ANNUAL REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80B01139A000200130003-5
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 17
• Document Creation Date: December 15, 2016
• Document Release Date: February 13, 2004
• Sequence Number: 3
• Publication Date: August 29, 1963
• Content Type: REPORT

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CODIB-D-108/1
29 August 1963
UNITED STATES INTELLIGENCE BOARD
COMMITTEE ON DOCUMENTATION
Annual Report
1. Attached is a revised draft of the Fifth Annual Report to the USIB.
All departmental contributions have been received and mats out. Advance
copies of these appendices will be sent to you under separate cover.
2. This revised draft, which takes into consideration those comments
on the 30 July draft received by the Secretariat to date, will be considered
by CODIB at its next meeting (5 September).
GROUP I
Excluded from automatic
downgrading and
declassification
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USIB-D-39.3/7 CODIB-AR-5
29 August 1963
D
R
A
F
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Fifth Annual Report
Authorization
The USIB Committee on Documentation (CODIB) operates under DCID 1/4
(New Series) dated 26 June 1959.
S2We
This report covers CODIB activities during Fiscal Year 1963, reflecting
activities and problems of general interest or concern, with an attached check-
list (Appendix A) of documents issued during the year; current membership
is reflected in Appendix B. Information processing developments in individual
member agencies, particularly those involving automatic data processing
equipment, are reflected in Appendix C, distributed separately as a supple-
ment to the main report. This supplement has been particularly well
received by various USIB components in previous years as a vehicle for
the dissemination of collated information on current indexing, storage
and retrieval techniques, equipment utilization and other related developments
GROUP I
Excluded from automatic
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declassification
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in the Community as a whole, an over-view otherwise difficult to obtain.
Activities
As announced in the Outlook section of last year's Annual Report, CODIB's
FT 63 program was principally that of the Staff for the Community Information
Processing Study (SLIPS). To review the status of SCIPS developments, and
to handle the various ad hoc problems of general interest, six Committee meet-
ings were held and 27 staff papers issued. In a unique expansion of CODIB on-
site visits to facilities engaged in significant information processing activities,
many of the members attended the Congress in Munich of the International
Federation of Information Processing Socities (IFIPS) and visited USAREUR
and USAFE Installations in Stuttgart, Heidelberg and Wiesbaden; the
Director/S CIPS and the CODIB Secretary, also visited EUCOM headquarters
in Paris o Ten other briefings or demonstrations were held, including visits
to the (then) Armed Services Technical Intelligence Agency (ASTIA), the State
Department, concerning their automation plans, and General Electric/Bethesda
for a machine-oriented indications analysis technique session; oral presentations
were given by representatives from DIA, DDR&E, NASA, State/External
Research, and Jonkers Business Machines, Inc; equipment demonstrations
included CIA/WALNUT's document machines and an Air Force/IBM machine
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translation demonstration, with communication link via voice telephone circuit
between CIA's Library and IBM facilities In New York State.
The Subcommittee on Classification approved Amendment U to the Intelli-
gence Subject Code (ISC), providing greater indexing specificity on certain
subjects of interest to DIA and to CIA; the Working Group on Emergency
Planning reviewed the Individual deposit programs of CODIB member agencies
and the Chairman visited various deposit sites in the U. S. mainland and in
Hawaii; and the remaining CODIB sub-group, the Working Group on Remote
Systems input, having completed its work in development of Community
specifications for a secure machine-language by-product typewriter, continued
its efforts to obtain the release at the earliest date of funds to allow develop-
mental work to get under way.
Membership
Many changes in representation occurred during the year, resulting in
large measure from DIA assumption of various service intelligence respon-
sibilities and some activities: Mr. Edward C. Wilson was designated State
representative vice Mr. Donald B. McCue; Capt. Donald F. Seaman, USN,
as Navy representative vice LCDR William C. Patterson, Jr.; Lt. Col.
L. K. Patterson, USA, as Army representative vice Lt. Col. T. B. Broaddus,
USA, vice Mr. John F. KAlgren; Lt. Col. Kevorak Ghourdjian, USAF, a"
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Air Force representative vice
as DIA representative vice
(For a complete list of
members and alternates see Appendix B).
Study of USIB Information Processing Problems
The SCIPS Stage I effort to accumulate during the year data on information
holdings and handling procedures within the Community, to reduce these data to
machine language for computer manipulation for evaluative purposes, and to draw
conclusions, either fora Stage II follow-on effort or for recommendations to
USIB for policy directives assigning specific responsibilities in intelligence
information processing, had its difficulties.
Personnel shortes, both in terms of originally requested full-time
commitments and staff cutback during the Cuban crisis, necessitated reduc-
tion in the number of organizations covered during the fact-finding phase,
from the originally planned 200 or no, to 61, with only two components outside
of the Washington area (SAC Headquarters, Offutt AFB and Air Force's
Foreign Technology Division, Wright-Patterson AFB) being covered; the
61 surveyed include some 400 processing activities and about 5, 000 people
(perhaps 60% of the Community's information processing efforts), and
maintain about 1, 000 files of which perhaps one-third are at least partially
automated.
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The fact-gathering procedures developed, including the very detailed
questionnaires*, were difficult to learn and produced great quantities of data
which had to be converted to machine language (the keypunching and computer
programming of which was a major effort). These procedures engendered
some controversy, largely because of the absence of precedence or experience
in such an undertaking.
Intensive data gathering occurred from August 1962 to January 1963, with
subsequent tapering off of data collection and emphasis on data reduction. The
information gathered exists in the form of questionnaires and other documents;
punched cards and EAM listings; magnetic tape files; and 30 (potentially, 83)
catalog printouts, reflecting data contained in over 250, 000 SCIPS punched
cards. This Collateral/SIGINT data base, plus other sensitive codeword data
manually controlled, should be used for the benefit of all Community components,
but policy on access to it needs to be (and is now being) developed.
In an all-day session immediately following the end of this reporting period,
CODIB members were briefed on SCIPS findings to date. Detailed evaluation
*It is noteworthy that IBM, with its considerable experience, in attempting to
develop information for market research purposes for a presently Company
Confidential commercw version of CIA's WALNUT System (referred to as
CYPRESS), felt that traditional market research methods were inadequate to
the size and complexity of the task, and decided on the same approach of a
very detailed and structured questionnaire as did SLIPS.
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of the data collected is now in process, with a report to USIB planned for
October 1963.
Information Release
As in previous years, questions and problems concerning releases and
use of intelligence and intelligence information occupied considerable
Committee attention, particularly in implementing DCID 1/7, and more
specifically, with regard.to releases to contractors. A COMB-prepared
revision of the USIB policy paper on contractor releases (USIB-D-39.5/2)
was considered by USIB, and remanded to CODIB for further consideration.
Thus it was not resolved until after the and of the reporting period. If the
Community is to continue its reliance on external research on intelligence
problems, particularly in a tightened budgetary and T/O environment, more
efficient release procedures with fewer middleman-handling requirements
without security relaxation, would seem to be in order; also relevant, of
course, is the quality of the externally-pruduced report if the most current
information is withheld from the contractor. in this connection, the points
made in the 1960 Annual Report, we feel, remain valid: viz, we must face
up to the need for releasing more information, adopting procedures to make
this possible, jr, modify the Community's research facilities to enable
research work now contracted out to be accomplished in-house.
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Nw~
Keeping Informed
Keeping up with state-of-the-art developments as well as changing organi-
sational or procedural details is a major problem to, and, as reflected in the
Activities section above, a major effort of, the Committee. The volume of
information about information processing itself is becoming unmanageable.
Again, the points reflected in the Outlook section of the 1961 Annual Report,
for Community action to control the information flood, are still valid; else-
where, outside the Intelligence Community, these points are receiving in-
creasing attention, in the Senate Committee on Government Operations
hearings and in the excellent report of the President's Science Advisory
Committee (PSAC)*, to name just two. CODIB tie-in with the non-USIB
and non-governmental communites was expanded beyond that provided by
our advisory and associate members from the National Bureau of Standards
and National Science Foundation by virtue of the invitation from the Federal
Council on Science and Technology's Committee on Scientific Information
(COST) to the CODIB Chairman to attend its meetings as an official observer.
* Science, Government and Information: The Responsibility of the Technical
Community and the Government in'the Transfer of Information, 10 January
1963
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It is ironic, and frustrating, to note that the legitimate concern in this area
has In some quarters proceeded from non-action to band-wagon proportion
reaction with great pressure for someone to do somethic, particularly with
computers, the inference being that this problem area has just been brought
to light. Perhaps more frustrating is the fact that, within the Community,
historic awareness of the problem areas and recommendations as to solutions
or steps toward solutions, have not been translated into action - or have been
so translated only painfully and slowly. As example, the machine-language
typewriter development referred to in the Activities section above was put,
and accepted, as an urgent requirement in March of 1961; nevertheless, by
the end of. Fiscal Year 1963 and after concerted CODIB urgkig, including a
status report at each meeting, no bids had been let for research and develop-
ment. Considerable progress has been made in field source formatting of
SIGINT data, with substantial Implementation In 1962. Development of a
standardized format for reporting raw collateral information, which proceeded
slowly over the last five years, now more closely approaches the long-sought
goal with the adoption of the new DIA format. in truth, this was a unilateral
development to meet DIA's own needs only fortuitiously coordinated with CIA,
and never formally brought to CODIB's attention. In many other areas,
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meaningful report titles, common indexing, reporting cycle speedup, all-
source developments, machine language file generation, coordinated action
during the past year bas been minimal. SIGINT/Collateral information
interplay is obvious and techniques, particularly machine techniques, for
handling each should be concerned with both as part of the information data
base o Largely owing to the long-standing centralized national direction of
reporting efforts in the SIGINT area, capturing Information in machine
language by the reporting source has advanced more rapidly than in the
collateral area. To ensure maximum coordination and widest possible
benefits from such efforts the SIGINT Committee requested CODIB-SIGINT
joint sponsorship of an ADP policy paper (USIB-S-13.1/4, 24 May 63) deal-
ing with three ADP policy considerations of pressing Importance to the
SIGINT Community. These and like matters of mutual interest have led
CODIB to recommend the establishment of a. Joint CODIB-SIGINT
Committee on ADP. While the SIGINT Committee did not accept this
during the course of discussions on the above paper, . the matter will be
reconsidered later.
Climate for Action on CODIB Problems
The comments made above reflect our strong conviction that steps can be
taken within the present state-of-the-art to ease some of the current problems
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With additional advances in the state-of-the-art and the development of some new
equipment, we could moreover considerably increase the degree of integration
of various systems in the Community into a system of systems complex to the
mutual advantage of the participants. Steps in this direction would require
support at the most senior levels within the various departments. The climate
for such support seems better now than it has been. Our original hope, which
we repeat, is that the SCIPS study will provide objective "meterological" back-
up to enable the senior levels to formulate, within today's climate, a projected
action plan.
Perspective: Developments outside CODIB of Special Interest
Of special interest to CODIB has been the activity within the Government
(but outside the Intelligence Community) to get a more firm grip on the science
information problem. The Federal Council on Science and Technology, and Its
Committee on Scientific Information, and the new DOD Director of Technical
Information are providing more vigorous leadership and purpose than has
hitherto been the case in this field.
Inasmuch as S&T information and intelligence information have large
areas which overlap, moves made to improve matters in the S&T field in-
evitably have a much wider impact. Fortuitiously, much of the philosophy
guiding this action has been that espoused by CODIB in the past, and hence
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Is to be welcomed.
In the Congress, Senator Humphrey is again pushing for progress in the
handling of information, having been disappointed at improvements made to
date. In hearings last fall, he characterized the Improvements as in-
sufficient.
"They /the improvements/ are usually too limited and
marginal in effect. The Federal agencies are still so
choked up with innumerable documents - monographs,
research papers, administrative reports, etc. - that
nobody knows where they are, what you are supposed
to do with them, how they got there.
"One of our purposes . . . Is to get the new Federal
budget specific moneys for improved information
programs Li. e. , a separate line item in the budget
of each major Federal department or agency for its
information-communication activity/. "*
Hearings before the Subcommittee on Reorganization and International
Organizations, 87th Congress, Second Session, September 21. 1962k
Part 1, pp. 2 and 93.
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As mentioned above, a particularly good study was made by a panel on
science information of The President's Science Advisory Committee. * Al]
of its findings have relevance to the CODIB mission. In summary these are:
a.
b.
C.
The technical community must recognize that handling of
technical information is a worthy and integral part of science.
The individual author must accept more responsibility for
subsequent retrieval of what is published.
Techniques of handling information must be widely taught.
The technical community must explore and exploit new switching
methods.
(1)
The specialized information center is the key to the
rationalization of our information system. Ultimately
the specialized center will become the accepted retailer
of information, switching, interpreting, and otherwise
processing information from the large wholesale
depositories and archival Journals to the individual
users.
* Science, Government, and Information, supra.
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(2) There is little question of the practicality of the central
depository.
(3) Mechanical equipment offers hope for easing the information
problem.
(4) Software, including methods of analyzing, indexing, and
programming, is at least as necessary as hardware for
successful information retrieval.
e. Uniformity and compatibility are desirable. Switching between
separate subsystems of the entire information system will be
effective only if the different subsystems adopt uniform
practices.
A study* prepared under grant by the Council of Library Resources is
nearing completion. The survey team (King, Edmundson, Flood, Kochen,
Libby Swanson, Wylly, and Dubester) Investigated the possibilities of
automating the functions of large libraries. Here are the conclusions.-
As a supplement, the Planning Research Corporation prepared A Cost
Analysis of an Automated System for the Library of Can ss, Spiro
and Kotin, PRC R-267, 1 August 1962
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a. Automation can, within the next decade, augment and
accelerate the services rendered by large research
libraries and have a profound effect upon their respon-
siveness to the needs of users.
b. Automation of certain reference, record, and document
retrieval functions of large libraries is technically and
economically feasible.
a. The retrieval of information from documents by automatic
methods is not technically feasible for large collections,
but must be anticipated.
d. Automation will enhance, not impair, adaptability of
libraries to changes in the national research environment
and will facilitate the development of a national library
system.
e. Automation will not reduce operating costs, but will
reduce the cost-to-performance ratio.
During May 26-29, a conference on Libraries and Automation was held
at Arlie Foundation, Warrenton, Virginia, under the sponsorship of CRL,
NSF and the Library of Congress. The papers read at this conference merit
CODIB attention.
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Mid-1962 saw the completion of the report of an ad hoc study panel of
PSAC on Non-Numerical Information Processing. These findings reflected
the panel's attempt to assess the state of the art in this field - one most
closely related to processing intelligence information. Two fundamental
difficulties were identified regarding present applications, even though
large scale commitments to the development of operational hardware
systems have been made:
a. A lack of precise definition and specification both of the
objectives to be reached and of the relevant non-numerical
techniques; and,
b. A shortage of first-rate research workers in the field.
To quote the panel, 'Symptomatic of these difficulties are the present
and growing external pressures toward large scale hardware procurement
in cases where the operational purpose to be served is vague and where, in
any event, the present state of the art In hardware and software is inadequate
to support the grandiose 'intellectual process' that is so ardently desired."
Finally, the Interagency Committee on Automatic Data Processing
continues its pursuit in fields of interest to CODI8 also.
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it would thus appear that CODIB has much to gain by devoting some of
its attention during the year ahead to strengthening its ties with organizations
actively pursuing goals of mutual concern.
Paul A. Borel
Chairman
USIB Committee on Documentation
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