FINAL REPORT ON MACHINE USE, TASK TEAM NO. 2

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP81S00991R000200150003-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 12
• Document Creation Date: December 9, 2016
• Document Release Date: August 2, 2000
• Sequence Number: 3
• Publication Date: February 21, 1958
• Content Type: MF

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TASK TEAM REPORT NO. 2 TTRJ2
21 February 1958
MEMORANDUM FOR: Assistant Director, Central Reference
SUBJECT . Final Report on Machine Use, Task Team No. 2
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Special Register, OCR
a S ecial Register, OCR
Machine Division, OCR
2. Method of Task Team Operation
This task team consisted of three individuals having varied degrees
of experience in machine data handling system operations. Using the tools
that were given to us, we studied the Library Consultants' Report, the "topic"
cards, and the rebuttals that had been prepared by the. Machine Division.
In order to understand and appreciate some of the proposals made by
the Consultants, we visited the U. S. Department of Agriculture Library.
Dr. Shaw's Photoclerk machine was demonstrated and explained to us. We
visited their photo lab and were shown how the photo copies of bibliographic
data are processed.
The task team: accompanied a larger group for a comprehensive tour
and briefing of the entire Machine Division operations. We had several
follow-up meetings to discuss our problem with the Chief, Machine Division,
the Assistant Chief, and the branch and section chiefs directly concerned
with those functions related to our problem. On two occasions, together
with Machine Division personnel, we made close examination of the punched
card intellofax files. We queried in detail each step in the maintenance and
servicing procedures for these files. We analyzed a representative sample
of the requests for intellofax runs. The quality of work, production speed,
and operating costs of the electronic type facsimile printers, the new photo-
graphic process (about to be inaugurated by the Machine Division), and other
systems were discussed with the Machine Division. They provided us with
figures for comparing these data.
C E N T R A L I N T E L L I G E N C E A G E N C Y
Membership
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The task team visited of the Printing
Services Division, OL, to discuss, and have demonstrated, various repro-
duction processes and equipment. We were interested primarily in the
Xerographic reproduction process.
To provide a means of appraising the suggestion that the quality
and utility of photostat reproductions were below standard, the task team
talked with Machine Division and Library personnel. We discussed the
background and reasons for choosing the photostat equipment, the basis for
reduction requirements, and the feasibility of alternative processes.
Experiments were made in processing photostat prints from aperture cards,
reel film, and hard copy. An appreciable amount of research was undertaken,
using the facilities of the CIA Library and the Library of Congress, to
determine what standards have been established for size of print, definition,
and degree of contrast in reproduction work of this type. Several examples
of originals and their reproductions were taken to the Reading Improvement
Branch, OTR. Their staff evaluated these items in terms of readability.
We discussed this portion of our problem with them.
We have been able to make our most specific conclusions and
recommendations in relation to those portions of our problem that relate
to the punched card files and operation. The other part of our problem,
relating to the cost and quality of the reproduction effort, deals with
more generally controversial subjects.
3. Recommendations
a. Three machine operators should be assigned the primary
responsibility of maintaining the intellofax files. These operators
should be assigned to a second (night) shift. (p. TTR/2 )
b. Each file tray should be clearly labeled as soon as it is
put into use. (p. TTR/2-5)
c. The two major file groups (Subject and Area) should be
arranged so that space is provided for additions to each major group
within its assigned area. (p. TTR/2-5)
d. The file merging and sequence checking operations should be
performed with machine control panel wiring that provides the most
effective operating speed. (p. TTR/2-5)
e. A separate secured area should be provided to house classified
trash and boxes of classified IBM cards that accumulate throughout
the work day. (p. TTR/2-7)
f. The Subject file should continue to be sorted and maintained
in its present arrangement. (p. TTR/2-9)
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g. All parts of the existing Area file should be combined in
arrangement by area code only. (p. TTR/2-9)
h. A more specific location file, that records city names or
natural features, etc., should be developed for the future. (p. TTR/2-9)
i. In most cases, the experienced machine operator handling the
request should continue to decide whether mechanical or manual
selection should be performed. (p. TTR/2-9)
j. The Card List Cameras should be given a fair opportunity to
prove their advantages over the electronic facsimile printers.
(p. TTR/2-11)
k. The Photostat Expeditors should continue to be used to
perform their several functions in the reference operations.
(p. TTR/2-11)
1. The Photostat Corporation should be commissioned to modify
the Expeditors used in OCR to increase their reproduction ratio.
(p. TTR/2-12)
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Attachments
Final Report of Task Team Two
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TOPIC #1
"Machine filing and selection is limited
by virtue of the multiplicity of IBM
file decks."
We agree that the efficiency of this operation has probably been
impaired due to an excess number of supplemental files. However, this
extreme condition is not intrinsic to the system. It is suggested that
five would be the optimum number of parts for the intellofax Subject
file (4 million cards). The intellofax Area file (1 million cards)
would be in its optimum state contained in three parts.
The Subject file may at times be reduced to less than five parts
and the Area file to less than three parts, but this condition should
exist for only a relatively short period. If the number of file parts
were held to these lower figures for any extended period, it should
indicate that more effort is being spent on merging files than is
economically justifiable.
On 11 January there were eight Subject files (total of 4 million
cards). There were fourteen Area files (total of 1 million cards). The
multiple segments of these two major file groups were intermixed. The
trays were not all clearly labeled. On 23 January there were six Subject
files and fourteen Area files. The two major file groups were distinctly
separated.
Our discussion with the Machine Division personnel led us to under-
stand that the status of the Subject file on these two days was fairly
representative. However, the Area file had purposely been maintained in
several parts due to revised filing systems. Their plans call for
combining. these fourteen Area files into three or four files in the near
future.
The intellofax file requires a "hard core" of files maintenance
personnel whose efforts should not be diverted from their primary responsi-
bility. Frequently the file maintenance work is interrupted so that all
hands can be utilized in servicing requests. Consequently, the number of
file parts becomes excessive and all requests (including crash requests)
suffer in the long run.
1. Three machine operators should be assigned the primary responsi-
bility of maintaining the intellofax files. This operation includes the
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processing of each day?s additions to the index and merging those cards
and the "returns" with the basic files. The three operators could most
efficiently perform these duties if assigned to a second (night) shift.
One of the three should be a higher grade supervisor. (At times the
Machine Division has utilized a few operators of equal grade on temporary
night shifts and designated one as being responsible for the group.)
2. Each file tray should be clearly labeled as soon as it is put
into use. The file name, part number, and tray number should suffice.
Frequently, many trays at a time are removed from the file cabinets. It
is conceivable that these trays, if unlabeled, may not always be returned
to their proper locations.
3. The two major file groups (Subject and Area) should not be inter-
mixed. They should be arranged so that space is provided for additions
to each major group within its assigned area.
4. The machine file-merging operation should utilize control panel
wiring that provides simultaneous feeding of cards from both files when
there are cards with identical file codes in the two groups. The merging
speed will be increased by 100, when this equal condition exists, and it
does exist frequently. A solution to the established. routine 'merging
followed by sequence cdeddng) can be worked out. Also, the bequence
checking operation can be performed at double the present machine speed
by utilizing two machine feeds at one time. This is awkward for some
machine operators, but the type of specialists assigned to this task
should be able to provide this type of service. The larger the file
concerned, the more practical it becomes to make use of this technique.
TOPIC #2
"The machine files require excessive space."
We have determined that the machine punched card files, for the
existing intellofax system, do not require excessive space. Actually,
for proper support of this sytem, we believe that more file space is
desirable, or at least there should be less encroachment on their
allotted space.
The existing machine punched card files do not require as much
space as would be needed to house an equal number of 3x5 cards with
conventional library accommodations for browsing.
The punched cards for the intellofax system are housed in modern
steel file cabinets. The average file tray is filled to capacity
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(upwards of 3,000 cards). There are not an unreasonable number of empty
or partially filled trays available for the daily additions.
Space requirements for this type of file are compared. with the
requirements for a conventional-3x5 card file in the following table,
TABLE OF COMPARATIVE SPACE REQUIREMENTS
"CLOSED" *
PUNCHED CARD
FILES
"OPEN"
3x5 CARD
FILES
Cards per tray
3,000
2,000
Trays per cabinet
28
24
Cards per cabinet
84,000
48,000
Cabinet size
19" x 28"
11
1/1669 x
24"
Floor space per cabinet
3.7 sq ft
1.8 sq ft
Cabinets for 5,000,000 cards
60
104
Floor space for 5,000,000 cards
222 sq ft
187 sq ft
Cabinets in double rows
30
52
Length of aisle
48 ft
48 ft
Width of aisle
4 ft
7ft
Floor space of aisle
192 sq ft
336 sq ft
Total floor space
414 sq ft
523 sq ft
"CLOSED" is used here, and interpreted in the Consultants? Report,
as meaning a file that is accessible only to assigned personnel,
for servicing the requirements of others.
"OPEN" is used here as meaning a file through which all individuals
may browse and, if desirable, serve themselves.
?. New, Chief of the Files Section, Catalog Maintenance Division,
Library of Congress, in a telephone conversation of 15 January 1958
stated that the width of the aisle in their Official Catalog was
714". He felt it should be wider.
The above table indicates that the "open" 3x5 card file requires
26% (109 sq ft) more floor space than the existing type of "closed" file.
Numerous sacks of classified trash are brought in and placed in front
of the cabinets in the intellofax file room throughout the day. Classified
IBM cards being boxed for storage or that have been called back from storage
for service are frequently stacked in front of the file cabinets. These
bags and boxes must be moved to gain access to the filed cards when
servicing requests,
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1. Even though we have made a comparison of the file space require-
ments for two systems, it is not part of our project to consider the
other elements involved. Therefore, we have no recommendation for either
system.
2. A separate secured area should be provided to house classified
trash and boxes of classified IBM cards that accumulate throughout the
work day.
TOPIC #3
"Machine sorting and refinement is minimal."
The Subject file is sorted and maintained with a satisfactory
degree of refinement.
No amount of sorting for maintenance of the existing Area file
will provide as satisfactory an area index as is desirable. A considerable
amount of experimenting with different sorting arrangements has been
carried on throughout the years that this file has been in existence.
The present plan, which calls for combining all parts of this file in an
arrangement by area code without regard to subject or source codes, appears
to be the most satisfactory.
All refinement in the selection process can be performed mechanically.
Some of this refinement is performed manually and there is justification
for a limited amount of that. It is not practical to apply a rigid standard
for applying mechanical vs. manual refinement in the selection of these
punched cards. This can best be determined by the experienced machine
operator on the basis of the specifications given with each individual
request. However, we are convinced that more consistent accuracy can be
obtained through machine refinement than can be obtained through manual
refinement.
The intellofax Subject file is machine sorted for maintenance in
sequence by the complete six digit subject code, with a subordinate
arrangement by the five character (alphabetic and numeric) area code.
Most of the intellofax requests specify refinement on the basis of the
complete subject and area coding. Requirements for refinement beyond that
point are extremely variable and can most efficiently be made through
machine selection.
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Maintenance of the Area file has not been confined to one type of
arrangement. Part of this file is arranged by the complete source
(locator) code, within area. Part is arranged only by the source agency
code, within area. Part is arranged by six digits of the subject code,
within area. Part is arranged by three digits of the subject code, within
area. The Machine Division plans to combine all of these parts with a
common arrangement by area code only, disregarding any subordinate
refinement for maintenance.
Representatives from the Machine Division, Library, and Document
Division agree that the existing Area file is less than satisfactory.
For example, Western Europe and East Germany are not included in this
filed Only the USSR and China have regional (oblast, republic, and
province) control. Country alone is usually too general a basis on which
to service requests. The subject coding that is applied to this file
reflects only a few selected general subjects.
In November 1957 only four out of two hundred requests were serviced
from this file. As considered typical of the type of service it renders,
one of those four requests resulted in 1,19+ intellofax cards being
selected through the machine process; these cards were then scanned by
the Library and only 44 of them were called to the attention of the
requester. On 30 January 1958 the only'request in process that required
using the Area file, provided 6,000 intellofax cards. The Library was
notified that 6,000 cards had been selected and their response was to
cancel the request.
All refinement in the selection process is performed as it is
spelled out, in terms of the punched codes, on the written requests that
originate in the Library. (The Machine Division personnel receive no
explanation of what the requesters' interests are.) The experienced
machine operator exercises his on judgment in determining how much of
the refinement is to be performed manually and how much by machine. He
bases this decision on the number of cards involved, the dispersion of
the specified codes throughout the file, and the availability of machines.
For example, sometimes a crash request may be selected and refined more
quickly by hand although there would be greater assurance of accuracy if
it were held up until a machine could be utilized.
The intellofax system utilizes less than half of the IBM card for
recording data in the form of punched holes. Therefore, only thirty one
of the provided eighty card columns are used for machine sorting and
refinement. Only a great deal of experience with the requirements
levied against a given punched card indexing system can provide a means
of arriving at the optimum distribution between the sorting effort for
maintenance and the-selection effort for retrieval.
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RECOMMEIJDATIONS
1. The Subject file should continue to be sorted and maintained in
its present arrangement.
2. All parts of the existing Area file should be combined in
arrangement by area code only.
3. A more specific location file, that records city names or
natural features, etc., should be developed for the future. This is
being planned for the Minicard system and it can be handled with the
present IBM system. The subject code field (six columns) and part or
all of the locator code field (six columns) are of little or no use in
the Area file. These twelve card columns could be used to record the
more specific location. If necessary, punching could extend into the
printed text portion of the card without obliterating any critical infor-
mation. We believe that a more specific location file would be more
frequently called upon than the present Area file. It should eliminate
the need for some of the present Subject file searches, such as those that
involve ninety or more subject codes.
4. Machine, rather than manual, selection should always be made
for the subordinate refinement whenever the requested subject code category
is more general than its finest decimal breakdown. In all other cases the
experienced machine operator handling the request should continue to
decide whether mechanical or manual selection should be performed.
TOPIC 4
"Facsimile and photostat expeditor service
can be obtained at lower cost by use of
other processes."
The electronic facsimile printers have become outmoded. The service
they provide can be obtained at lower operating costs through a photographic
process.
The Photostat Expeditors provide reproductions without the awkwardness
of a separate processing operation. They are readily converted for use with
hard copy or aperture cards. The services they provide can not be obtained
at a lower cost by any other process.
Two years ago the Machine Division began work on developing a photo-
graphic process to replace their electronic facsimile printing operation.
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They were interested in a short-term replacement because it had been
determined that the Minicard system would replace the entire intellofax
system in a period of about seven years. The Library Consultants were
advised of this and were informed of the progress that had been made
in this direction. Therefore, it is assumed that their recommendation
for silver paper reproduction was in support of the photographic
process that the Machine Division was about to initiate.
25X1A Two of the electrically motivated and controlled cameras (Card List
f less than
t
o
Cameras) have been built for the Machine Division at a cos
The Machine Division has performed tests and produced sample
tapes of bibliographic data. These sample tapes are far more legible
than those produced on the electronic facsimile printers. As soon as a
supply of photographic paper is on hand, the Card List Camera process
is expected to replace the electronic facsimile process.
The Card List Cameras are supported by a Photostat Expeditor, which
is used to process the exposed photographic paper. It is estimated that
the system, cameras and processor, will produce tapes at twice the speed
of the old system. This will require one half the number of operator
man hours. Less high grade technical man hours for maintenance will be
required. The clerical time spent scanning the tapes for legibility
will be practically eliminated. The cameras can be utilized in one-fifth
the amount of space required for housing the electronic printers.
Electric power consumption will be .4 kilowatts per hour as compared to
the present 10.8 kilowatts per hour. The air conditioning requirement
will be about one-eighth of that needed with the electronic equipment.
At the time it was acknowledged that an interim remedy for the
intellofax printing service was needed, the Machine Division considered
the the RCA Electrofax type of process. At that time (two years ago) neither
RCA Electrofax nor Haloid Xerox equipment could be obtained for a price
comparable to the cost of the Card List Cameras. Equipment modi-
fications would have been required for either of these types to accommodate
25X1 A the intellofax cards. The recently acquired Xerox Co Flow machines, 25X1 A
in use at the Agency?s reproduction lant rent for i" each per
month. They can be purchased for each.
The Photoclerk machine is used at the U. S. Department of Agriculture
Library for copying bibliographies in the preparation of book purchase
orders, budgetary data, and overdue notices. It is occasionally used to
copy catalog cards to provide a bibliography on request. We were advised
by a spokesman there that it usually took two days, from the time they
started each new roll of silver paper throuithe Photoclerk machine, until
the prints were available from their photo lab.
The Photostat Expeditors have been modified to provide reproductions
from 16 mm. film in IBM aperture cards as well as reproductions from reel
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film and hard copy. They provide a complete type of service so far as
these needs are concerned. No additional photo lab equipment and
operation is involved.
The Xerox Copy Flow equipment appears to provide the most le ible
material at the fastest speed. However, separate machines
are required to handle hard copy and film. It is a continuous movement
process in which the items being copied must pass the lens in synchroni-
zation with the paper that contacts the charged drum. Therefore, this
equipment could not be modified to accommodate the aperture cards.
1. The Card List Cameras should be given a fair opportunity to prove
their advantages over the electronic facsimile printers.
2. The Photostat Expeditors should continue to be used to perform
their several functions in the reference operations if cost is an
important factor.
TOPIC 5
"The reproduction ratio in use on the
photostat expeditor should be increased,"
The present reproduction ratio used on the Photostat Expeditor fails
to provide the size of print that is generally acceptable for continuous
reading, when copies of legal size documents are reproduced from aperture
cards. Reproductions from hard copy, and those made from aperture card
images of letter size documents, are acceptable.
Our limited research showed that there remains a large area of
disagreement on this topic. An acceptable size print is dependent upon:l
numerous conditions. Donald L. Cleland, Director of the Reading Laboratory,
University of Pittsbui i wrote in the American Journal of Optometry,
September 1953:
"If you are trying to determine what is the optimal size of
type, let us consider the variables which enter the picture.
What size type is optimal under this illumination? What about
the type boldness? Does the length of line influence the
findings? What about the amount of leading? Is the material
for rapid reading, for skimming, or for detailed reading? What
about the surface or the tint of the paper?"
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However, the consensus of opinion seems to indicate that the print on
some OCR reproductions is smaller than the generally acceptable size.
The figure most frequently used as a minimum acceptable size is six
point type.
The Reading Improvement Branch, OTR determined the print size of a
sample reproduced 8" x 10" document to be six points. However, the
print size of a sample reproduced legal size document was measured to be
four points. Since a majority of the documents received in OCR are on
legal size paper, the problem becomes more significant.
On the basis of their professional experience and personal preference,
the Reading Improvement Branch spokesmen concluded that the size of
print should be,increased, especially for the legal size documents.
Preliminary discussions between OCR and representatives of the
Photostat Corporation have indicated that the Expeditors can be modified
to provide more acceptable reproductions from aperture cards. The
modifications can be made at a relatively small cost. The Photostat
Corporation would expect to gain through the sale of more paper. From
60 to 100% more paper would be used in making larger reproductions that
would satisfactorily serve the consumers. OCR is now spending roughly
per year for photostat paper. The Photostat Expeditors
accommodate a rather complex system in OCR that involves reproducing from
16 mm. film aperture cards, 16 mm. and 35 mm. reel film, and several sizes
of hard copy material.
The Photostat Corporation should be commissioned to modify the
Expeditors used in OCR to increase their reproduction ratio so that
acceptable standards can be met.
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