ANNUAL REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80B01139A000200130004-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 16
• Document Creation Date: December 15, 2016
• Document Release Date: February 13, 2004
• Sequence Number: 4
• Publication Date: July 30, 1963
• Content Type: REPORT

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CODIB-D-108
30 July 1963
UNITED STATES INTELLIGENCE BOARD
COMMITTEE ON DOCUMENTATION
Annual Esport
1. Attached is a draft of the Fifth Annual Report to the USIB. I
would like to have this basic report go forward as soon as possible. The
departmental contributions submitted as appendices will be packaged
and given supplemental distribution after all are received.
2. Would you then review the attached and telephone your
concurrence or comments to me by 15 August 1963.
ohn K. Vance
Acting Chairman
Attachment
GROUP I
S-E-C-R-E-T Excluded from automatic
downgrading and
declassification
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25X1
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USIB-D-39.3/7 CODIB-AR-5
29 July 1963
UNITED STATES INTELLIGENCE BOARD
COMMITTEE ON DOCUMENTATION
Fifth Annual Report
Authorization
The USIB Committee on Documentation (CODIB) operates under DCID 1/4
(New Series) dated 26 June 19590
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
GROUP I
Excluded from automatic
S-E-C-R-E-T downgrading and
declassification
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and retrieval techniques, equipment utilization and other related developments 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 68 program was principally that of the Staff for the Community Information
Processing Study (SCIPS). 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 (IPIPS) and visited USAREUR
and USAFE installations in Stuttgart, Heldleberg and Wiesbaden; the
Director/SCIPS and the CODIB Secretary, also visited EUCOM headquarters
in Paris. 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
esearch? and Jonkers Business Machines, Inc; equipment demonstrations
included CIA/WALNUT'a document machines and an Air Force/IBM machine
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translation demonstration, with communication link via telephone between CIA's
Library and IBM facilities in New York State.
The Subcommittee on Classification approved Amendment II to the Intelligence
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 remain-
ing CGDIB 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, attempted catalytic and/or irritant
efforts to effect the release of funds to allow developmental work to get under-
way - of which more below on page 8.
MenaberehiP
Many changes in representation occured during the year, resulting in
large measure from DIA assumption of various Service Intelligence
activities.- Mr. Edward C. Wilson was designated State representative
vice Mr. Donald B. McCue; Capt. Donald F. Seaman, USN as Navy repre-
sentative vice LCDIt William C. Patterson, Jr.; Lt. Col. L.K. Patterson,
USA as Army representative vice Lt. Col. T. B. Broaddus, USA vice
Mr. John F. Kullgren; Lt. Col. Kevorak Ghourdjian, USAF as Air Force
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representative vice
representative vice
as DIA 25X1
(For a complete list of members
and alternates see Appendix BB.
Studer 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 for a Stage II follow-on effort or for recommendations to USIB
for policy directives assigning specific responsibilities in intelligence information
processing, encountered strong cross-currents in its upstream struggle. Personnel
shortages, both in terms of originally requested full-time commitments and
staff cutback during the Cuban crisis, necessitated reduction in the number of
organizations covered during the fact-finding phase, from the originally planned
200 or so, 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. The fact-gathering procedures
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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 complicated procedures engendered controversy, but a
point should be noted: the need for a comprehensive study and for USIB directives
in the information processing field was stated in the CODIB Annual Report for
1960, and the difficulties in such an effort - said then to be one of the most
ambitious studies implemented in the Community -- were pointed out in the
1961 Annual Report. What was, and is, sought is not a band-aid solution to
various present problems, but, for the first time, a comprehensive view of who-
has-what-where, and how the Community can most efficiently use these
expensively collected and voluminous data in a lea integrated Community
system -- one involving hardware compatibility, common formatting, indexing
and other procedural steps, and shared responsibility. To attempt such requires
time and detailed collection and analysis of information. 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 EAU listings;
magnetic tape files; and 30 (potentially, 83) catalog printouts, reflecting data
*ft is noteworthy that IBM, with its considerable experience, in attempting to
develop information for market research purposes for a presently Company
Confidential commercial version of CIA's WALNUT System (referred to as
CYPRES, felt that traditional market research methods were inadequate to the
size and complexity of the task, ~atndd decided on the same approach of a very detailed
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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 of the data collected is now in process, with a report to USIB planned
for late September 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 CODIB-prepared revision of the USIB policy
paper on contractor releases (USIB-D-39.5/2) met with unanticipated opposition
at the Board level and 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/G 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-produced report If the most current information
Is witheld from the contractor. In this connection, the points made in the
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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, or,
modify the Community's research facilities to enable research work now contracted
out to be accomplished in-house
KeeepI Informed
Keeping up with state-of-the-art developments as well as changing
organizational 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; elsewhere,
outside the Intelligence Community, these points are receiving increasing
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
communities 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 re-
action with great pressure for someone to do momathmjt, 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 CODIE urging, including a
status. report at each meeting, no bids had been let for research and develop-
ment. Development of a standardized report format for just one type of
report, the raw collateral information report, proceeded without much
headway for over five years; happily,, the new DIA format most closely
approaches the long-sought goal but, in truth, this was a unilateral
development to meet DLVs own needs and was fortuitously coordinated
with CIA In many other areas: meaningful report titles, common
indexing, reporting cycle speedup, all-source developments, machine
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language file generation, etc., loquacity has been noticeable - action, i. ee ,
planned community action, conspicuously missing. SIGINT/Collateral informa-
tion interplay is obvious and techniques, particularly machine techniques, for
handling each should be concerned with both as part of the information data base;
this point was somewhat compromised during the year in dealings between CODIB
and the SIGINT Committee. The two committees jointly sponsored USIB-S-13.1/4
(24 May 63) dealing with three ADP matters of particular 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
Nov,, While the SIGINT Committee did not accept this during the course of discussions
on the above paper, the matter will be reconsidered later.
Outlook
The comments made above reflect our strong conviction that steps can be
taken (a) within the present state-of-the-art to ease some of the current
problems; and (b) both within the present state-of-the-art and by new
equipment R&D, to develop a much more integrated Community system for
the future. These step, apparently and based on past history, will not be
taken or will not be taken rapidly enough, until senior levels within the various
departments support them. The climate for such support seems better now
than it has been. Our original hope, which we repeat, is that the SCIPS study
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will provide objective "meteorological" backup to enable the senior levels to
formulate, within today's climate, a projected action plan.
Perspective
Of especial 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 all providing vigorous leadership and purpose to the less
purposeful performance of yesterday.
Inasmuch as SECT 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
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
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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 o .. is to get the new Federal budget specific
moneys for improved information programs 1f. e. , a separate line
item in the budget of each major Federal department or agency for
its information-communication activity7f*
As mentioned above, a particularly good study was made by a panel on
science information of The President's Science Advisory Committee. ** All
of its findings have relevance to the CODES mission. In summary these are:
a.
b.
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.
c. Techniques of handling information must be widely taught.
* Hearings before the Subcommittee on Reorganization and International
Organizations, 87th Congress, Second Session, September 21, 1962,
Part 1, pp. 2 and 93.
** Science,. Government and Information, aura.
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d.
U.
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.
(2) There is little question of the practicality of the central
depository.
(3) Mechanical equipment offers hope for easing the information
problem o
(4) Software, including methods of analyzing, indexing, and
programming, is at least as necessary as hardware for
successful information retrieval,
Uniformity and compatibility are desirables Switching between
separate subsystems of the entire information system will be
effective only if the different subsystems adopt uniform
practices.
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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 e Here are the conclusions:
as Automation can, within the next decade, augment and
accelerate the services rendered by large research
libraries had have a profound effect upon their respon-
siveness to the needs of users
bo Automation of certain reference, record, and document
retrieval functions of large libraries is technically and
economically feasible.
go The retrieval of information from documents by automatic
methods is not technically feasible for large collections,
hut must be anticipated.
da Automation will enhance, not impair, adaptability of
libraries to changes in the national research environment
As a supplement, the Planning Research Corporation prepared A Cost
Ant~lysis of an Automated System for the Library of Congress, Spiro
and Kotin, PRC R-267, 1 August 1962
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and will facilitate the development of a national library
system
eo Automation will not reduce operating costs. but will
reduce the cost-to-performance ratio.
During May 26-299 a conference on Libraries and Automation was held
at Arlie Foundation, Warrenton, Virginia,, under the sponsorship of CRL9
MT and the Library of Congress. The papers read at this conference merit
CODIB attention.
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:
It.
bo
A lack of precise definition and specification both of the
objectives to be reached and of the relevant non-numerical
techniques; and,
A shortage of first-rate research workers in the field.
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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 CODIB also.
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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