CIA LIBRARY SERVICES TO G-2

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80R01731R003400090001-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 23
• Document Creation Date: December 15, 2016
• Document Release Date: March 4, 2003
• Sequence Number: 1
• Publication Date: December 28, 1952
• Content Type: MF

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Chief, 0-2 Document Library
CIA Library Services to 0-2
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dtc tto 1st
1. Ref es is made to your memoranda of 4 and 19 December 1952
respectively on the general subject of CIA Library Services to 0-2
Document Library. This memoranda in to confirm the several telephone
conversations already held on this subject. The CIA Library welcomes
the opportunity to extend its facilities to n-2 and wishes to cooperate
fully.
2. Comments specifically are as fellows'
a. Memorandum of 4 December. The CIA Library is Willing to
undertake ij servicing of 0-2 reoesete for intallofiuc tapes tly
subject, and 2) the loan of 01A documents. Close watsh will be
kept on the volume to ses that it is within the personnel capa-
bilities. It is requested that the G-2 Library in turn provide
occasional qualitative evaluations of the service provided to as-
sist in CIA Library assessment of its subject analysis, circu-
lation and bibliographic activities.
b. Memorandum of 19 Decaber. The imtellofax run requested
on USSR tacuum Tubes has bAmen delivered. The 0-2 Document Library
will receive on a reviler basis ell TRM cards containing abstracts
covering basic intelligence, flashes, etc. The cards will be
=punched and will be sent to you weekly, starting the first week
in January.
3. Tho interest of 0-2 Document Library in improving the library
facilities for the intelligence community is a commendable one. The
CIA Library wishes to record its appreciation.
ARTsmc
30 December 1952
Distribution:
AP/CD - 1
Signer - 2
"AD/IC - 1
Admin. Files -
Librarian
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4 December 1952
12:110RANDUU FOR: CHIEF, CENTRAL INTELLIIENCE AOENCY LIBRARY
SUSJSCT: Services Available from CIA to 02
1. Due to space and pervonnel limitations the 0-2 Document
Library has under consideration a plan to restrict considerably its
cataloging of intelligence reports received from other 'AC agencies.
litthis plan is put into effect, it would increase the demands for
rvice on the CIA Library. The plan in essence fellows:
a. 1-2 Document Library would give complete subject cata-
loging to all intelligence reports received from Ar ey sources and
would continue to ealntain permanent file :maples of such reports.
b. The 0.2 Document Library would maintain temporary file
copies only of reports received from other agencies and would do no
subject cataloging on such reports. It is anticipated that these
temporary file copies would be retained for perhaps cue year after
rsoeipt.
c. The 0-2 Document Library would depend on the CIA Library,
to furnish lists of references by subject on /ntellofex taps when-
ever requests are received for information by subject which cannot be
answered solely from intelligence reports of Army origin. It is
anticipated that requests for such Intellofax tapes would increase
from the present average of about (40) per month to a maximum of (200)
per mouth.
de It is further anticipated that 02 would depemd an the
CIA Library to furnish sorties on loom of CIA reports after the tempor-
ary file copy of the 1-2 Document library hem been destroyed. No
wettest* ess be given at tbis time of the imereamed load this meld
place on the inter-library Imam feellatieel however, it is net bs.
lieved that it meld be very =twigs.
2. Inform:tics is desired fir pima, purposes se to whether
the CIL Library is in a position to WNW the inereseed loved men-
tiomed above.
? NEON* N. NM
Vkier as
Chief, 0.4 Dammam* Library
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Resources Section, CIA Li
INTRODUCTION
PROSPECTUS
ILLL010
Program planners of the research offices of CIA began Lathe summer
of 1951 an intensive remaxesimMtion of the problem of =abilities overt
and classified source materials in support of intelligence research. As
a result of inter-office discussions CCD was charged with planning and
initiating a new operation for reporting to analysts on reference facili-
ties and resources. AD/CD submitted his proposal for imnlimeeetation of
this and related CIA Library projects to the Projects Review Ccanittee
In November 1951. Concurrences in the proposals were contributed by
CRR, OPC, CCI, 01C, and OSI.
PROMPI
Final authority was received by the CIA Library cm 1 May 1952 to
establish a Resources Section to provide the following reference services
to CIA Offices:
1. Preparation and maintexaece of a Dendbook of Into
Research Facilities (to be limited initially to
Agencies; to provide conprehemsive descriptions of col-
lections and collection policies.)
2. Preparation of a Outdo to Intelligence Reference Works -
(to report by area and by subject the working toots -
indexes, catalogs, handbooks, translation services, etc.
with which the researcher should be familiar in performing
his research assist:meats.)
3. Field searches for source materials according to briefings
from researchers.
A Staff of six including a Section Chief, four librarians sad a
secretary' was authorized. Only the Section Chief and the secretary
are on duty, the four librarians have been recruited but are not yet
on board. It is expected that the full staff will be on hand by the
end of 7733. The Section will develop procedures.for a) compiling
of Agency requirements, b) performing reconnaissance, c) evaluation
of resources with the assistance of subject specialists, d) collec-
tion of catalage and source materials of established value to CIA
and e) utilising resource information in support of research projects.
It is estimated that the Section can complete draft guides (parte 1
& 2) by January 195k,
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CIA LIBRA.RY.
7 OSPEOTU.;;;
..? 71 0..1
iLLT G. E N 2 E. J.SLLLSLUk
October' i9
SWILT
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14
24
3*
1
34
Semple Sheets og' the
Propoftd
RtImc, IT41,4zzant
Prospootus. ?
Proposed list of
Key to abbleviati
Sample entry and
Sample pages of
indexing of :rive
.-4Agth
poriodicaln to be inde=ed?
one.
explanation.
proposed in&s...x, containing
of the propoaed periodicals.
*7tobor 16,., 1952.
eISIRET
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PROSPECTUS
T4E
- To eatablieh a current, continuing, emanative, snbjeot index to
artiolos and studies contained in a aelect ed list of the more important
intelligonae periodicals, harotofore not colored by cumulative indexinga
IMED .
Xt is hoped that the 4l]. will satl.sfr the need felt by researCh
analysts and librarians for a "Readerso Guide type of index to classified
intelligenoe periodicals, until now covered in a very few cases by only
occasional annual or samiaaalnual. indexes,,
SCOP
The material to be indexed has been zolacted by the following criteria:
L. That it be in a publication (up through top secret) of the ?
IAC Agencies, certain subordinate ooamtnds,
2. That it be in English.
3. That it be a periodicali, that is, a publication vith a
distinctive title appearing at successive intervaln, contain-
ing articles on various subjects by several contributors.
a. That it be an original, authoritative, substantive presenta-
tion of the subject covwed.
0 That it not be indexed elsewhera on a current, continuing
basis outside of the Intellofax System.
METHOD OF INDEXING
Waxing is done by approved library methods with son. adaptations
in terminology and form to fit the needs of CIA and other intelligence
groups.
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will be published aonAW muulated yverly.
EATiCa
1h47-entries show the rtollavAng lrfervetion:
vt,
Sabjeot
21t11*
Stmurity informatim
U1st,ativ ai4 bibllographit matle
Abbreviated title ior publinatiun
Voince or umber
Psepation
-Date
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igu
+-------.-continued on later
pages of
same issue
Ag -August
bibliog.?Bibliography
bibliog f----bibliographical
footnotes
bi-m --bimonthly
bi -w-- ? --biweekly
ca-----
comp-------oompiled
compiler
D---------Dectember
diagts------diagrems
edition
editor
uary
faceim-------facsimile
illustrations
illustrator
-incorporated
it-- joint
ltd-------limited
M. -
? --November
AS*, --new serried
? ...?-?Ocrtober
pi..----------pleto
PO! -portm.it
Rar-----Restricted
rer x --revised
S-- --September
- SecretstIt7,-.?--,,..'?,,,????????????213CtiOD
BCC: -nrirlIgelda131111411
semi. ?semimonthly
Oen-- ----series
sup -----supplement
TS-x ----Top Secret
UN--table
----translated
translation
translator
yr --year
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ION
N. CIA WORMY
JuNit 1952
OR CIRCULSTINO OWNS AMC PEAIO tcALS OCT CIA
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toY TO LC, miso Imo A CAN COPT tO CIA LIBRARY.
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AT IN FIAAJNO THE REQUEST, Own, FIHALLY?
seaUtst Am, IF MCCESSARY, CONTACT TNC
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17 Aarch 1952
IMORANnUM FUR: CHAIRwIAN, SUb?CastiZTTEE ON REQUIRLAENTs ANI0
FACILITIES FUR COLLATION, EIC
FROA: CIA Librarian
SUbJECTL Central Reference Facilities for the Intelligence
Community
l. Prior to and during inprld War II, U. S. intelligence directed
its efforts mainly -toward the objectives of current intelligence Since
then, the pattern has change64 today equal emphasis- is being given tc
the needs of .intelligence research. The problem is to supply the right
background for correlation witn events of current significance.
2, All scientific and eoucational research begins with a survey
of the major bibliographical sources in the specific fiela of inquiry.
Wring this process the researcher directs his intellectual energy to
recovering and extracting from the mass of recoroeo aata those segments
which are relevant to his particular problem; he attempts to do this
with 'the utmost apeea and economy.
30 The research *orker in intelligence must examine to bodies of
recorded information. Firstlethe "open" literature--that which is
available through public publishing sources. Then, the "classifiea"
literature--that which is available only to members of the intelligence
oommunity. Standing by to help the researcher find information in
"open" sources are the excellent bibliographic controls which libraries
have developed over the years. The indices, the catalogs, the guides,
the handbooks, etc, are all available to serve him.. In the arca of
classified" literature, however, the situation is quite oifferent.
There exiets no. checklist of the cocumentary- resources ant facilities
of the several intelligence agencies; there is no *ell?organized, com?
prehensive catalog of intelligence materials; there is no single complete
collection of intelligence documents located anywhere; ana there is no
common indexing.system?in uee within the IAC community.
14 The document units and libraries of the 'AC now auplicate each
other by keeping everything which is sent to them; no one, however, has
a complete set of the total take. CIA excepteo, they each index only a
small portion of what is received, Indexing is done at different levels
of detail and is performed weeks after the document has been received
from the field, The result is a delayed, piecemeal processing approach
with much duplication of effort, There might be some excuse for .
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duplication if it strengthened the facilities of one Agency or provided
an over?all gain for the intelligence community. This, unfortunately,
is not the case 'aithin any one intelligence agency, the researcher
can today get only a fragmentary, oftentimes stale, answer to his
reference inquiry. He can never be certain that the information search
was exhaustive, and there is no central refcrence system to which he
can refer for further help he trusts to luCK that some senior person
won't trip him up by producing a pertinent document which he missed.
Each step of the intelligence research activity is in some way
depenoent on documentation. Each man involved in the research process
must have available the right type of information organizeo in a way
that will best suit the job he haa to do, without a strong oocumentation
mechanism for "classified" literature, the best that can be expected of
the research organization are inconclusive ano consequently ineffective
results.
6? Any approach to complete bibliographic control of "classified"
literature, in the sense of both physical and content accessibility,
tepends on the coordinated efforts of the intelligence community iystem
weaknesses and deficiencies which exist today cannot be attributed to
lack of cooperation or indifference to the problem by the intelligence
agencies. The present situation was the natural result of the shift in
U. 6. policy to emphasize intelligence research--and the subsequent need
to recover data. Top?level guidance is now required to help build the
best possible type of documentation support into the intelligence
research process, The goal is clear; the mechanics must be developed
to attain it. It seems that a logical starting point for tackling
this problem would be the bub?Committee on Requirements and Facilities
for Collation of the EIC.
7. It is recommended that the EAlb?Committee establish a working
group that will study the many facets of this problem and develop an ,
objective proposal for strengthening the reference and documentation
facilities of the IAC into a service of common concern for the benefit
and use of the entire intelligence research community.
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PROJECT I - MICROFILMING OF ALL INCOMING
INTELLIGENCE DOCUMENTS
The CIA Library is the Agency's documentation center: the focal
point in CIA for the receipt of new intelligence documents. Its main
task is to index these reports, distribute them to appropriate CIA
Offices, and make them available to all requesters for reference and
circulation.
A steady stream of requesters make their way to the Library each
day in search of documentary support for their intelligence work.
Although requests vary, they are generally seeking information on a
subject, looking for a specific document, requesting bibliographic
service, or performing research in the Library's files and catalogues.
Since CIA was the first U.S. intelligence agency to apply central-
ized library methods to the organization of intelligence information,
the Library has been keenly aware of the importance of its role in the
research process. One of the Library's key objectives has there.fore
been to develop a complete, well-organized collection of documentary
materials. It has endeavored to build into this collection the same
bibliographic control for classified documents that a researcher is
accustomed to using in unclassified work. On the premise that efficiency
of service in information work depends to a very great extent on the
efficient arrangement of material, the Library has constantly sought
new ways to strengthen its collection and so improve its services.
After exhaustive investigation, the CIA Library recommends the
application of microfilm techniques as the cheapest, speediest, and
surest way of guaranteeing the availability of a complete collection
of documents in the Library at all times.
PROPOSAL:
The Library proposes that it microfilm all intelligence docu-
ments as they are received, keeping a copy of the document as well as
the film. The original document will be available on loan to the Offices
for a period not to exceed one week. The microfilm will be available at all
times for viewing purposes and for reproduction in those cases when the
requester requires a retention copy. Single copy originals will be the
only copies routed on initial dissemination; all other copies received
by the Offices on diitribution will be marked DESTROY AFTER USE.
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KEY ADVANTAGES:
1) The Library's collection is safeguarded in the event
of disaster.
A disaster in the Library would render useless the greater
part of the Agency's indexing and reference activities by
destroying the primary collection of intelligence documents.
A duplicate collection of original documents cannot now be
provided without doubling the size of appropriate library
units and facilities. Microfilming will enable CIA to
prepare a security copy of the collection on film for storage
at the Vital Records Repository. With this form of insurance
in being, CIA Offices would no longer be required to micro-
film intelligence documents on their own for vital records
storage.
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2) A complete set of documents is at the research analyst's
disposal.
At present the researcher is assured of finding the docu-
ment he wants in the Library's collection only 60% of the
time. Too often he is disappointed because the document
is out on loan or routing, is over at Services being
reproduced, or has been misplaced or inadvertently destroyed.
In consequence the Library is unable to produce all documents
that turn up on an Intellofax tape. The Library cannot
service multiple requests for the same document, it cannot
give the speedy reference service which an intelligence
organization demands, and it must keep a large staff busy
just performing tracing, recalling, and re-loaning work.
Microfilming will ensure the availability of a master set
of documents for on the spot viewing by researchers and
reference librarians. It will cut down considerably the
number of circulation delays and disappointments.
3) The Library and the Offices can systematically retire
their files.
With space always at a premium, it is mandatory now for
the Library to retire parts of its document collection.
This is now accomplished on a piece-meal basis by filming
certain segments of the collection every three years.
At best the results are spotty because there is no assurance
that the file is complete at the time the filming takes
place. As a corollary, CIA Offices tend to build up unit
document files because they have no central source of supply
to rely ,on after documents are destroyed.
Systematic microfilming of the documents at point of intake
and the maintenance of a master microfilm sei, in the Library
will speed up the Library's records retirement program, and
reduce the time and space required for storaGe of unit docu-
ment files by the Offices.
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SUMMARY:
An alternative plan to microfilming would be the maintenance of
a two-copy set of original documents in the Library. Although this ensures
the availability of a master set for reference, it means doubling the size
of the present Library Files Staff, purchasing twice as many cabinets, and
finding twice as much inflexible space to housethe collection. The plan
can neither provide the Agency with an insurance set of documents for vital
storage nor yield any of the service by-products inherent in the microfilm
proposal.
Results of the microfilm application to the intelligence document
collection will not be measurable immediately. It will, however, minimize
record-keeping, and achieve greater flexibility in library service to the
researcher: he will get what he wants when he wants it. Security require-
ments will also be met by the availability of a complete set on microfilm
of the Library's entire document file. Microfilm thus offers the advantage
of serving several live, operational purposes over and above its accepted
function of pure records reduction.
JB:pnb
13 Nov 51
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PROJECT V - CIA LIBRARY REFERENCE SERVICE
_Bibliographic control, the art of being able to find what you want
in published materials, has been a perennial challenge to librarians and
research people in general. Much has been done to meet this challenge
in the field of non-intelligence publications. No corresponding effort
has been made to organize classified intelligence publications on a
continuing basis.
To attack this problem, tools must be provided. A comprehensive
cumulative index to the many intelligence periodicals issued by the
respective agencies is of high priority (Project III). Continuing
efforts must be concentrated on a thorough survey of the scope and
content of the most important publications in the various fields of
intelligence, together with annotated inventories of the numerous ref-
erence and research library collections available to the intelligence
family (Project II).
Each day the trained reference librarians in the CIA Library receive
a wide range of information requests from most CIA Offices. Most of
the requests are complicated to answer; some are less difficult. Every
request must,be treated on its merits; each has its awn set of individual
problems. The reference specialist has been inculcated with a sense of
duty which requires that he place before the requester all the informa-
tion bearing on his subject, without the intrusion of personal ideas
or bias. His knowledge of basic reference tools, their scope and arrange-
ment, permit him to direct the requester to appropriate sources. The
untrained requester who tries to tackle the job himself will inevitably
lose much time and miss pertinent material. Be actually resents this
intrusion into his otherwise occupied time.
? It is increasingly apparent that intelligence planning will con-
tinue being severely handicapped unless every effort is made to provide
those who need to know with all pertinent information. The phenomenal
growth in the volume of information for intelligence purposes literally
swamps the researcher in his efforts to select, extract, synthesize
and organize his data. 'Then confronted with a list of several hundred
or thousand documents somewhat related to his problem, he is discouraged.
He needs help. He has asked for it. It is at this point that additional,
qualified reference assistance must be rendered to enable the researcher
to conserve his energies for his original mission.
Six senior reference specialists added to the current Information
Section staff would provide the type of service requested and needed.
These bibliographical experts must be well-grounded in subject fields
of particular Agency interest.
PERSONNEL REQUIRED: (6) GS-12 Librarians
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Approved For Release 2003/03/07 : CIA-RDP80R01731R003400090001-9