PRODUCER REVIEW OF ITEM DESCRIPTIONS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80B01139A000300020009-0
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 13
• Document Creation Date: December 12, 2016
• Document Release Date: December 18, 2001
• Sequence Number: 9
• Publication Date: December 1, 1967
• Content Type: MF

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E:{)D I f3-I)-III /I . I.,~ I I
I Occember' 1967
i t N T ' I ' 1, I ) S T A T], S T N T E 1 ,1, 1 (;1; N C I, 13 0 A f2 I)
COMMITTEE ON DOCIIMLNTA'ri ON
MEMORANDi1M FOR: CODTB Members
SUBJECT: Producer Review of Item Descriptions
1. In 1.'ebruary 1966 at the recommendation of CODIB, I1STB
requested that CIA undertake the detailed design, :implementation,
and operation of an all-source USIB Item Register System. A
detailed design for the Item Register System has been completed
and an initial computer data base which identifies and describes
approximately 1.400 community intelligence items has been developed,
together with basic operating and maintenance programs. Inputs to
the computer data base were obtained by inspecting issues of
various producers' items available in CIA and by examining agency
and departmental catalogs as well as pertinent indexes, dissemination
lists, and distribution guides.
2. The initial 1400 item descriptions (machine printouts)
were created over an extended period of time and the sources used
did not, in many cases, provide complete-up-to-date information.
These item descriptions are intended only to be indicative of the
types of items which should ultimately appear in the Item Register.
All item descriptioos are arranged by producing agency, major
producing component within agency, and producing elements within
component to aid in their processing. Producing elements should
examine the item descriptions (machine printouts) (Attachment 3)
and correct errors and omissions. A brief, narrative description
of the purpose each item is designed to serve should be included.
They should also provide descriptions of additional recurring
publications and series-type documents which they produce by
completing Item Register. Input Sheets (Attachment 4).
STATINTL
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3. When producing elements have completed their review, a
set of item descriptions (machine printouts) and completed Item
Register Input sheets should be returned to the CODIB Support
Staff via the agency CODIB member. It is requested that these
actions be accomplished by 1 February 1968. Necessary corrections
and additions can then be made to the data base and an initial,
multi-source, multi-producer Item Register will be prepared for
formal evaluation by CODIB and its member agencies.
STATINTL
Secretary
Attachments:
1. Item Register Design Summary
2. Item Register Instructions
3. Item Descriptions (Machine Printouts)-3 sets.
4. Item Register Input sheets
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S-E-C-R-E-T
ATTACHMENT 1
ITEM REGISTER DESIGN SUMMARY
1. Information handling in the community is characterized
by large and growing investments, a steady increase in the quantity
of information and intelligence items incoming and in file,
occurrence of more and more fast-action requirements from decision
makers and increased need for intelligence support in such diverse
activities as wargaming, force structure planning, control of
forces, and military aid programs. The flow of information, at
present, is predominantly in the form of documents which should
be effectively identified and described in sufficient detail to
avoid ambiguities and resulting confusion in the minds of recipients.
The Item Register System will assist collectors, processors,
analysts, and users in communicating effectively about community
intelligence products. The scope and contents of various inf or-
mation processing systems maybe described accurately and author-
itatively in terms of the items included in the Item Register.
Outputs from the Item Register System will aid in on-going inter-
system operations and studies. They will also assist system
designers and managers in planning and implementing system
improvements.
2. An item appearing in the Item Register may be a periodical,
a series type publication, or a recurring publication within a
series. The item descriptions will be at the periodical or series
level. For example, the Scientific Intelligence Digest, a
periodical published monthly by CIA is entered only once, not
twelve times (issue level).
3. If the item is a periodical or a series, its title will
be entered in the item title field and the word. "None" entered
in the associated title field. For example:
Item Title: Scientific Intelligence Digest
Associated Title: None
Associated Title: None
Item Title: Research Memorandum
Associated Title: None
Associated Title: None
4. If the item is a recurring publication within es?_ser.ies,
the recurring publication title will be entered in the item
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title field and its`s.eries will be entered in the first associated
title field. For example:
Item Title: Global Alert List
Associated Title: Research Memorandum
Associated Title: None
5. If the item is a recurring publication within a subseries,
within a series, the recurring publication title will be entered
in~the item title field, the subseries title in the first associ-
ated title field and the series title in the second associated
title field. For example: ,
Item Title: Cezchoslovakia
`Associated Title: Order of Battle Data
Associated Title: Military Intelligence Handbook
6. In order to keep the number of periodicals, series, and
recurring publications within reasonable limits and to insure
that the most useful items are included within these limits,
several rules have been adopted:
a. Items which are not distributed beyond the origi-
nating organizations and one-time issuances in response to ad
hoc requirements will be excluded from the Item Register.
b. Entry into the Item Register is further restricted
to: (1) sustantive items containing information on foreign
locations, persons, organizations, installations, commodities,
and equipment, and (2) substantive support items such as catalogs,
indexes, production schedules and dissemination guides which
assist in the processing of substantive information.
c. Maps, charts, and photographs as such are excluded
from the Item Register; however, derivative items such as photo
interpretation reports and items about foreign mapping and
charting activities are included.
d. Unevaluated counterintelligence information reports
are also excluded, but CI Digests, studies, and projections
which receive wide distribution are included.
e. An item is entered only once in'-the Item Register
even though it may be available in a variety of forms, e.g., hard
copy, microfilm, microfiche, punched cards, magnetic tape, etc.
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f. The security classification, dissemination and use
controls appearing on a single item may vary from issue to issue.
However, when several versions of a publication are produced for
release at different security or access levels or to Obviate
dissemination and use controls, each such version is entered as
as individual item in the Item Register.
g. An item which is produced jointly by two or more
agencies, components, or elements is treated as an single item
with multiple entries in the producer field. On output, the
item can be listed separately under each producer.
7. Attachment:3 represents a conscientious attempt to apply
the foregoing rules and selection criteria to a number of your
products. This was done by inspecting issues thereof, as well
as by examining information contained in your catalogs, indexes,
registers, etc. It is by no means certain that sufficient
information was available or utilized correctly in describing
your products. Therefore, it is most necessary that a producer
review be undertaken to correct errors and omissions occurring in
the item descriptions (machine printouts) which have been provided.
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ITEM REGISTER INSTRUCTIONS
A. General Instructions
These instructions are to be followed in correcting and amplifying item
descriptions (machine printouts) and for completing Item Register Input
sheets for additional items.
1. Indicate corrections to be made and enter missing information
on the item descriptions (machine printouts)provided. In cases where these
descriptions contain, or should contain, an entry in the associated title
field(s), enter the appropriate series or subseries titles and provide a
complete, up-to-date listing of the recurring item titles which make up the
series or subseries. Include on the listing pertinent information which may
vary with each item title, e.g., security classification, dissemination
controls, and use controls.
2. To enter items and series for which no item description
(machine printout) has been provided, complete an Item Register Input
(Attachment 4) and provide a single sample copy of an issue of the item or
series described. In cases where recurring items are part of a series or
subseries, complete one Item Register Input (Attachment 4) and attach a
complete, up-to-date listing of the recurring item titles comprising the
series or subseries. Include on the listing pertinent information which may
vary with each item title, e.g., security classification, dissemination
controls, and use controls.
B. Specific Instructions
1. Item Title: Enter the exact title of the item as it appears on
the document. Enter title classification, if indicated, in parentheses
following the title, e, g. , (U), (C), (S), (T).
2. Associated Title (if any). Enter the exact series or subseries
title. If this title carries a security classification, enter it as in-
dicated in paragraph B. 1. above.
3. Associated Title (if any). Enter the exact series title. If
this title carries a security classification, enter it as indicated in para-
graph B. 1. above.
4. Short Title (if any). Enter the short title only when it act-
ually is printed in issues of the item, e.g., TDI, NIS,.TACCTA, LOC.
S-E-C-R-E-T
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5. Series Designation (if any). Enter series control numbers
such as AMD-TR, AID 3D, T65-01-21, 00-B, ONI-?9, AP-1-460.
6. Producer: Enter department or agency, major component therein,
and producing element.
7. Item Description-
a. Production Status: Indicate whether the item is currently
being produced, no longer being produced, or planned for production.
If no longer being produced, specify final publication date. If
planned for production, specify intended publication date.
b. Frequency of issuance: (Note: If item is a daily, please
specify whether it is published 5,6, or 7 days a week).
c. Form(s) in which available: For example: hard copy,
microfilm, microfiche, punched cards, punched paper tape, magnetic tape,
teletype transmission, etc.
d. Classification Range: Indicate the security classification(s)
which can appear on issues of this item.
e. Dissemination and Use Controls Applied: Indicate the
various dissemination and use controls which can appear on issues of
this item.
f. Access Controls: Indicate special access controls
applied to issues of this item.
8. Item Register Number: (leave blank).
9. Remarks: Enter necessary clarifying information. Include
brief narrative statement concerning such matters as the item or series
scope, purpose for which produced, etc.
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Sg-UZ6 J" -- Q O O OU 16-A) P l S Se'1
Classification when filled 4201,C O i7IgSbA1
ATTACIINENT 11
ITEM REGISTER INPUT
1. Item Title followed by item title classification, if any, e.g., (11), (C) ,
(s), (T) : f i"'L'" ait in L P'. R"r- L., I STS
2. Associated Title followed by title classification, if any. If item title
above is a recurring title within a specified series or subseries, enter
series or subseries title here: 'Sd\ N4 M1;'MOf 1NDuM
3. Associated Title followed by title classification, if any. If above
entry immediately above is a subseries title, enter series title here:
4. Short Title (if any) : ,
5. Series Designation (if
6. Producer: Dept/Agency,
any) :
'JaPT' a T
Major Component
Producing Element
7. Item Description:
(a) Production Status (Circl6' appropriate code):
being produced.
urrentl
i
y
ve, c
Act
Inactive, no longer being produced; specify final publication date:
Planned for production
(b) Frequency of Issuance
A = Irregular
D=7xaweek
J=6x a week
F = 5 x a week
E = 2 x a week
S = Other, specify_
= Semi-monthly
Monthly
Every 2 months
Q = Quarterly
T = 3 x a year
S = Semi-annual
Y.= Annual
Z = Every 2 years
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Classification when filled in
specify initial publication date:
(Circle appropriate code):
W = Weekly
B = Every 2 weeks
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SCGG(Z C 1'
Classification cehen filled in
(c) Form(s) in which available (Circle code (s) as ap[fropriatc) :
Q= Hard Copy PC = Punched Cards MT = Magnetic 'T'ape
MF = Microfilm PT = Punched Paper Tape TT = Teletype Trans-
mission
X = Other, Specify
(d) Classification Range (Circle Code(s) as appropriate):
U = Unclassfiied S Secret
C = Confidential T = Top Secret
(e) Dissemination and Use Controls (A lied to any issue of the item)
(Circle codes as appropriate):
P = None Applied W = Warning notice - Sensitive
N = No Foreign Dissem sources & methods involved
= Controlled Dissem B = Background Use Only
Cy
A No Dissem Abroad 0 = Official Use Only
X = Other Dissem or use controls, specify,
(f) Access Controls (Circle as appropriate):
None Applied A = SAO
SSO R = Restricted Data
X = Other, specify
8. Item Register Number
(leave blank)
9. Remarks (Clarifying information: Include brief, narrative description
of item, its purpose, scope, etc.):
7'/4y1?26S /61f2leM4T/OA/ ?N !V. ?VdrtQP1Ao1;-
$,7a T/o/us Or- 1 0o i /ZI,fl t,. C Q. dZC eIALO j 7-0
10. Organization and address of individual completing this form:
Vg ZtEcJ o e 1 N tZc. rG ct~c f ~ 5 1 cE+
O6PT or Si A7-6 W/4S DTI &I r' ?r.
..0 1I
Approved For Re n MWER
3M
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-we
Classification when filled in
1. Item 'Title followed by item title classification, if an e ., (C),
(S) , (T) : r/ Jam'/C_ / G.
2. Associated Title followed by title' classification, if any. If item title
above is a recurring title within a specified series or subseries, enter
series or subseries title here: //A/C
3. Associated Title followed by title classification, if any. If above
entry immediately above is a subseries title, enter series title here:
Short Title (if any) : NIVAL`r
5. Series Designation (if any) : ~
Producer: Dept/Agency d kA046L? 1 ,&4Z1 a C% 'd' X14 i'G"Z
Major Component V/,z Qi' Sc lycd q L- n''cl4AIaG} *`(
Producing Element O irF (Q /- S C /6"N'771C/ G /A/Td U-16 'c
Item Description:
(a) Production Status (Circle appropriate code):
AG= Active, currently being produced.
I = Inactive, no longer being produced; specify final publication date:
P = Planned for production, specify initial publication date:
(b) Frequency of Issuance (Circle appropriate code):
A = Irregular W = Weekly Q = Quarterly
D = 7 x a week B = Every 2 weeks T= 3 x a year
J= 6 x a week = Semi-monthly S= Semi-annual
F= 5 x a week = Monthly Y= Annual
E = 2 x a week N = Every 2 months Z= Every 2 years
S - Other, specify
~s a IF 1m (OVER)
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Classification when filled in
(e) form(s) in which available (Circle code (s) as appr. ol, r irt(,) :
= Hard Copy PC = Punched Cards MT = Magnetic 't'ape
= Microfilm PT = Punched Paper Tape TT = Teletype Trans-
4
m
i
ss
on
= Other, Specify-_
(d) Classification Range (Circle Code(s) as appropriate):
U = Unclassfiied ! = Secret
C = Confidential T = Top Secret
(e) Dissemination and Use Controls (Aplied to any issue of the item)
(Circle codes as appropriate):
= None Applied W = Warning notice - Sensitive
r..- _.__ T ------
= N
o
d
eth
u
o
s involved
= Controlled Dissem B = Backroud U
n
g
se Only
A =.No Dissem.Abroad 0 = Official Use Only
X = Other Dissem or use controls, specify
(f) Access Controls (Circle as appropriate):
None Applied A = SAO
SSO R = Restricted Data
X = Other, specify_
8. Item Register Number
(leave lank)
9. Remarks (Clarifying information: Include brief, narrative description
of item, its purpose, scope, etc.):
v~ y S c! t-iyTt F~ G n~L~G~e-~yG" in/
6I 6-fFQ rof2m ?A.) 4V04 - t ,1, ' C / /lam G
10. Organization and address of individual completing this form:
rc,cG D SCE r./T, /G /~c/ c~Li c~~,,/ ~'' l7 Z7 ( T
000300020009-0
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ed1rF/ f'26 A1r1114 - Ivv r0 f /6A' .ass +
Classification when filled in
/1'I"I'/1C1011INT 11
ITEM REGISTER INPUT
1. Item Title followed by item title classification, if any, e.g., (11), (C)
(S), (T): ,~'ZGDS~V'l4 0
2. ;sociated Title followed by title classification, if any. If item title
above is a recurring title within a specified series or subseries, enter
series or subseries title here: 0i~V Z (l- ?a~4TTLL /G174
3. Associated Title followed by title classification, if any. If above
entry immediately above is a subseries title, enter series title here-
-M 1riTAA ~Nr rLt~~ M ND13vv~c..
4. Short Title (if any) : Alal~~L~'
5. Series Designation (if any) : M /H t-115 6. Producer: Dept/Agency 4oem
Major Component
Producing Element N / Tt G
7. Item Description:
(a) Production Status (Circle appropriate code):
produced.
bein
tl
g
y
Active, curren
Inactive, no'longer being produced; specify final publication date:
P = Planned for production, specify initial publication date:
(b) Frequency of Issuance
Irregular
J = 6 x a week
F-.= 5 x a week
E = 2 x a week
pecify_
S = Other, specify-
=.7 x a week
= 7
(Circle appropriate code):
W
= Weekly
Q
Quarterly
B
= Every 2 weeks
T
3 x a year
C
= Semi-monthly
S
Semi-annual
M
= Monthly
Y
Annual
N
= Every 2 months
z
Every 2 years
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Classification when i lect in
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Classif ic:ation when filled in
(c)
Form(s) in which available (Circle code(s) as appropriate) :
Hard Copy PC . Punched Cards MT 0 Nngnc~ tic 'rnnpe
X = Other, Specify
IF = Microfilm PT = Punched Paper Tape TT = Teletype Trans-
mission
(d) Classification Range (Circle Code(s) as appropriate):
6 = Unclassfiied S Secret'
= Confidential T = Top Secret
(e) Dissemination and Use Controls (Applied to any issue of the item)
(Circle codes as appropriate):
= None Applied W = Warning notice - Sensitive
N = No Foreign Dissem sources & methods involved
= Controlled Dissem B = Background Use Only
A = No Dissem Abroad 0 = Official Use Only
X =.Other Dissem or use controls, specify
(f) Access Controls (Circle as appropriate):
NN = None Applied A = SAO
SSO R = Restricted Data
X = Other, specify
8. Item Register Number
(leave blank)
9. Remarks (Clarifying information: Include brief, narrative description
of item, its purpose, scope, etc.):
(u) PtLov/DGs RC P1 P Fe ecVce' M4Tti2/fk. F'i- Liss,
v_~g ni tysTS . ~'d Ga"CTa LS, 4&/ S1` F~- DID ~C' /LS . 7"
I $ 4N ~ceu2Aj" 51~c~~~E o~-' y 2i -r' Qi 1L ~ti?
lo. Organization and address of individual completing this form:
~'~vT y e -A1,15~' /,Nr/te'
1~ QTS . W 4i H1, G'u~ h