, title expansion - rules
indwdng by-products - abbreviations
biographic data
graphic data
industrial data
other document
statistics - productivity, coding intensity per
FOR OFFICIAL USE ONI
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D. Indexing product a physical card, printed or machine catalogs
catalog card - paper, Ink, format, type size
preparation of citation
typing equi pmant
for at -rules of citation, enclosures (Notes AFIIP W)
codes ,- source, classification
addition of subject headings
fig rules
housing of card file
time schedule
v. Dot ent Story re
AA 13,ard-copy document storage
file plan
growth rates - space considerations
retirer nt policies
access
loan
copy services
control of poor copy
B. Film storage
equips t - criteria for selection of right maehi for Job
capacities
cost
staffing requirements
control of qua ity - poor copy, file maintenance
processing schedules
retirement
contacts 4r4th equipment market - evaluation of new cqulpanent
Infortrion Center Retrieval Services
A. 13aasic organization of the information staff
recruitment
i_n.service try
sub ect specialization
supervision, evaluation of performance
role of indexing and dissemination staff in information retrieval
B, Search and retrieval procedures
Searching files
hard copy document files - rangem nt
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source files - logs
arrangement, guides
sequence checking
identification of non-indexed documents
retrieval of documents in process
subject catalogs
catalog plan subject/area, area/subject
guide cards
filing rules
file maintenance - sequence checking, retirement
information searching
procedures for searches by customer
submission of requests to search staff in person,
in writing, ate.
encoding, arrangomsnts. of product
prediction of size of answer, installment searches
time schedules -. priorities
retrieval of documents
hard-copy services
film vim and copy services
time schedules
Co Search product - control of quality
initial. screening of search product
by reference staffs, by requester
consolidation of search results
evaluation of search results - check against requester's files
planning of resource mobilisation for research projects
information center notificattion, participation
evaluation of existing resources
special collection measures
FOR OFFICIAL USE ONLY
Approved For Release 2004/03/31 : CIA-RDP80B0l139A000200010022-7