QUARTERLY REPORT ON PROGRESS RE USIB-APPROVED RECOMMENDATIONS IN USIB-D-39. 7/5 (PERIOD: 1 JANUARY - 31 MARCH 1965)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP82M00097R001400100005-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 10
• Document Creation Date: December 19, 2016
• Document Release Date: August 8, 2006
• Sequence Number: 5
• Publication Date: May 12, 1965
• Content Type: MF

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USIB-D -39. 7/9
12 May 1965
Quarterly Report on Progress re USIB-
Approved Recommendations in USIB-D-39. 7/5
(Period: 1 January - 31 March 1965)
REFERENCES a. USIB-D-39. 7/6, 6 May 1964
b. USIB -D-39.7 / 5, 16 March 1964
1. The attached memorandum for the Chairman of USIB from the
Chairman of the Committee on Documentation (CODIB) responds to a Board
directive in reference a. to CODIB for a quarterly report on this subject.
The attached paper. reports on progress being made on the recommendations
in USIB-D-39. 7/5 (reference b. ) as approved and amended by USIB in the
attachment to USIB-D-39. 7/6 (reference a. ). This is the third quarterly
report on this subject.
2. It is not now planned to schedule this report on the USIB agenda
for discussion unless specifically requested by a Board member to do so
prior to close of business 20 May. In the absence of such a request, it
will be considered for record purposes, that -USIB "noted" the subject
report on that date.
GROUP I
Excluded from automatic
downgrading and
declassification
SECRET
MORI/CDF
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CODIB-D-112/3.1
11 May 1965
MEMORANDUM FOR-
Chairman, United States Intelligence Board
SUBJECT-
Quarterly Report on Progress re USIB-Approved
Recommendations in USIB-D-39.7/5
REFERENCES:
(a)
(b)
(c)
USIB-D-39.7/5, 16 March 1964
USIB-D-39.7/7, 16 November 1964
USIB-D-39.7/8, 8 February 1964
1. Attached is a summary of activities and accomplishments of CODIB Task
Teams, established pursuant to recommendations in Reference (a), during the
period 1 January to 31 March 1965. This is the third quarterly report. Previous
quarterly reports were contained in references (b) and (c).
2. At the request of the Baker Panel of the President's Board of Foreign
Intelligence Advisors, the Chairman, Chief/CODIB Support Staff, and DIA, State,
NSA and CIA representatives gave a three-hour briefing on 15 March on CODIB
activities subsequent to the SCIPS Report. Panel members included Drs. William
Baker (Bell Lab), Andrew Gleason (Harvard), John Tukey (Princeton) and Oliver
Selfridge (MIT/Lincoln Lab). Patrick Coyne, Executive Secretary of the President's
Board was also present.
3. Man-hour expenditures for each Team are indicated in the attached summary;
the total for all teams is 8014 or the equivalent of 4.6 man years, excluding the full-
time involvement of the permanent CODIB Support Staff (4 professionals, 2 clerical).
PAUL A.. BORED
Chairman
GROUP I
Excluded from automatic
downgrading and
declassification
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CODIB-D-112/3.1
11 May 1965
UNITED STATES INTELLIGENCE BOARD
COMMITTEE ON DOCUMENTATION
Summary of Activities and Accomplishments
of CODIB Task Teams
1 January - 31 March 1965
I - CONTENT CONTROL
This Task Team has held a total of fourteen meetings, six of which occurred
during this quarter; three were all-day work sessions. Members of the team have
reported a total of 555* hours devoted to this effort to date. The team, essentially,
has completed its fact-gathering and is now deeply in the design phase. It has made
substantial progress in developing a scheme for identifying the subject content of
intelligence items and has completed a preliminary definition of politico-geographic
areas to which a notation scheme may be assigned. In this connection, the team made
a careful comparison between the DoD and ISC area codes and found a substantial degree
of compatibility between the DoD code and the country digraph portion of the Intelligence
Subject Code (ISC) area code. It appears, therefore, that a notation scheme for
expressing the area content of Intelligence items could have a high degree of correlation
with both the ISC and DoD area codes when the areas defined by the three systems are
equivalent. Following issuance of Bureau of the Budget Circular A-71, BoB also has
become active in developing a standard geopolitical area code for use by Government
agencies and has established a committee under BoB general guidance and State
Department chairmanship for this purpose. The CODIB Support Staff representative
on Task Team I has attended the meetings of this group and will continue to do so in
an observer role.
II - ITEM IDENTIFICATION
This Task Team has held thirteen meetings, six during this quarter. The members
have reported a total of 558* hours devoted to this effort to date. The data elements for
an item identification system have been finalized as follows:
*Does not include time spent by any member of CODIB Support Staff.
GROUP I
Excluded from automatic
downgrading and
declassification
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A. Required Elements
1. Exact title of the item.
2. Classification of title.
3. Series designation and control, if any.
4. Producing agency or department, major com-
ponent thereof, and lowest organizational
level identifiable from the item itself.
5. Range of security classifications applied
to the item.
6. Dissemination controls applied to the item.
7. Item status, i.e., is the item being produced
currently? If not, inclusive dates of publication.
B. Desired Elements
1. Short title, if any, and its classification.
2. Frequency of issuance.
3. Form(s) in which produced.
4. Categorization of the item.
The team has agreed that a categorization scheme is desirable and will be useful
for a number of purposes. It has also reached a consensus that items could be
appropriately categorized into the three major classes of substantive items, such as,
information reports and intelligence estimates; non-substantive items, such as,
administrative directives; and substantive support items, such as collection guides,
research aids, code books, etc. The team has not reached a consensus on the specifics
of further differentiation between items under each of these three major classes; however,
a further modification to a proposed categorization scheme has been made and will be
discussed at the next meeting.
III - FOREIGN PUBLICATIONS
This Task Team has held seven meetings, six during this quarter; members have
reported a total of 387* hours devoted to this effort to date. The team completed an
investigation of the systems and procedures in effect in the various agencies for
procurement of foreign publications. During this investigation, it heard presentations
by CIA's Acquisitions Branch, State, DIA, Army, Air Force Foreign Technology
Division, and Library of Congress/Aerospace Technology Division. The results of
this investigation were summarized in a draft paper entitled "Procurement of Foreign
Publications," which is now being reviewed by each member. The team also obtained
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from each member a broad general statement of his agency's current requirements for
foreign publications and a description of how each agency relies upon and values foreign
publications I as a source of information. These statements were summarized in a paper
entitled "Need for Foreign Publications." This has been reviewed by each member, and
comments or general approval have been provided by each agency represented.
When agency comments are obtained on the first paper, the two will be combined
in a report to CODIB on "Requirements and Procurement of Foreign Publications."
The team has now turned its attention to an investigation of processing of foreign
publications by the various agencies.
Terms of Reference for a Working Group on Transliteration were prepared by
this Task Team, and the Working Group was organized with representation from CIA,
NSA, Army, Navy, Air Force and CODIB Support Staff. The objective of the Working
Group is to determine whether standardized systems for transliteration of foreign
languages are needed in the Intelligence Communit and, if so, to identify those systems
that best meet the needs. The Group is chaired by of CIA and
has held two meetings. Hours spent by this Working Group are no u e in the figure
given above.
IV - INSTALLATIONS
This Task Team has held eight meetings, four of them during this quarter.
Members have reported a total of 730* hours devoted to this effort to date. As a
prelude to its report to CODIB, the team produced a number of working papers on
various elements required for the positive identification of installations and geographic
features of intelligence interest. The team has reached agreement on: Identification
numbers (peculiar to such installations or geographic features); the functional classification
of installations and geographic features; and on the use of -geographic coordinates or
UTM grid coordinates (or both) measured to seconds coupled with the references from
which the coordinates were derived. It also agreed on use of the Point Reference Guide
Book to define the reference point for measurement of coordinates. The team has
concluded that adoption of the four elements required for positive identification will
have a minimal adverse impact on the holdings and procedures of the agencies concerned.
The positive gains in terms of increased accuracy and speed in interchange of information
and reduction in the confusion caused by use of differing identification systems in the
several agencies should far offset any adverse impact. The Chairman prepared a rough
draft of the Team Report to CODIB for consideration by the team subsequent to this
reporting period.
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This Task Team has held a total of nine meetings, five during this quarter.
Members have reported a total 1686* hours devoted to this effort to date. Final
Terms of Reference for the team were approved by CODIB on 14 January. The team
has collected data on records of interest to the Intelligence
Community, the majority of which are in the counter-intelligence and security fields.
Data collected indicates that these records are growing at a rate of over
per year, of vpial~ll re in machine-readable form. There are
approximate) made dail a ainst these files. These requests
result i another are made
daily in maintaining the files. There are approximately ersons employed in
servicing these records. The annual cost of salaries, supplies and equipment is about
I hof including overhead. There arel additional records, containing
biographic information, which were covered in the SCIPS report but not included in the
above statistics. About half of these are in small files of lessi records
each.
The team is still in the learning and information-gathering mode. During this
quarter, it heard briefings on the biographic systems of the Chicago Title & Trust
Company and the Genealogical Society of the Mormon Church. It also visited the National
Driver?s Registration Service of the Bureau of Public Roads, toured the facility and
heard briefings on how this Service operates. Considerable time was devoted to planning
and preparing for a technical symposium on biographic information processing and
related problems to be held for the team and a few others vitally interested in this
subject on April 22-23.
This Task Team has held a total of eight meetings, four of them during this quarter.
Members have reported a total of 930* hours devoted to this effort to date. Final Terms
of Reference for the team were approved by CODIB on 18 March. In addition to the four
work meetings noted above, the team held several sessions during which presentations
were made by nine persons with outstanding qualifications in the following fields of interest
to the teams Federal policy matters related to R&D in information sciences; mechanical
translation; document and information storage and retrieval; predictive calculations;
imagery interpretation; pattern recognition; and information processing. The team
developed a questionnaire on Management of R&D and obtained responses from all of the
agencies represented. Each member is now engaged in preparing papers on the following:
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V m BIOGRAPHICS
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1. R&D goals necessary to meet information processing needs
of the. Community;
2. The best methods of attaining these goals;
3. Definitions of communication and data flow models.
The team agreed to hold no further meetings until each member has provided these papers,
with a due date of 9 April.
VU - ANALYST COMMUNICATION
This Task Team has not held a meeting yet; but the Chairman, with assistance
from the CODIB Support Staff, prepared a draft Terms of Reference and submitted it
to CODIB for advice and guidance. On 18 March, CODIB endorsed the approach in this
draft and did not suggest any modifications f9r further consideration by the team. The
first meeting of the team is scheduled for /and was held on/ 6 April.
VIII - PHOTO CHIP
This Task Team has held a total of eight working sessions of 3-5 days each, four
of them during this quarter. Members have reported a total of 3080* hours devoted to.
this effort to date. Final Terms of Reference were approved by CODIB on 18 March..
During this quarter, information-gathering tours were made of NPIC; ACIC, St. Louis;
SAC 544 ARTW, Offutt AFB; Army Map Service-, Geodesy Intelligence Mapping Research
and Development Agency; Naval Oceanographic Office and Naval Photographic Interpretation
Center. The team also received a number of briefings from technical specialists,
representing both industry and government, on a wide variety of subjects related to the
team?s investigation. A one-day visit is planned /and was undertaken/ to Rome Air
Development Center on 14 April. The Chairman feels that after this visit the team will
have virtually completed its information-gathering phase and can'then concentrate on
writing its report. For this purpose the team will meeting during the week of April 26-30
at a facility near Washington, at which time it plans to produce a draft report for CODIB.
IX - ADP SYSTEMS LIBRARY
This Task Team has held a total of ten meetings, four of them during this quarter.
Members have reported a total of 558* hours devoted to this effort to date. Most of the
effort during this period was spent in trying to reconcile the differing views among team
members regarding the specifies of the USIB ADP Systems Library, and then to reconcile
the team consensus with a draft DIA Instruction for establishing and maintaining a,
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Library of ADP system descriptions for DoD agencies. Although the team has not
reached a unanimous agreement on all specifics, it has reached what might be
considered a consensus. A new draft is now being prepared by the Chairman for
consideration by the team at its meeting scheduled for 21 April. During this quarter
both the Team draft and the draft DIA Instruction have been successively modified so
that now there is, essentially, agreement between the two on those elements which the
team feels should be reported for the USIB ADP Systems Library.
Attachment: List of Approved Terms of Reference
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CODIB-D-112/3. 1
11 May 1965
Approved Terms of Reference
CODIB Task Teams
I - Content Control
CODIB-D.111/1.1/2, 30 October 1964
II - Item Identification
CODIB-D-111/1.2/1, 4 November 1964
III - Foreign Publications
CODIB-D-111/1.3/1, 29 November 1964
IV - Installations
CODIB-D-111/1.4/1, 29 December 1964
V - Biographies
CODIB-D-111/1.5/3, 19 January 1965
VI - Research and Development
CODIIB-D-111/1.6/3, 31 March 1965
VIII - Photo Chip
CODIB-D-111/1.8/3, 30 March 1965
IX - ADP Systems Library
CODIB-D-11.1/1.9/2, 29 December 1964
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SENDER WILL CHECK CLAS`CATION TOP AND BOTTOM
UNCLASSIFIED CONFIDENTIAL SECRET
CENTRAL INTELLIGENCE AGENCY
OFFICIAL ROUTING SLIP
TO
NAME AND ADDRESS
DATE
INITI LS
I
EA/DCI
f~ rh
2
Chairman, USIB
3
Ex Sec USEB
4
5
6
ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE _
RETURN
CONCURRENCE
INFORMATION
SIGNATURE
Remarks :
1. The attached memorandum from the
Chairman, Committee on Documentation (CODIB)
on "Quarterly Report on Progress re USEB-
Approved Recommendations in USIB-D-39. 7/5,
(Period: 1 January - 31 March 1965)" is being
circulated to the USIB for information.
2. Unless you or another Board member
so request, the attached report will not be
scheduled for a USEB meeting, and will be
recorded as having been "noted" by the Board.
D HERE TO RETURN TO SENDER
E. ADDRESS AND PHONE NO. DATE
Ex. Sec. /USIB 14 May
D CONFIDENTIAL SECRET
(40)
ous editions
?
U.S. GOVERNMENT PRINTING OFFICE : 1961 O-567262
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