ITEM REGISTER SYSTEM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80B01139A000300020004-5
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 6
• Document Creation Date: December 12, 2016
• Document Release Date: December 18, 2001
• Sequence Number: 4
• Publication Date: January 6, 1966
• Content Type: MF

Approved For Release 2002/01/15: CIA-RDP80B01139A0QQp0020004- . }
Runt J
6 January 1966
MEMORANDUM FOR: Director of Central Reference r
THROUGH : Chief, Document Division, OCR
SUBJECT : Item Register System
1. The attached outline of Optional Implementation Programs for
Item Identification Register lists and comparesthree possible routes which
can be taken to accomplish the recommendations of Task Team II Report
(T/II/R-1 dated 13 August 1965).
2. All three routes assume that a CIA Project Leader will be
appointed to organize and carry through to completion any route chosen.
This will require full time of a . Project Leader in addition to part time
support from the CODIB Support Staff, the members of which are most
knowledgeable about SCIPS and Task Team II experience.
3. The route of hiring an outside contractor team was rejected
for the following reasons:
a. Delay in clearing a contractor for special material.
b. A Project Leader would have to spend a great deal
of valuable time indoctrinating and training a
contractor.
c. Data collection per se cannot be done by a contractor.
d. The machine development work does not need a
contractor.
e. There is not much left other than the transcription
work. It is true that some system design and planning
could be accomplished by a contractor.
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4. The figures for machine development were supplied by
OCS/Application Division and are based on the use of existing programs
(e. g. FICEUR and other used by OCS). These figures (see Attachment
2) do not include costs of Functions 5 (System Modification) and 6 (System
Maintenance) as listed on pages 25 and 26 of Task Team II report (see
Attachment 3), because it is difficult to estimate without knowing in
advance the results of the Evaluation (Function 4). A rough guess at
the upper limit might be: 1 /2 man month of analytic time plus one man-
day per month of machine system maintenance (or other OCS time) and
5 hours of machine time. These figures represent indefinitely continuing
costs.
5. Without doubt, Route 1 (CHIVE Catalog) is the quickest and
easiest route, but also the weakest in quality and coverage, and can be
estimated only up to the point of evaluation. Route 2 (In-house) starts
with lower limits than Route 3 (Community Participation), namely 1500
items, presuming that this Route can test the system design and procedures
prior to full scale operation. Expansion to full operational capability
will have to proceed either as Route 2 or 3. Therefore, eventual costs
to CIA (as Executive Agent) and/or CODIB members cannot be based on
Route 1. 25X1 A
Chief, Analysis Branch
1 - Outline of Optional Implementation Programs for
Item Identification Register
2 - OCS Support of CODIB Task Team II
3 - Pages 25 - 26 of Task Team II Report
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OPTIONAL CATION PROGRAMS FOR ITEM IDENTIFICATION REGISTER
ROUTE 1
CHIVE CATALOG
INPUT
Volume
Methodology
200-400 items (China only)
1. Entries (all but 1 element
of information recommended
by Task Team II Report, page
ll, included ) written on 5x8
cards.
2. System design to be determined
Timing 1. CHIVE input to Catalog
(to Evaluation) finished Jan 66
2. 1-2 weeks to complete
those items or series
not considered by CHIVE
3. System design - 2 weeks
Manpower Costs
Analytic
1. 2 man weeks of additional
data collection
2. 2 man weeks of System design
3. 1 man week of editing
ROUTE 2
IN-HOUSE
(Special Register
and Document Div.)
1500-3000 (World-wide)
1. System design and
preparation of Manual
of Instructions
2. Formatted forms filled
in as documents or series
received in Divisions
3. Editing by Project Leader
1. Reviewed for completeness
by producing agency
1. System design and preparation
of Manual - 1 man month
2. Forms to be filled in -
12 man months in each
Division
1. System design - 1 man month
2. Data collection and filling
in of forms - 3 man months
minimum
3. Editing - 2 man weeks
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Attachment 1
Page 1
ROUTE 3
IN COMMUNITY
(USIB Agency Participation)
3000-5000 (World-wide)
1. System design and preparation
of Manual of Instructions
2. Formatted forms filled in as
documents are collected or
identified
3. Editing by Project Leader
1. System design and preparation
of Manual - 1 man month
2. Forms to be filled in - 1 man
month each Agency
1. System design - 1 man month
2. Data collection and filling in of
forms - 1 man month each
State
DIA
Army
Navy
Air
CIA (to take care of CIA,
Foreign, Miscellaneous)
3. Editing - 2-3 weeks
 Machine Development
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ROUTE 1
CHIVE CATALOG
ROUTE 2
IN-HOUSE
1. -2-man week - system design
2. 2 man weeks - programming
and testing
3. 1 man week - initial system
operation
4. z man week - key punch
1. Quickest and cheapest
2. Data collection 3/4
finished
3. All elements but
"Category" entered in
clear text on 5x8 card
1. Delaying action for complete
Register
2. Weakest coverage - China instead
of world
3. Evaluation can be on format and
methodology only
4. Only a relatively unrepresentative
sample of world coverage can be
evaluated
5. Items not considered by CHIVE -
bibliographies and indexes -
will have to be added and these
6. may be world wide.
Does not follow recommendations of
1. z man week - system design
2. 3 man weeks - programming
and testing
3. 1 man week - initial system
operation
4. 1 man week - key punch
1. World wide coverage
2. OCR Divisions are familiar
with document input
3. In-house probably would be
completed sooner than in-
community (Route 3)
4. Could take. advantage of
CHIVE list on China
5. Easier to control and pro-
vide consistency
6. 1500 items could serve as
test before full scale
operation
1. Divisions will have additional
responsibility without addi-
tional manpower
2. Work will fall on CIA entirely -
OCR. Where will the OCR man
power come from?
3. Some Defense series are not
received in or cognizant by OCR.
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Attachment 1
Page 2
ROUTE 3
IN COMMUNITY
1. 2 man week - system design
2. 3 man weeks - programming
and testing
3. 1 man week - initial system
operation
4. 1 man week - key punch
1. World wide coverage
2. Each agency most familiar
with its own series
3. Pooling of resources -
fairer in dividing manpower
costs
4. Most thorough and complete
product
1. Costliest in manpower
2. Slowest to production or
operational stage
3. Input is decentralized
4. Some repetition with what
is already being computer
produced by DIA in its
Production Center Intelligence
Production Index, issued
quarterly. A world wide
DoD Index planned.
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%' SECRET
Attachment 2
13 December 1965
Estimate of OCS Resources Required to Support CODIB Task Team II
(Item Identification)
I
Assumptions
In developing this estimate it has been assumed that the record
design and processing required will be such that existing programs can
be used for the greater part of the system functions. Other assumptions
are:
file size -- 25, 000 card image records (5, 000 items, 5 cards per
item,
batch updating once a month resulting in 3 complete listings of the
file in different sequences,
five ad hoc requests per month.
Estimate
Development Cost:
System design -- one-half man-week
Programming and testing (edit and validation program, and
setup of existing programs) -- 3 man-weeks
Initial system operation --- one man-week
Key punch -- one man-week
Machine time (program, debug, and file creation) -- 6 hours
System Modification: One man-week
System Maintenance:
Per month -- one man-de.y
Machine time -- 5 hours ,
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Wape SENty _W
Attachment 3
Pages 25 & 26 of
(Phase I) Task Team II Report
Function Description of Tasks
1. System Design Determination of reporting procedures,
forms, and data file structures; com-
puter system flow charting and pro-
gramming; design of products; establish-
ment of data codes and tables (for
organizations, security classes, etc. ).
2. Data Collection Collection of examples and descriptive
data on items. Formatting and trans-
cribing of this data.
3. Initial System Keypunching of data, file building,
Operation production and reproduction of outputs,
servicing of queries, data base
maintenance.
(Phase II)
(Phase III)
Establishment of criteria, survey of
users through CODIB, compilation of
evaluation results, and preparation of
report for CODIB on form, format,
frequency and type of services, and
inclusion factors.
5. System Modification Establishment of changes and modifi-
cation of data files, programs, and
products, based on evaluation results.
Collection of information on additional
items as suggested by evaluation.
6. System Maintenance Institution and operation of reporting
system and monitoring for deletions, additic
or changes in item corpus. Production
of periodic products and servicing of
ad-hoc requests. Conduct of occasional
further evaluation surveys.
SECRET
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