PERSONNEL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP82T00271R000100120002-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 191
• Document Creation Date: December 22, 2016
• Document Release Date: November 23, 2009
• Sequence Number: 2
• Publication Date: May 18, 1957
• Content Type: MEMO

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CENTRAL INTELLIGENCE AGENCY
WASHINGTON 25, D. O.
May 18, 1957.
Memorandum to: Mr. Robert Amory, Jr., DD/I
From:
Consultants
Subject: Personnel.
The staff of OCR and a1]_ others with whom your Consul tanks have
worked during the preparation of their study have been most cooperative.
They are nice people, industrious and willing to do a good job. Lack
of leadership is clearly responsible for a large part of the state o:'
affairs reported in this study. Another factor is failure to fit the
person to the job in a good. many cases. There are jobs for which specia0 -
ized training and experience are necessary. These can not be performed
adequately or efficiently without specialized background no matter how
willing the staff is to do so. There is some mi.sassignment of staff;
people trained to do professional library work are doing or supervising
routine operations. There are a few cases in which staff are misassigned
in terms of their native ability, quite apart from their 'training. In
other cases, people who are competent by training and temperament are
prevented from doing a good job because of the failure of the top manage-
ment of OCR to appreciate the need for an integrated job and failure to
bring the policies and programs of OCR into a coherent and consistent
operation. There are still other cases in which inbreeding in the Agency,
despite minimum professional training= and unusual ability, has limited
the ability of key staff to develop effective programs.
The implications for the Agency top management of the Consultants'
report appear to be obvious. There appears to be little that can be done
about conditions found by your Consultants unless it is feasible to replace
top management of OCR. This is difficult. No one from outside the Agency
can step into any of the top to or three positions in OCR without consid-
erable training in the special problems of the Agency. This means that
if anything is to be done within the next counle of years it must be started
with staff now on duty in the Agency. Your Consultants believe that tempor-
ary assignment r, _,_
Chandler as Deputy Assistant Directo ana James G.
r/OCR would make it possible to ~.ffect
the reorganization proppsed and to convert OCR into an integrated service-
centered organization.
Executive Officer/OCR is
b
illi
a
r
,e
ant and abl
young man. He is outstanding on all counts except for breadth of library
experience. If he could be assigned for two years to act as assistant
librarian of one of the great university libraries of the country, he could
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25 January 1957
1,TEI 0RAT!DUM FOR: CIA Library Consultant Panel
SUBJECT : Specialized Library Needs of CIA
1. The CIA Library provides all ..forms .of-.T -brary.. snrvico to _. CIA
research components; provides many services to operational and
administrative units of the Agency; provides limited services through-
out the intelligence community and in a fever instances to non-intelligence
library users.
2. The basic services to CIA research components might be compared
to those of any large research library. However, the subject fields in
which service must be provided are as varied as in all but a few of the
larger reference libraries. Demands are insistent that the service be
prompt, complete, and authoritative, although these criteria are not
of equal importance in every instance. Moreover, at times, the service
must be on a "crash" emergency basis. In addition, CIA has a major
problem in the tremendous flow of documents (cables, report, etc.) which
libraries normally do not have to face in such proportions. These
problems include speedy processing and proper indexing for subsequent
recall of the information.
3. Library support to operational and administrative units
frequently raises the problem of masking the interests of CIA. Procure-
ment and accounting procedures must sometimes be modified, and recall
of detailed information may be renuired for operational background in
many areas where detailed research is not normally undertaken.
4. The attached statements indicate some of the specialized
library needs of the individual offices and an outline terms of
reference for your inquiry.
chairman
Library Survey Committee
S E C R E T
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TERMS OF REFERENCE
1. The present over-all organization of the CIA Library and its
branch and special libraries:
a. Main Library
b. Branch Libraries:
i. Branch 1 (K Bldg)
ii. Branch 2 (Alcott Hall - OTR)
iii. Branch 3 (J Bldg -- Medical)
iv. Branch 5 (Barton Hall - OSI)
vii. FBID
c. Special Libraries:
i. General Counsel
ii. Communications
iii. Historical Intelligence Collection
iv. Training (including those at special training
facilities)
v. Logistics
vi. SR Division, DD/P
2. Which of the above Branch and Special Libraries need be retained
as separate collections in the new CIA building?
3. Present and prospective programs for inter-library cooperation in
the IAC agencies.
It.
What library facilities or services, not presently provided, should
be added?
5. Is the periodical reading room adequate? Is there an adequate
S E C R E T
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selection of periodicals? 4ould an adequate periodical room in
the new Library cut down on duplication of purchases for individual
analysts? (See also para. 10 e.)
6. The Accessions Process. Selection
a. Is the present system of accessioning material as efficient
as possible?
b. Are the various components of the Agency properly and
adequately represented in the selection process? Should all
selection be centralized?
c. How are Agency personnel made aware of the publication of
new material?
d. Is there a routine for eliciting suggestions for library
purchases from the. reader constituency?
e. How are Agency personnel made aware of the accession of new
material in the Agency? Do the offices receive timely notifi-
cation of accessions in which they have an interest? Should
notification of individual items be routed only to requesting
components? Is the material sufficiently described?
f. Should the Library publish an accessions list?
g. Is there suitable Agency policy and procedures with respect
to the accessioning of intelligence productions?
h. Are the personnel who are authorized to approve the ordering
of library material fully cognizant of their responsibility?
Is it too easy to order material without question or presenting
some justification?
i. Do these selection and notification procedures satisfy the
peculiar requirements of the training staff as to: (i) Specific
selections for each course of instruction responsive to
instructor research requirements (including examples of data)
and informational gaps in the course reference material; and
(ii) Publication of bibliographies and accessions lists of
current materials reflecting significant modifications to the
subject matter of the courses of study.
i.
S E C R E T
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m. Are, additional arrangements necessary for procurement of
Communist material?
n. How much time elapses between arrival of material in CIA and
its availability in the Library for customer request?
o. iNhat is the process and time factor of satisfying requests
for retention copies of books, intelligence reports, and
material produced by other agencies.
p. Is there too much individual retention of Library material in
offices, which can be reduced by the new Library?
q. Should several copies of especially important material be
procured to avoid unduly long waits when there are many
requesters? Is this overdone?
r. TVhen material is superseded by later editions, is an automatic
notification system desirable?
s. Should certain offices be provided with petty cash for quick
purchase of newspapers and periodicals?
7. Cataloging.
a. Is the present cataloging system the best one? Is it economical?
b. Is the rate of cataloging adequate?
c. Is the Intelligence Subject Code adequate, and is it serving
its purpose? Is it adequate for recall precision in
intelligence research? What is its general acceptance in
other acs:encies?
d. Does the Intelligence Subject Code lend itself to a usable
shelving procedure?
e. Should the Intelligence Subject Code be broadened to include
more abstract categories? Should it be used for documents
only, and not for books?
f. Is inclusion in the Intelligence Publications Index an adequate
means of analytical cataloging?
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S E C R E T
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g. How can the agency cataloging system, which does not parallel
the areas of instruction or identify the tradecraft subjects,
reflect adequately the specific reference requirements of the
teaching staffs? Can iit cover the special Libraries? Can it
cover the complexity of various types of material utilized by
the Communications Library?
h. Should branch libraries be equipped with separate subject
catalogues for books, if CIA continues to have branch
libraries?
i. Should cataloging by subject of FBIS reports be resumed?
Availability of old FBIS issues.
j. Should the shelf list and catalogue show locations of books
in branch and special library collections?
8. Circulation. Inter-Library Loans.
a. Is the circulation and recall system adequate? Are requests
for Library materials promptly and adequately handled?
b. Are too many books lost?
c. Should control procedures be instituted for any books removed
from Agency premises for use or study at an employee's
residence?
d. Can arrangements be made whereby the Library may loan the
most recent periodicals overnight with the provision that
they be returned the next morning.
e. Should a system of fines be instituted?
f. 1Fhat should be the extent of stack privileges?
g. Are the readinlY room facilities adequate? Should there be
greater use of "reserve" book room techniques? Is there
adequate work space in the reading room?
h. Should requests for library services and, in return, library
materials for individuals in a component, be routed to a central
control point in that component?
i. Should there be a procedure for cancelling the accountability
of an individual analyst for indefinite loan books?
j. Are accountability procedures for books released on a permanent
loan basis to individuals necessary? Could such books be
expended for record purposes?
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k. Is there a requirement to forward Library material overseas?
Does any of it have to be sterile?
1. Should a special file--or branch--be established to provide
m. Is the Inter-Library Loan system timely and adequate?
n. Should there be an extension of time for inter-library loans?
(The two weeks' limit is currently reduced by the time required
for the book to reach the reader.)
o. Should books be returned to loaning libraries and re-issued,
or could a system of renewals without returning the book be
established?
9. The Reference Department.
a. What is the desirable organizational relationship and level
of library service in relation to other reference facilities?
b. !'re the reference and bibliographic collections adequate?
c. Is appropriate and adequate reference service being rendered?
d. Should there be specialization and specialized personnel in
the reference staff? Are the reference personnel adequately
conversant with Agency problems and needs?
e. Should Branch Librarians who are responsible for a Branch
Library of a technical nature be trained in that technical
specialty in order to provide more definite support to
specialized components?
f. Are reference facilities outside the CIA library adequately
brought to bear upon reference problems?
g. Could there be a closer coordination concerning available
microfilmed doctoral dissertations at the Microfilming
Division, University of Michigan?
h. Does the Library publish sufficient accessions lists, indexes,
research aids, papers, and annotated bibliographies to render
a professional contribution comparable to ether government
and major research libraries?
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S E C R E T
10. Machines.
a. Are the various machine and reproduction facilities of
the Library adequate and efficient?
b. What is the routine time required to reproduce copies of
material by the Library's reproduction processes?
c. Can the delay in obtaining Prints be held to a reasonable
time? (Say 2 or 3 days?)
d. Can the quality of reproduced prints be kept consistent?
Is it good quality?
e. Is it feasible to devote special equipment and qualified
operators to obtaining legible reproductions from poor
original documents?
f. Do the Library runs include the most up-to-date publications
or documents, including as much as possible those in cataloging
or analyzing process?
g? Should significant foreign language documents be microfilmed?
11. Agency's Branch Libraries.
a. Should all Agency libraries come under the jurisdiction of
the CIA Librarian?
b. Should Training and other CIA components have independent
libraries of their ovum?
C. Will the requirements of OTR instructors and its Assessment
and Evaluation Staff be served more adequately if these separate
collections are located in the OTR area and maintained by
librarians responsible to OTR:
(a) Foreign language grammars and dictionaries,
(b) Area knowledge text books and periodicals,
(c) Psychological and psychiatric books, periodicals
and monographs,
(d) Reference texts in management and supervision.
d. What advantages and disadvantages are there to the training
activity if the librarians serving the OTR students are
members of the Office of Training?
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S E C R E T
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e. Are there reasons for the students of the GTR courses which
will be in the building (part-time language., area knowledge,
administration and clerical subjects) to have access to a
separate reading room in the OCR area with reserved collections
of multiple copies of books, periodicals, and instructional
materials, classified and unclassified?
f. In view of the fact that most OTR instructional programs will
be conducted outside the new building
is it a proper assumption that
operation of library facilities at these sites is a proper
responsibility of OTR?
12. CIA Library Personnel.
a. Are there adequate library career service arrangements?
b. Is there a proper blending of research background and formal
library training in the Library personnel?
c. How knowledgeable are the administrators of the CIA Library
of the policies and requirements of Agency components?
d. Are there sufficient basic library literature and current
library periodicals maintained for professional background
reading by the Library staff?
13. Are there adequate provisions for the retirement of infrequently
used Library material?
14. Do CIA component libraries retire books through CIA Library
facilities and procedures?
15.. Are the users of the Library satisfied?
16. Are new employees throughout the Agency adequately introduced to
the Library?
17. Is advanced training in the use of the Library available for those
who intend to use the Library extensively?
18. Plans for the new Library.
a. Do these plans include adequate plans for expansion?
b. Are there adequate reading room facilities planned, including
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a periodical reading room and a "reserve"s book room?
also "para. 10 e. ) (S ee
I. What changes in arrangements and operations should be
planned for the new building?
19. Should archival materials of the Agency be maintained by the
Library? If not, what should be the relationship between Library
and Archives?
S E C R E T
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REPORT OF THE LIBRARY CONSULTANTS
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Iq
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U /1U:.
Mr. Robert Amory, Jr.
Deputy Director of Intelligence
Central Intelligence Agency_
Washington 25, D. C.
Dear Mr. Amory:
We are very pleased to submit herewith our
report on the information activities of the
Central Intelligence Agency, as we have been
privileged to study them during the past 15
weeks.
We shall, of course, be glad to assist
you further in the event you need amplification
or clarification of any of the observations or
recommendations made in this report.
L ET
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SECS E1
REPORT OF THE -_LIBRARYCONSULTANTS
(18 May 1957) . _
Table of Contents
Letter of Transmittal
Summary of Findings Requiring Action
Recommendations
Administration and Management
Proposed OCR Organization Chart
Present OCR Organization Chart
OCR Organization Regulation
Management
Space
Technical Services
Cataloging of Books
Collection Policy and Progra - -'- ,-
Acquisition Program
The Card Catalog.
52
60
61'.
Registers 86
Bibliography Unit 87
Indexing of FBIS Materials _,.: __...._._~. _ ._ . 88
Lending Service - CJ.A. (,;, 90
FDD 107
Documents Division--
Machine Division--------
System Analysts of the Intellofax System
Complete Cycle Information Retrieval
Minicard System .
Langley Ground Floor Detail - Scheme No. 5
Langley First Floor Detail - Scheme No. 5
Space Directive
SECRET
109
115
116
125
1140
Tab A-1
Tab A-2
Tab -B.
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LiufP_1 (pp~ 1-7)
1. OCR lacks an aaGronoive, croative philosophy with ;~apcvt
...
to its position in the Aa:ncy.
2. A clear policy on book acquisition is lacking.
3. OCR lacks the kind of leadership noc2Lcd to malm it a
vital force in the intellig?nce comity. -
It. Too ouch time is spent koopina unnacoaaary roeordo.
BPAR (pp? 8-10)
1. Cc,artr..ontation results in duplicatio:. of corvicao and
waste of effort on the part of the uvora or information.
2. Present space arranO3nts are unsatisfactory rud
- satisfactory service ia.not provided in reasonable tins.
3. The now building can provide apace arranac=nta propor
to the efficient m3naC,-,-.ont of a central reference corvica.
4. Plana subeittcd by the architects do not provido tho
deaired apace arranC,.onts.
5. T a architects plants are-vantef'ul of space.
6. rq is an attctpt to keep within an offieo-typo now build n3
instead of plan:
space arrangements are provided
-8. An integrated retelrenee operation is impractical unless proper
.SEC ET
& : iItY 07 ==--Z
PEQUIRING ACTION
space to get flmctional roods. _
is necessary to the iziplc cntation of the Concultanta'
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i,
COLLECTICii FOLICY ANTI PkO,:duLM (pp. 11-17)
1. OCR collections are inadequate to mect the needs of tho
intela.ii..ricc community.
2. Decision rot to purchase needed boors is frequently bag, d
on space and staff limitation;;.
3. The Agency staff has not participated actively in the
selection of intelligence materials.
h. Insufficient funds are allocated to permit the development
of an integrated intelligence collection.
/1CQIIISIS'.1ii' i i((Y`Hrlii (Pp. lu-W )
1. The Acqu:isii.ions i3ranch is limited to procurement functions
And has no responsibility for selection activities.
2. The output of work per staff member in the Acquisitions
Branch is lower by at least one third than that normally found in
research libraries, including comparable acquisition jobs_such,_as
State Department Library.
loads caused-by-crash situations without manning the unit for peak
lI
of the Acquisitions B ranch should permit the handling of peak
3. Integration of the work
L. Full utilization of the cash purchase procedure is not -
made. An increase in the use of this procedure would result in a
more-economical and efficient operation.
SEC f;3$ 5
25X1!
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6. Thy proccduro vhorcby uccr division fazda aro atiny may disclose that all of
~~his dupl3cati:on is justified. It is only mRntioned here in passing-
because it may be desirable, when all of these activities are brought
in oloser proximity to each other in tha new building, to take s carefal
look at th internal operation of. each of them.
- ..~ ~=~
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__ - ,
BIELIC~(;r1.PriY UNIT .
The I~i.bliography Unit produces ap ro:timately eighty bib'iiographiaa
a year. Biuliogr~.hies are compiled by three to four peoplo in tho
.. ~?~
Biblio?r'aF~hy Untt, and by moot of the mcrbers of tho roforencn s ~a1.~.
furthermore, all the people in tho BiblioF;rap~.y Unit do circuia;:i.on ' "
xork, reference work, errand boy work, etc. Study of the DiblicCraphios
compiled over the last year revAaled that the act~ial bibliographic tim3
amounted to approximately 1,200 to 1,300 man-hours, including all thy,
bibliographic time spent in the bibliography and reference u,~-iits. This,
is less than one man year of actual bibliographic service.
The quality of bibliographies prop~red is _vez^,/-lo.:. 7.n the
majority of cases, there are no ann t4-bons-and- ~he-bibliol;raphies are
merely copied out of the CIA catalog and the Library of Congress
catalog, plus possible the State Lc:partment catalog, without reference
to the ori;;inal items and without annotations.
Even in thg case of annotated bibliographies, the annotations may
be copied from other sources, such as the nook review Ligest without
examination of the book. __` ,,
Whi7.e this may be adequate for the need in a few cases, it is
not a very high order of bibliographical work, nor does it requira~
very skilled bibliographers. It is below thc\ level
purpose bibliographies in reference or research lz`+~ruries. Actually
most, of these._.should 1>e called selected reading lists~ather than
special .competence. ~':' ^,~~>
intellectual precision that is normally achieve 1r+ compiling special
bibliographies.
FIt~DIPIG'- ici;QUll"tIhG ACTION
of quality or th3
The total amo~znt of bibliographic work perfor,.~ed is low and
of low quality. Little of it as currently performed requires
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 Dio~:u.~aioa u-i'ch ryr^~. r,~ ..,,--~ ~~ ,.~. ~_, n .-~..,, ' /~~
---...~VJ 24 V'~. `.ter..... `~?. ...J ~r'G'J1 GJV .:.~ /../ 4...^,r {..i~yV,.,..
-
. and conai.clorablo CaIICC:,-a "~.,...^;; ,^_., _~~ ~.~;,r;,r~~ ~,; :o~h a~~~?bic
OF~it a ~udioa ~.-orQ cazlycc,~ i'1z: ~.: ..o d.. ,.c: Wino ,,,;io ;~c-rcc :-..~~.:, ,'
'thro'u.;b rn,! 3~c::~.-,:: c~or~-Zeco. -------
/.a A cYL^.ck on tL.o iu~;.:~2ty o. t:::~ ..x~, a cc~-:co oi' G:: :,.-_: _ _
FDI$ ratorinl cit:.d. 0'? wo '"^: ~' ~ a ~?~, , ,, ..,..~ s
_-.. _ ~ li.. 1-1w l: ~'~ 1~:w , . ? W..~ D..a.i L 6.:..+.1..^..,9
~U1it U]]$Qr ilia"'L`G.Qn ]~CaCC~'~ O~t~~ i.'C~Gi.`..riCCC COQ 2iw ~ a.^.~O?v;..
Toro hundred PiY'ty-ni:.Q of "~:~ t'~.'o hun.3ro~ oi~,y-l`VO I413 i;, ~^, cite
_.. ~~ ~ worn -datc3_].95~5 .oc Za'~a. ~ -
Yn fiha aerioa o~ 0:x"3 r,:y o~ moo, in U icb 'chQ ai:~i;, ~;:.Y~ c,
Minor brenl~Zic~m by coerce oa:1 da~9 it ~~a 2ou, t;::t 1~l,~ o:,? ali
~r,}o, ~tez~nccta ,a. ~itccl ec.~-.n ~'z~ Iii. ;. i~c cJ~,~~c,,{e ~:~,_:. c~ccc?. c: c.:~?;,r ;;~ ...
4LLV QpQn ~ Mtila,~ ~ ~i. ~ aiLCW ~.~.i~.-.7.'?i'~I 'H4 LaQ Q.y .Zi ~ +twr1?Hiyr ~ ~~..J 'W1Q
nc;.-t louor aou??cQ. i:atcrie? pub2i~~..;3 czz:.~~ ~e 1,.:ct vivo ycaxc,c..~r?.;~
. 12p 1,210 OP l,~F'$ c~rtielCa aitc~iy i.~?.y :Z.:Du'~i ~ ~ Oi C.~il. i:~C li'ceI?~:.tll:o
gifted: 3~ waa roger: ~ a,,,. ~oLl.o::~z
'~i a ~~
.. }, ;. iy S~,,
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3 ronthc - 1 yc3r~r _ .. 5~ .. l~:j . 2'j - ~--
1 - 3 Sara _ _. ____ ~:~ ~l ~
--- - -- 3 - 5 y~ara . - -- Yip B
5
- ---- Loaa "vban 3 ~ont3xa _------- - T~. ? ? G
._. A~ o~ moo:,^~ _----
Publication Publicc?~?c^^ Cyt=~! BTU Pe^cc?:~: ~k~
off' FBIS mztcric~.Ta'and "~.h: it ucs is reccarch repo ~~. Oa ~ fl;,.cc o+ iv,
it Would' appear that a r.:trievcl ay:z :,~:n tit ~:-ot;ld ra?:o 'G: o _?;;'~ .:.i'ccric3.::
readilyavailable for fi,3a 2'ii at y^6.L? oP 'G`uCir e>i?,,enca woulu be oi' ut~a:.;;
Taus, there appear:. to be a `o~ i it ~?cl.atioachip be-~v;.en tiLc ado
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Ci::, ~,i ~ I:., b~
importance and this would oe adequate. Ho;rover, it should to noted
that this is the pattern that e;cists despite or per}:aps because
of the fact that these materials are not indexed so that they
can not be located, and if they were-indexed they rrd.ght continue to
be useful. in larger measure for a longer peric:i.
Tt is recummended that a start towards rtil;:ing the
material available be Trade as soon as possible by quick indexing
of the facts and figures in the IBIS materials in t};e enlarged
IPI, insofar as tY,ey are not covered in the Registers.
Despite the high level of use of the FBIS materials, it is
surprising to note that no copies of this are available in the
reference room (They are filed in the IAC room under the ruling th t
all hard copies belong in that collection, which indicates the e~.-tent
to which form rules over content of materials o: service needs in
OCR.) .
FINDINGS REQUIRING AC`fIOiQ
l._ The IBIS reports are one of the very important sourcea
used in creating intelligence reports. _
of analysts because there is no central index.
2. The content of FBIS reports are now indexed by hundreds
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LL1}UINr, SL~iVICB
The Circulation Branch had __-~-'
.. 53 ste ff meT'~rs at the ti nn it was
visited.
CO;J'PROL SEC'PI0:1 ~ ~ ~ ..... ~ ...
The Control Section has a }3rar.ch Library Unit. This involves
eight people at four branches plus the chief of tho Section. ;?rl~ile tho
B h L. -- ----- __ _.
ra
nc ibraries were all visitec
section. ~ ~ -.
The Search Unit of thirteen
people receives all incomin
re
g
quests
_from Agency people for inter-library loan from other agencies. for CIA___
m~"terial, and for book purchase requests re ared on the Boob . ~ -
p p Durcha,,e
Form by people in the A ;
(-ency. ThS.s Search Unit is divided into a. Documents
Unit and a Book Unit. The D ~ ~ ~ -~-
_ ocurnents Unit includes ten people including
the Chief of the Search Unit and t}iree are in the Book unit.
As a first step the loan requests are dated and tune stamped a
_
~
r..
.
sorted according to whether they are for Agency people, or for Inter-Library
loan. They are also sorted by source and availability of the information
on the rern~e ~+. ; .,~.,. __ r --.__. _ ._ - ~__ _
a. Available in microfilm
b: State Documents .... - _
c. Defense Documents
d. Air Intelligence Agencies.-_.
e. IAC hard Dopy collection
f` Book and Periodical 1iesx
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A request for hard copies is sent to the IAC Room for loan.
Requests for. microfilm e:il.arF?ements are see t to_ the Copy Unit.
Requests for State, Defense and other Intelligence agency docurran'c;
..
are put into boxes for the searchers.
In searching to identify the documents requested it is necessary
for the searchers to go to the Source Card File maintained by the IAC
Unit, to the IT' ; to the Economic Intelligence Survey, to the OCR caul
catalogues and to other bibliographical sources. This iE reference
work. .
It was estimated that about a tenth of.-the-material searched is
not found in the Source Card IY],.s..-=- _ ,.--
The Loan Unit also maintains a Post Report File which partially ,
duplicates other records in other parts of the Agency.- It maintair.G
a delay file which is theoretically to be checked monthly but actually
is not.
The inter-library loan unit does not borrow or otherwise obtain
_.. ~
copies from other than CIA for outside agencies, and follocrs the third
agency rule in general on loans and photostats for outside agencieu.
The exception is that when CIA has the only copy of a document or
enclosure or-if the third agency is not ,i~ '+Tashington then consi~9eration
is given to providing ~aopies to outside age~F:ies. This policy might well
When-.inter-library loan requests are receive they are checked
- be liberalized
to determine whether they are in OC? or a-railable from another Library.
These run to about fifty a day according to the estimate f~,the staff
member who was doing it. This is reference work.
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A tracer file is maintained since sore of the older rate~i:~.s
cause difficulty. In acdition, a susp~:ns?~ file is ~Taintained for
material in the IAC room, i~inich is on routing and for i~rhich a reser~ra
,1 _ __._
card is .entered in tha._ Agency. A considerable ,r,.a~lunt of tires iJ spe;~t - ^.
The searching done to determine where the publication should bo borrowed,
is checked in every case by the Chief of file Unit. This would not ba
necessary if done by trained staff in the Irfor:,,atior. Unit.
Three people work on problers received in the form of purcl~a so
order requests. This duplicates work done in the Acquisition Di-rision.
on looking up snags for A,,ency personrrl. ;?inen r~terial is bo~ro?,;.~d
from other agencies, some of it is sent' to the :fachire Division for
microfilming and is added to the collection in microfilm form.
In those cases in which the I6C room reports that a document is
charged out, it can be recalled from the bo: roker and sorry:times is,
The Services Section of the Circulation Branch includes the
Inter-Library Loan unit with eight people, the Intelligence Agencies
Collection with fide, the Copy Section with eight, and the Eook znd
The Inter-Library Loan Unit receives all its requests from the
for initiation of the inter-library loan .operation.
~?''~it
~~.,~.13!i. f ,
____Search Unit._._.The requests sent to it are atl gor material that is not .
available in the Agency. The pile of requests is sorted once or,t?,rice
a week -rarely is it sorted less frequently than once a week, but on
- occasion it piles up for_more than a week before it is handled the first
~~. .~ time in the Inter-Library Loan Unit. Unless sore thing is clearly rarlced
rush it may not be handled at all for a keek before it is even sor+~ed
- -
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? ~ .N,~ ; ;.. L
,;1
~~c;3t~,t`,
' requested and the timo they were filled. This was dorc in tho filled fua
,which covered all of the orders i`~lled from the beginning of t}:e inter-
library loan service., The hundreds were selected at rardor, T'ni.s
Follow-up on old reques ~s when done requires tine firs oi? ona
person for one and a half weeks, ii;rluding the preparation of tracer
forms, and that had not l;~sen done for a rnunber of month.
______ In order to check on the elapsed -tins in obtaining maL-eriaL3 or.
inter-library loan, the first slip in each hundred of the control number,:
in the file were chec}ced for the elapsed tiRlr between the ti., : they wera
tabulation showed that only five of the inter-libra.f loan requests ~
of the fifty so obtained were filled in a month or less. Sixteor.
. required two months, 15 required three months, five required four months,
two took five months, four took si.x months and there were one each for
seven, eight, and nine months. The median was approxii~~ately threes
months and the average number of months required to fill a request was
somewhat over five.
A check of the filmable vs. nonfilmable material as defi~ied above
was made for the period December to February and it was four3 that of
1271 items 203 were sent over to be filmed as compared with 1071 which "
were considered nonfilmable. This means that only about twenty percent
of the material borrowed on inter-library loan goes into the apes~~ure
card system or into 3S mm. film.
The loan period is supposed to be two weeks and is so stamped in
the file, but there is no follow-up on these loans except where follow-up
is requested by the lending a~ency._..This has caused, considerable
difficulties with lending agencies. -------
_`~~~~
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..__. ~?~._ a~
'.v'hen the document is returned, i.t is discharged from the nu_-nerical
file and the name file and is returned to the lending agency. Tho ~_
date of return is recorded and tYled in the dead file. Since ail mate:-gal
is also logged, the dead file serves no purpose,
A snot check of the loan records of mater~;a1 Loaned to other agencies
indicates a normal lapsed time of a month or more from the time oi'
initiation of the inter-library loan form and a Lapse of about two weeks
after receipt in the Agency, so a considerable p ortion of total ti,;,:j
elapses before the request is logged into OCR. Very few were serYiced
in a taeek or less but these r;ere very few.
Since all incoming inter-library loan requests from other agencies
have to be handled by tha ~~~,,,.,, T1_.: a
inter-library loan unit appQars to add nothing of value;" "'" """-
Charging out of material obtained urzier inter-library lea.-~ to
people in the Agency is done once a week. This takes about..two days of
one person, of which a half day.is filing receipts in the dead file and
.pulling of copies in~the outstanding file.. It also delays the sending
out of material received from other a.encies
d by several days. _
25X1
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--. .. - F ~ y ...
_ ~S~~J.IE., u
C
ongress
The primary source of non-IAC materials is the Library of
from which approximately thirty-fi.ve to forty requests are filled per
day. About one-hundred requests per creek go to all other agencies, of .~
which State Department is the biggest source, and is said to be ve~,~
slow. A check of the outstanding requests from State Department indicated
requests that were months old with no reply. -~- ~-
About 10 percent of the requests, i.e. sic to eight requests per
day, are rush. ~ .. .
There are seven delay files :raintained in this unit: ..
1. Library of Congress copies purchased through PPO's.
___~; Mbn y List of Russian Accessions.
3. Eastern European Accession_ Lists.
ly. State Department delay file.
5. Other Libraries delay filo. _
6. Air Information Division, Library of Congress.
7. Regular Library. of Congress delay. __
Renewals can be arra:,ged at Library of Congress by writing a
memorandum requesting it, but that is discoura;ed because of, alleged
lack of staff in the unit to handle the letter writing.
This unit also keeps the postage stamp account and types transmittal
letters when returning publications.
Determination of where materials are t\e borrowed is made by
this Unit. This requires trained staff. The Uni. d~,es_not have people _
competent to do this in all cases. One e;cample chec ed was picked
-~ - -
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at random. It hanpenc-d to be the P~:r`~isan Roti~cir for the Fall of 1955
which was requested October 23, 1955. It was reported at the bi.nde.~y _ _-_.____.
by the Library cif Confess on November 5th rnd 9th, 1956. Stato -. .__._-___.____
Departrrsnt Librai~ was asked to supply it on Decernb~:r ii.th, on hecc:mber 'lbti~,
axed, also again on Piarch 21st. It still had not been obtairr:d as of.__.....
March 22nd, 195?. However, the Union List of Seri als shoed fifty-si.:,c
libraries holding i?t, including New fork Public, from :,rich a photopri:,2
could have been obtained immediately, because hooka in the P3ew Yor:c ---
Public Library do not circulate.
A check of requests sent to Library of Congress bet,reen March lF3th
and 21st showed that there was considerable delay between the initiation
of the request and the transmission of the request to the Library oi'
_.. _._ _ _
Congress. Of the requests sent to Library of Congress on I?;arch 18th,
one originated on March lst, one on Tfa.rch ltth, one on March 5th, one
on N,arch 6th, tyro on T?7arch 7th, three on 2?L1rch 8th, 2rsd four on March 11th.
Of the requests sent to the Library of Congress for tha first times
on }fiarch 19th,_-.six ire
initiated between T3arch 12th and lEth,__three
were two wee}:s old; eight originated in February; six in January; -ono
in December; two in October; one in A'urfust; and one in July of 1956.
!O
- ..~__._.____-..-._---0f the material first sent to the Library of Congress on 2?;arch 20th,
two were a week old; two were two and a half to three weeks old; seven
were three weeks old; two originated in February; and one originated in
_. .. _
December of 1956..---- -----~-- -~-~- -
`
first sent to the Library of Cor~fress on T?;arch 21st,
Of t}ie--requests
one originated in January; two in February; two were within one and t~?ro
weeks old; and three were a week old.-
'~ t-,' 7 yyA~~ r.
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'` As a further check on effectiveness of service obtained by inter-
Library Loan from the Library of Conryress, the current charges for
books obtained from the Library of Congress tirere checked, taking fifty
___Library of Cozy;ress items at random in the current charLe file? Th;,
date of request was noted and also t}~e date the books were c}~~~.r~;ed out.
This tabulation showad: one was .supplied in one d~}r; fourteen required
_ a.week; t,mety-one wE:re supplied in two to three ti;eeks; three tools a
month; four took two months; three tools four months; two took six months;
one took nine months, and one took ten months. The mediam time fo:.
supplying these books on loan from ii brary of ConttrFas was about threo
weeks, with about twenty-eight requiring. three weeks or ,~ re.
Since this covered only books actually supplied, it is skewed
towards the prompter service level. If the outstanding requests, wi-!ich
have been in the f5.les .for a good many months were counted in, that would
run the median time of acgviri.ng books up to the two-or-three month level.
`Eight man-years in the Inter-Library Loan Unit handled sorr-e 18,800 '
inter-library loans during t}~e calendar year of 1956. This compares
with one man-year at the State Department Library. to handle over 1$,OCA
. The Copy Section files all filmed copies, whether in 16 mm film,
35 mm film, or aperture cards, and services these collections. Service
is provided in three ways. The bulk of serv.'~ce is rrovided by enlarging
prints from the aperture cards. This accounts for sor.~: l~3,000 itettw per
year. In addition, approximately 12,000 items used_are read in a vie;.~i.ng
inter-library loans in fl.scal year-1956.
COPY SECTION
n'iachine, and about 1,000 are transmitted elsewhere to be
-~_.
en3.arged,
either in the Machine Division
vi-".J1~~,~
? - J
copied or
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 that there is
wor;c load of f~lin~,~ of the nc-sr abc.rta~--~
plus pulling of some
59,000 cards per year and refili
-~
n~
is done manuall E, ~her1.--~'~. this
Y~ In addition, the copies printed reeuire the use of the
expeditors, the checking of referercos copied to make s~?, that t},o
copyi;~ is coz'rect and com
let
p
e, transmission of
requester and r~'-?-".ding of the cards. .
the copies ~o the ~ .
In the process of enlargement
printing, a good rra
been encountered which were mounted too high in the aped ;re to ty ~'yvo
These are - be copied.
pulled out and to ed back in.
p ~ good many others have been cut
off in the insertion, and this results in iriadequat:e data or unreadable
_.
prints as sections are cut off and nothin ~ _
g can oe .,upplied to the user..
except these imperfect copies. In
y o her cases the goal ~ ty of the
film Produced from t1;e poor original is so bad that it is not possible
to make legible con;p~ -
Fu~}1e~or'e, the enlargement ratio on the expeditors has been'set
smaller than the reduction ratio in the original f`ilmi_ng~~ particularl
in the case 'of poor, co Y
PY, this makes the material rece=ved by the analyst
very difficult to read. 11
very large part of the material supplied is
hard to use and some of it is unusable. _
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uL. t~l:.1 L
1
of the fact that the enlar -~'""y "" ratiio~ - In vieS7
gement ratio has not been changed, this will mean
even smaller type in the end product
. given to the analyst. ~ ~.ew of
the- poor _- _
q ality of the photo~;ranhs, this will result in even more difficult
in using--the enlargement Y
print . _
-- ...
In an attempt to make sure that the text fits into the ape~ure the
Machine Div; 4; ,,,, _z... ,. __ , ? -
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Exzmi.nation of the material being prcduced in tho e;cpedi.tors in
the form of enlargement prints indicates that there is no unifo ,~ w.le
as to what goes into inser`~ cards anci khat does,' not. Almost anythin{
can get into aperture card fcrm. A Cood deal of open material that is
generally available has been reproduced i.n aperture can:~s. One of tha
examples checked is a printed report of tho Phillips Pesearch Laborato:,~~
. which took thirty aperture cards. It was 235 paces long. The Union List
of Serials showed that this publication is available in more than ninety
libraries in the United States, including, five in the District of'Columbia,
and it should not be necessary to put it into aperture cards and then
make enl.ar~ement prints to obtain it.
_~SoTre , 0 articles are viewed each year~on the microfilm rending
machines in the Copying Unit. These include both aperture cards and
In earlier conversations with an~.ysts, they complained about the
condition of the reading machines and objected to using them becauso tha
qual ity of the reproduction was poor. The reading machines were examined.
The three Fl.o-Films were found to have scratched glass flats and their
mirrors were deteriorated. The quality of the image was not as good as it -~
should be for this reason. Tti;o of the Film-Sorts had bulbs burned out and
It is necessary to clean the f7.a.~s reqularly on all of the reading
machines using aperture cards because t}ie~do get leakage of scotch taFio
from the aperture cards. This is bad enough`tn1,G ~'lOn Ur O~"i.~ ~~ 'w3Q 11'i,'' ? r' `,`,YOa
-
-
.
LL
1'2 iR '~ eacen;;ir~. ~T3."'S1`. G~' n
- Pr'`~t'~"~, ~ gn vicv o; t"S2Q ~ICairabili~;~ o~ ~rovid#n~ ~~,;,w :,,,~^~ .~
Yr~
zri~ m a3n~ poin~ a{; ~?h2ch ho ce:a , -
~c Pt~tl u:,o or for agai~,:.uio
mcc
Y~nciciono bo P~rPo;.?.;.ci by '~.
urcer~, cixl is v~ctr o~ ~~ c2Ga.^ rs3.,;~~;ionch9.~o be ~ ;:en L;cc o~
r..afiorial in ~a T~^~tc"~r a ~ wo Libre.,: * ~ ~~,~ -
.li..' c~.l w..L.^Cw iOr C0+2'~3i fgGt~
~o err Ch bofOr:: i~ boC~aa ~.,. ,, r _ .
t~cab2.c, ? ~~
n:c~a:3e3 ~a~ l~ bo ~"\ a r,~,;-~ of fir 0~ ~ ~_ ~., ? M~--.-._
~.:.~ 2~e rn~o~.,aco
~rhich would, ?: cour cer, rrt:e tzce
FDD in S; e?ciag ~hQ n~
019 Nl+ti ~~J\yN/?
---_.- ~
\n~rai Frl'erenee Br,,:neL~ o. _C,,,~ _--____.---=;_
:ho avi~lci o?
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pY pp
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_____._-~_~- c::~Z~ u
----._
1. __. ~ . .
-...a~........, ~ ... _..
-- -
c1^..:j +Ai"O:`
.
:1i:i
0:1 CCrYI
i ., _.
+~ v :' 1.:
~~r, ~ ~~2U___,_ IftTh`G f CTIC::
:/~ .sue' ~l.i~. - ..
CCy ~S.Z;TI~~'C i
.. _..
_. .
? +anc3a~io~ cerrlcc 3 -------~--- --------- - ---
x~ ., o~ ::?:.~
~ :::inS ]
i'cc3r
-..._._-
o-r.;.'-: JL"? ~o~
.
a ., .,
_ ~uro Wva...? aL3.Q ~ uc~bZo ~cr.:. _ -
- - --
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I~ffSC~I.LI?J~US PROSI~:S
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DOCUAi~~T DNISIOI.1
Overall analysis of the procedures, t~rorkload' .and tho tim3
involved in the Document Division was recce available through an
excellent stud prepared by the I?tana~ement Staff of the A~ency~ Tha
figures used for production and worl~.loads are taken from that stucv*,
Detailed analysis of current operating p; ocedures tii311 not be rcade
since the analysis of the fundzmental intellectual performance
inaicated that radical reorganization is needed.
Determination of the intellectual level of work done b~,l ~ he
analysts in coding documents for t}:s Intellofax system was done in
several ways. One large and difficult document wa.s givem to five
different analysts. The five analysts assigned forty-Wino different
codes to this one documents and only fn;~r of these codes appeared in
the coding done by all five of the analysts. This shows clearly .that
a document would be cited completely differently, depending upon who
did~it, and that the areas of difference are mach greater than the
areas. of agreement in coding.
To check this further, another document was selected. .This was
a very simple aocument which all of the coders analysed within dust a
few minutes. It was coded by six different coders, .and no two Af them
agreed on the ~cocting. This one-page uocur?.ent, which was titled "Swedish
Communist Propabanda for the Mosco,r Youthrestivaly ~u1y 28tH to August
lls 1957," received nine different codes from the sic coders. This, as
well as the preceding experiment, was reviewed with rho Heaa of tha
Analysis branch, and it was aF,reed that at least six of the codes assigned
to the one-patio document, were clearly prong, while a number of the oti~c:?.:
were doubtful.
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_ ._
. .
.,
.-- -------- ,.f~r~~:
lls a third chec;:, the t:eaa of the Lrru-ich, to4ether with tho
chiefs of the tu~i.ts and the tr a.inin~ of2'icer, decided on the correct
ISC code numbers for ten docurrients. Five of th^se ten documents wero
:then coded by eleven coders and five were coded by seven coders. On
the first batch, on one of the doc~iments the to
p peopl e could riot
themselves agree on which of two numbers tJas the right one for tho
Primary code, so they incluaed both. ~'~ ::~ meant that rf any ono of
the coders selected either one of these primary codes, he was counted
as correct. The supervisors also weed as to whether an abstract
was absolutely essential or not and if it was, they indicated that an
abstract was required.
ieved, and therefore, unif'orra
retrieval in the present Intellofax syst?~, is not possible.
The examples above .sere supplemented by a few adaitional
checks
- -... .
t there appears to be no point in Koine furth ~t~d.th this, sinco i't
indicates clearly that the in7rst into the syste.*a is uneven anon depends_
ciL ~ t' ~ ... .
Z:, r,.
outrntt side, uniform codi.n~ is not a
On he first, only one of the eleven coded correctly and _
prepared the abstract. Qn the second, none of the eleven coded .~
correctly, on the third, only one of the eleven used the correct code
.but even that one overcoded and so had to be counted incorrect. 0n
the fourth, only one out of eleven cooed correctly and provided the
abstract, ~ritli five of the eleven coding correctly without the abstract,,
and on the fifth one, two of the eleven met the speciYications completely.
In the second batch of five, one coder of the seven coded the first
document correctly, Gn the second, one of the seven was correct; on the._
third, none of the seven \ correct;._.on the fourth, two of the seven
coded correctly; and on the fi a.1 one three of th
. ~ e seven-coded correctly.
's indicates clearly that the input side as well as on .the`
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There is no definition of tez~ns in the ISC and terms are repeated
in various places in the code without anything in the codebook tel].in~
in what context they are to be used in each sub-class. (See also j.n
this respect, the. section of this report dealing with cataloging.)
Furthermore, words are used in different senses in the coding. .4
noun, penicillin for example, w'nich is primarily included in the
codebook as the drug. product, may be used as a modit'ier for a type of
---~e-tivri:-~'or example, ; sabotage in a penicillin factory will be put- -
under penicillin even though there is a perfectly good number for
upon who does the codinC. Anal3rsis o: the e:.-pcrience of the coders
indicates that there is no relationship bettrecn numbe:^ of yearn of
experience and adec~uac~f of the coding,, first that the difficulty rest
in the nature of the ISC. .
IMTELLIGEf:CE SUBJECT rAilN
As indicated above, no one either on the input or output end can
use the intelligence subject code so as to provide uniform cooing or
decoding. This is attributable to the imperfection:, i:1 the Intelligence
Slxb~ect Code and is not a fall of the personnel doing coding or decoding.
sabotage 4f chem5.cal or biological plants. Anyone interested in sabotage
of chemical or biological plants must, therefore, look under. every:_,.. __ ._ .__._._..
__. --__
conceivable product that is made i.n a che,~-ical or biologicah plant, on _--- -~
the off chance that there may be material
that..-product: 7_f he does not-do tA.at, he
material sabotage of chemical or bioloUica]..
on sabotage of plants proc~cing
kill. not pick up all the
plants. This happens because
there are no definitions in the ,ISC tr tall the encoder or the decoder
when to use each term. ..
and reliable results, there has beer. o~nstant pressure from analysts to
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CJ..IJ 1 i'~, ,;
a~~and the codo, and to rate ita subdivisions firer. This ha:; ucs
done without adequate ravia:: of uhat is put into tha codo for intornr,l
consistency. This causes headinCs to bo inserted into tho?codo i-r
various places in different cente:rts, so that nobody kno:ra u}~.o:. to use
a term and for what purpo~oo _ .
It would appaar that subdivision in the codo book has ~o:,a bayord
the subdivision in the documents themselvas, or the nature o~ ;;h;,
documents themselves, as well as being applied inconsistently. T,-,.io
has resulted from the3 operation of a blind system throu;hout, with the
analyst and reference librarian both defenseless because that' cannot
examine the material to fine gout khat is
.. __. pertinent and what is not.
`rThother this comes from~an~attoir:~t to mechanize beyond the level .
of capability of machines to handle the material is not important. ..
What is important is that it results in an ISC that cannot bo used
consistently. This results in insecurity and fear of the sys~~.em on
the part of the reference librarian and the analyst, and in failur3
of the system. This would appear to indicate that as a first step jt
is essential to revise the Intelligence Subject Cod?, simplit~irr~ it
9
defining all terms, and providing for corisistericy. --
- -....._
Thsre should be provision for review of the material that corr~r~
from a search in order to select the items of particular interest to -~~
the analyst in the particular. conte;ct in which ho happens to bQ uortcin?
at that time. This require; that each of the cards that is produced
carry a brief annotation cr abstract to toll what is in the document and
also where it is in the document. And, above a11, it requires the defini-
tion of the terms that are used in the code book so that th6 encoder and
decoder know when each term is used and hose.
STATISTICAL ANALYSIS ~OF-~TORi~IIii-DOCUI~~iJT BIVISIOIJ --~ ~--
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r Tho following data are t- .
by the I4anagernont ~. r ulcers from th.;J ~~~;nago.^~nt an
~,Yois :ado
S~a~f of thc
~ A;
ency~ _. _
. Distribution of --~--'-'~-
documents is com ~-
i,~ analysis. ple~41y separate from t ;cam..
. A good deal of this could be do,-,o ~ the print ct?
increasing amOUnt - ?~Gp,- ar
of it has b
oon -
no relationshi done that way an the Past.
P to the libr It has
from it. _ ~'Y operations and might well bo se `-
.____. pat a~od
According to the management stud
y th
and Preparation of - ' e screening, batchin
.. source cards for g, coding
punci~no or f
the actual, printing of the card ding (o;;clusiv? o~ ,
plat , which is dons in the reproduction
involves rift _ _
Y five man years -'
In addition ~ ,Plus supervise
the r'3' stuff tir,,Q~
._ Preparation of the Intelligence .hiblication.,
Index involves b 3 man years.
The total n ? - -- . __
er of documents
indexed last 3'e~r was
295,000 The increased
use of n aPProximata.Zy
node
i
r~
x
ng
is , e _
it is estimated that 260 during that figure and
'~ documa y _
cU?'r'ent' year n`"s wju be indexed during the
__ It-has been reco
mmended by Documents Division that
"nodexing~~ be extended so as further to
that Kill have reduce the number of doc
to be indexed. gents
IBA; CARD ~;p-nCDUCTION r
OR CAtALOGS AArD YU??Ci~~,1G _ ~ - -- ._
Aa indcated ~-?
in the organization chart
seventeen t of the Doc ~-.
YPists typo masters ford went DivisionD
the Intellof uPlication of cards needed for
_ ~ system and for
other Purposes. ~,
_ `the Dupl,icatin T?.ese era now so
nt to
g Section to have t .._-
.
run off on ~ cards reproduced b
a multilith acausa they ~ o
machine.
_great public libr ~ study of card production
aries indicat
~ t.`~rsv
d
z
that the
best done on office-t h`"ndling of these s
YPa mul.tilith marsh-c .,_ port runs ~
~_ ""~ Nuollc libra2'ies indica
'--- ~ "~f:el?.
-- - -=~
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short runs is best done on office-typo multilith macl-~es a:: p~ ~ oy
the preparation of the cztaloging copy. `Phis cuts do;~n1 delay,
handling costs, wart cards, and total costa However, at tl:o prasF;?~;;
times, CIA Bonds the paper masters to the Dup;.icating Soc'cion zGr
reproduction. In doing that tray order ten short cards and seventeen
cards for punching- for each document. This means that approximately
- seven million cards are printed and returned to the Documents Division
and the 1`+achine Division. Of those, as few as five may ba used and
occasionally as many as fifteen may be used. More than half of tra ? fem.
total number of cards produced arA wasted. The estimate of the :;aching --
_ ._Division alone is that they discard throe million cards per year, and ono.
million__is-a-conservative estima- t r'those discarded from rho ahort_
o
card distribution. This means that because of the need to transmit
from one place to another, with the I~,achine Divisions requirements
uncertain, and uncertainty as to the n-~:r*1~er of short cards needed,
four million or more cards are printed and discarded each yaar. ??Ihil?
this represents only ~l~,ppp or x5,000 ~-orth of csrd stock, it also
represents the press work for the same number of cards and the handling
of the same number of cards so that the result is not only a delay-~ -
in getting information into the system, but a substantial amount of
wast
i
e
n terms of cash expenditure. If the reproduction of cards were
done as part of catalog\ ~or indexing work, assuming that it will be
necessary to produces card3, ~?ha number of cards could be -fitted to-the ~-____
l
---??-~~ ?.~ou~u mucn more close
y
could b~ saved.
FI~'JBIN_Gg fiE~UIR~P;G AC`I'IOP;
d millions of cards and impressions -
1. -The present ISC cannot be applied\iformly to the coding of
hocks or documents and~must be revised.
7 _ _ m~._ _ _ ---
r.1~~r
Tasteful. trl ~tl~G. R,
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c..c,v~~,..e -
t?;ACHItr; DIVISI03i
The ifachine Division consists of the Of:~ce of the Chief and a
PlanninS; Staff, an Operations Branch, a Develop;eent Branch, and a ~-
The Office of the Chief handles planning, includinE; kork on tha
ras-i-card system, special jobs, logistical. support to a_1.1 OCR components,
such as ordering machines and machine tabul.atin~; supplies. Znis is
estimated to occupy about half aman-,ear. The Office of the Chief,
including the PlanninS; Staff, has a T/0 of seven, with an actual
..--staff of four at the time of this study.
The Operations Branch has a T/0 of forty-four with thirty-seven on
duty as of the time of this study. Of these, eleven ti:ere in tho
-~---..
11^abulatinS; Section, seven in the Control Section, six in the Special
_ Projects Section, and twelve in the Card Punch Section, plus the Chien
of the Branch. The Special Projects Section works on unclassified --
projects outside the scope of this basic study.
~~-Thg-basic costs, so far as they are ap;~Iied to the indexinS; .a:nd ____
retrieval of documents, have been taken from the 2fanaS;ement Staff study.
These do not include allocation of costs of tl~ office of the Chief of
-~-"~- the Division and similar overheads.
The.Control Section of the Operations Branch reviews tapes to seo ---
..that the machine operation has selected the proper security classifi-
cations.~The Card Punch Section prepares the cards for Intellofa:c as
well as other functions, and the TabulatinG Section does the machine r1:ns
for Intellof~c output and for filing. The proportions of these operations
ment
F~
anage
chargeable to the lr~tellofax proS;ram, have been isolated in the
? Staff study.' _
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The Development Branch has a T/0 of five, and had five on duty.
It maintains the equil;na:nt and operates the facsimile equipment, and
does sore developr.~ent work.
The.1?Licrofilm Branch has a T/0 of fourteen and actually has
thirteen on\duty. It includes a Camera Section, a Laboratory Section
anti the 1?founting Sectic,n, alt of which are covered i.n the Airu,agement
Staff study. ..._ .
SYSTEM AIdALXSIS OF THL INZr:LLOF/'.X SYSTEM
Discus~ian with the Chief of the 1fachine Division of the figures? he
gave to the 1,anagenrnt Staff, indicates that overl-,eads in the division
- _ --- --
had not been assigneo_._to the operations listed. To make these figtu es
more accurate, it would be necessary to add overhead costs. For the
purpose of this report, it will suffice to use the figures in the? ?
Ifanagement Staff study, with the understanding that these would be
increased if it were necessary to go into a more detailed study. This
is actually not all overhead because in the case of complicated machine
runs the plug boards are wired ir. the Planning Section, which. is counted
as overhead. ?- .
_.
_--- .
-- -...The machine rental chargeable to the Intellofax system, as worked
-- - ?_
_ _ out by the Lachine Division, is b,1~06 per month or X52,832 per year.
No cost for card stock is included in these cost figures.?
The J~Licrofi].m Unit copied 291,1~21~ documents on 16 millimeter film
far aperture cards in 1956? This was a total of 1,31,6,017 pages or li.6
pages per document in the aperture card system. Three thousand nine
hundred fifty documents-were copied-on-35 millimeter S`ilm, making a total
of 197,395 pages or an averal;e of 50 pages per document copied on tt~e
35 millimeter film.---~~ ~ =~~ -
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F~~:~ -
It is interesting to note that the avera~:e rurber of pages per
aperture cards reproduced in the Circulation Er~:nch is close to twelve,
which means that the longer documents are selected much more frequently
than the shorter items, and that vez^,/ Sew of the s}~ox ter items are called
for. On the other hand, wit}: an average of fifty pzti;es i.n tho 3~
millimeter films and a rule in the Circulation Section that material
over twenty-five pages is not copied for analysts, it appears clear
that the only way the great bulk of material in 3S millimeter film can
be used, since i?t averages fifty pages per item, is by use of the reading
machines. The use of these is so low, however, that..a very small
propori:ion of the material that goes into the 35 millimeter film can be
said to be used at all.
__- ___ ..
On checking the retirement of old IBi4 cards, it was found that it
is planned ~to retire the 1952 intellofax cards starting the first of
June. To date, 1,380,000 cards .have been retired and, as noted else-'
S;~here, have been completely out of the system. If this policy is
continued, and the Intellofax system is continued, the material put
into the Intellofax system must i:,e trritten oft completely in five years,
whether or not it has ever been used. - -
Examination of the files of Tntellofa~; cards in the Machine Division
indicates that these are really nothinf~ more or less than ?a blind
,conventional classified. card catalog using larger cards than normal
ruI keeping the file in multiple arrays rather than in a single a1^ray.
rj
Z?lhile one ~he theoretical. advantages of Hunch card handling of
information is that fewer cards can be used by getting multiple acp s
n
to multiple subjects in a single card, that is not the case in the -
Agency, where a separate subject or area card i.s punched and filed for.
,~,,, ?. .
~,_J,.~V.1.
:. J:: F. t
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n
_ --- - ~neso
blind files in any one of the eight places, the search is incomplete?----
hthile all sorts of controls are set up at other points, there is no .
control over this searching, and it is not reasonable to expect even
the best trained and most willing worker to be able to pull from i ht
_., awa~.t~ng filing. This means that eve
-. ~' number to be searched
^in the machines has .to__be_.hand-picked from eight different places by
the boy who is pull,a n~ the-c~,ds.-~ If he misses the cards i
y?
.a~.th hundreds of thousands of cards out of their regular
place in the file and in supplementary files, Actuall}T, at the time
this was investigated during May 1957, there were seven supplementary
file
~~~~~ suodect or area.
Another theoretical advant4`-e of punched card machine system3
is automatic machine filing. Ho?.rever, in an aFplication Like this
one, where r~?latively small parts of the large deck of cads a.o
pulled out every day, it-would be unecononic~ to refil.e these into
ti:e mayor deck reL~larly. This moans that multiple files axe
accurrrulated
__ _ n e
outside of the trays at is contained in them. -
Flu?thermore, it is
eso . _ ._ .
files ran a from _- _
~- - -- - -
g 60,000 to 120,000 cards there is no indication o th
.~
different places for a common ten subject search without occasionally Y
missing one or more piles of pertinent cards in one or more places. ..
Since the supplementary files have been built up unevenly in size_ and, -
they have been added to until it w-as decided to start a new file (th
? -. _..
and then ex~imiiizn in that ~ n s _
g place to cee whether there are an
that subiect__ ma,; a _.....~ ~~ Y cards on
g
p cards at andom until the right place is fou d
ray _
u __
is found by pullin
_. _..-._ __- _.'..... ~.~..r 1.
a tray. Searching must proc ed ~?,zthin the tray after the rift t
necessary to loosen the - - --
~rds in the tray >,~ ~,.~_ __ _ _ --
mes for every subject.
/`
- ._.~
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-filing. It would appear that refi]-~.ng e; card; is
ine oloest of these supplementary files is no?,r being inter-filed into
the main file but that is a long; process since it requires rur:ning -
Bach one of these packs against the entire ille of cards-for inter- "-
before the cards get into the files.
at least a yeas --------
behind, and that it trill never pay under the mac'r~ine system to )ceep - - -
the cards currently filed back into the main idle. It t~rould be muciz
more economical to file them back by hand if it t.ere going; to be Bona
at all. Each one of these au t
_ Pplementary files of 609000 ~0 120,000
cards has required constant and repeated inter-filing of the additional
cards until they reach that size, and this also involves titre lags
are rarely complete.
This %,kans that the card files
That presumably is taken care of by the coi;trol
record at the control desk, but that dons not necessarily always
indicate cards that are out
here, however, is the burden
In order to reduce this
-rat-her than pulling the ones
requested and th.;.;~ makes for
of the files. The greatest difficulty
placed on the boys who pull the cards.
burden, the boys pull blocks of cards ___..
specifically dealing :,nth the number- -------
would not be necessary if this were not
machine rur-ting time, ;which
a blind file.
__... Thus, it would appear that in the final analysis, the adequacy
the entire system, despite all of the controls, depends upon the
accuracy of boys in pulling every code number from every one of the
__ eight places in the iYles.
Another factor in filing by machine is the fact that the cards are
constantly pulled out of the file and recuire constant refi].ing. In a
standard catalog, the cards stay in place and once i`ilec, they are filed
permanently.. Thus, the filing attribute of the machine is reouired j.n
-/
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lame treasure because the mach~rae system require:, rcfiling and does
c cles of consultation.
not leave the files intact during Y
SortinS is. another of the attributes of the machino. Sorting
is required because the blind 131es allow drop filing 3-n larSo _._:::
Stoups of materials under a single code number. an mane ul;*
~ the headings rnalce it possible to detern.i:.e k~i~ere
consultable files,
in the file a segment of a subject may be found without pu7linS lar,;e --
nltmbers of cards and tannins ~hrcm through a sorter. ~ -
One of the chief advantages of the machine is that it can so v
'~ ~ iven eriod; it can
out the things published at a,~iven date or at a g P
all various levels of restrictions punched into one of the columns. _
P --.~._........______~ --------
As noted above, even though the machine does sort for restricted mate~h~ s
dependinS upon the qualifica~ions of the recipient, and the needs of
recipient, this is manually se checked twice, once in the 2~,achine Division,
and once in the Reference Branch. So fair as sortinS on date is concerned,
conventional catalogs, such as that of the flew York Public Library fila'
chronologically under the subject, and aphabetically by author under
. the date. Thas,.the chronological approach can be taken under each
them
subject without-havinS to pull cards out of the file and run
~- through the machine to fine opt xhat is available in that subject that
- ~ rticular date. Nucin of the sorting
was published in 1955 or any other pa .
that has to be done on the machines is caused by the fact that the
machines operate from blind files, and the grade of personnel used is
not qualified to pre-select naterial from the file even if there were --
visible headinP,s__and sv.bhead~nps. _
As a matter of fact, the pulling tire, includinS the problem of
laces for eac~ code number, is probably greater
looking eiSht different. p _ ...._
than hould be required to Si~td-the cares and look thr.uugh them for the
..
. ~ _ _._ _ .
. _ - X14 _ .
.~ ~: ~' ~'
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hulk of ..earches in a conventional catalog.
It appears, therefore, that the !:~e._oi'_the punch card machine for
Intellofax searching contributes almost nothinE~ as compared zrith a
well prepared conventional card catalog. It requires much more spaco
than trould be required with a conventional catalog.
Punched card machines have reFxl areas of t~sefbine~s. mere i~
copy ,fide. The microfilm room would presumably'st~l be necessary,
and would require another 500 square feet approximately. Thus, the
h~-coPY file and the card catalog for access to the documents
together, would occu ~ ~-- - ~
PY only about 3,500 square feet instead of the
7,000
l
p
us square feet now used for the machine operation. In addition to
these, the machine operation involves the rooms in which the aperture
cards are stored, and those where the nzc~ine for enlarging aperture
cards are stored, as well as the reading machines for microfilm reading
of aperture cards. This involves an additional 1,3~p square feet of
punch card storage, but in standarr] card catalog form would occupy
approximately 500 squara feet. A hard copy file for the ;zve years of
documents -aould occupy not over 3,000 square feet including space for
--- readers and for photostat cameras for making copies of the intact hard-.
no evidence, however, that; as ~Lpplted in the Agency, tho punch card
machines are ~usti.fied at all for information retrieval from documents.
_ . The spice char~eabie to the Intellofax system in the 1',achine
Livision, including half of the ke
y Punch room, half of the machine
-_
room, half the planning space, etc., plus the Tntellofax printing spaco,
the aperture card space and the card-storage space comes to approximately
7,000 square feet. A card catalogue representing all the cards in the
which 580 square feet is film; storage, 600 square feet is the copying
unit, 160 square :feet is the microfilm reading room._ If_the aperture
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. card system were eliminated, that .:ould save at least 1,000 square __ ?
feet of this space.
In addition, there is the IAC :.ooT+in ~ ~uildin~, ,fiich occupies
865 square feet of space, and w}~ich would be included in the hard copy
~.-- _ _._.... ~ ,n~nn from the
- file noted above, so the total savinC ~.n .,pace by ;,. '. -
machine system to a normal. card catalog system nl.u;; a ;,..rd-copy file
.for five years of documents, would be approximately [,000 square fee'c
of space. - -- ---
Space required for the present Documents Division is about 9,700.
square feet, of which about 6,500 square feet is directly chargeable .__.__.__.._.___..
to the documents indexi.~g-operation. - _
/ f,
~-Another- erna ive metl~od-of doing the inaexing of documents would,-'
be to enlarge the IYI, and substitute it for either the Intellof ax _
~ cards or the card catalog. 7S' triis were cone, it would not be necessary
to index all of the documents received because:
(a) as proposed elsewhere, the bringing of documents under
control would be handled in a checla.n; record in the
Acquisitions Branch, and therefore, would not have to be --
duplicated in the biblio~aphy, nor would it be necessary:.
to maintain the present source card file.
ted that many
t
ra
.ng pro~,Yram has demons
documen~ do not make any substantive contribution,
and need no~be indexea.
This program is-currently= in--
extended stL.t rurtin~- wciG.,
\ _
control of documents is effected in the Acquisition.
--- (c)-there is a considerabh~ amount-of overlap between
the materials now indexed inx thelntellofax system and
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~~ ac~'~ ------.. ,
in the Registers. If this auplicaticn t~~ere clirrinatrd
by omittir~ the inducing of all material. that is__ _. __ ,
covered by the Registers, this *.rould further rccuco the
number of documents that world have to be inde~.~:;d. _
Based on the above, it appears doublSul that more than i50?G00
documents per year would need ~~,o be induced into the enlarged I.?I to
provide full coverage of all documents of substantive value which a-ro
not already covered by the Registers.
`rhe present IYI staff of 4.5 man years indexes somewhat mare than
20,000 documents per year. Allowing 1'or eight times this staff -..o',;1d
call for a staff of thirty-four to prepare tho expanded IPI. In order
to provide for higher quality of indexing and fuller annotation a.?ad
better analysis, this staff might possibly be set at fifty people.
Basing the space required on ~'0 square feet per person, this would requiro
about 4,000 square feet of space, which would release another 2,540
square feet. ~ --
Thus, 3f the present unsatisfactory mechanical system ware eLimi.rated
and conventional means were substituted, saving space of about 7,GC0
----- .- -~- --- _-~ - -square feet should res~ilto _
~.vu
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 ._.+ ~ ?ti.~11of :x cycle. inU
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- ---- ina n ~ ~ifi ngu study, anti
figurrs are those obtr~in~:d Troia the ',?:~ na~;c;r,.ent ,. ~t
r include st, ff and machino cost
omitted certain costs :is noted wove. 'Whey ~
in the Documents Division, the ,:,ichine Division and the Circulation Lunch.
s
ce Car
S
~~,ing our
i~.aking Aperturo Cards
in
n
Scree
g ~ 22,330
6.~
2?:a t Ching 800
--- za. ? 153,
Coding
d
(Including FiLnin~)
Intellofax Cards
i?:a.king .
Reference Service
Coding of duns -
Control of Runs
t.achine Running
17.4
13.6
52,430
x+5,780
-
974
6.4
0.42
.29,530
2,'T17
7.~
26,343
91+4
31,1E4
52,832
1.02
4,615
20,000 (per year)
IHf dental
1`laking Types
b;achines (Copying)
73,EO6
is apnroxi^t:.tely u50Cs0~
These costs do not include tho
c
not in _
searching operations which are required in the Circulation Pranch to
of the I1+C room which is now
identify the. documents, or the staffing
required to supply the hard copJ documents, or the maintenance of the
Source-Card file. They also do not include production of millions of
cards in the print shop. Thus, as a miniraw:~, the direct cost for this
operbtion exceeds a h~ilf--mi9lion dollars a year. The end ;:r~juct of the
above syste,;. leas ~:.eer. some 2,SC0 searches a yP~r, so the rranimur,. direct
TUTAI. 99.69
Therefore, the cost of?the present
21
",r~o7,929
cycle
hiding supplies, supervision, etc.
Total Cosl o+' Intellofax cle
;an=barn S:a?ri"^
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? cost por search is over .2;,O.C~?
l~pproachod from the poir~'c of_vow of tiro _docur.~nts suppliocl ;;o
analysts, it should bo noted th.:t only E,O,OGO documents aro supplied
in all forms from the rporturo cards or fil.r?~.~,, 1, good r,,a:~y of t :osu
?. are obtained by the analyst fro.u sou-rcos other then the Intol3.cfa_c ice::::.,
i.?., xoforencos from other analysts, from his o:rn indoxos~, etc., a:;d,
therefore should not ba charged agair:st? the Intollofar. costs. 7:ot
~__
including materials costs and overhead, the cost per docw:ant supplied
in enl.argomont from an aperture card including the Intollofax cyclrs
exceeds X10.00 por docw~nt. ?
.:
27ot only is the cost of ;200.00 por search in the Lntollofa:: Y
system a very, very high coat, it dogs not represent all the costs,
since, as pointed out before, P~oforence Staff hms to screen run. for
s3curity class~.fication, etc., in addition. ~zrthermoro, in view of the
very ltirge amount of waste references that appear in all runs, which
waste the time of the analyst, a considerable amount of~additio:val?.
acrooninl; has to bo charged am~.nat ~Ll~o procoaa, which ocroonin; has
..? -~ to be done at the analyst level and at_ vary high cost. This m;sy wo11
exceed the cost for runs ou the mschir~ side.-
COI~iPIE'I'E CYCLE II~rGRIiI~TIGil RF.i'R~'vl~.L
It is only by puttin3 the objectives of the agency in the forofrcn'c
that one can determine shat is justifiable or unjustifiable in informatics
service, ... ._-
It would appear that the nature of the i+?oncfts work requires -
.~"'
more sophisticated irforr~tion retrieval than: would almost a;.f other
kind of organ3.:.ation. It is obvious that the present level of inferj.~-
ties retrieval is lower in quality than that of the avorag?-roferoncc~ or
research library.
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r.:::~:...~..e..7
i.:.::.;Tl;~`a
~OUC:~LS
Card Catal OvB
I3oolcs & PcriodicaIs
Reports, etc.
Tapes, wires,
drums, etc.
f Notched cards
Electronic data
processors
Key to th
124910
Descriptive and subject catal
Compilaiion--
Reproduction and typing
Punching, notching, embossing and/or tabbing
Draft May 1957 .
TRAAi;;C35;;iCN .^.1~IC/G
CONV~ ;SIvN Or" AI.iT~?I~IiS
Abstractin;,T
Copyln,~,
Translating
Lending
Rellsiln~ in usable Yorm
Reporl writing
`l ~"
EXA1.111`l.4TION
AFfD
R:.~U1.11TtARY -
SEIECTION OF lAr1TER1At5
From the collection
Inter-library loan
Facsimlie
Ultrafax
Electronic memory
Photoforms
a. full size
b, microforms
c. other
11
LOCATIKG TNc MATERIALS
In the collections
In ot;:?t collections
E. Photographing and photo-nrocessing-
7. Clipping and mounting _ - _ __.
8. Manual filing
9. Machine filing --
10. Preparation of programm[ng instructions
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C~~.~Jel.r .. ..-. _.. __.. .. _.. .~ ...
~a noted above the cocin~ ur..; decodin;; of tii3 irfor~tion ;?o
~ , .- f
put it into the systouts ar.:~ to bril:;; it out of tro systom~ rus;~..-~..~ la
vast numbers of falsa drops. This in turn, rosin-ts i~1 ac:tin~ by the
analyst, of lnr~e amounts of non-pe;. lineal citations.. ~thorr:.oro, in
...
so doing, Yie does ,not hava as tv~uch in.,"orrnation about the docuw~t?ys n
h2 would find in n conventional biblio~aphy or on a convontio:~.l
catalo ~ card. ~ -. ~ -
- -, bs a minimum, the index entries redurdl.c-,ss of whothor they are in
Intollofax, in conventional card catalog Forms or otho:.riscss aho'
giv? +,,;~ analyst enough inforr:?ation so that he Irnows whothor rA racers
to consult the docutaent. It is not sufficient to give hizn e 7-ist. of
---numbers or short titles which do not toll him enough to ant~.blo h~ "`'?
select from thousands of docuaants, since ho cannot conceivably find
the time to consult all those doculrsnts.
To place the inform=tion cycle in focus, the attached d~.a~
The cycl? u=u=?t
indicates a comploto cycle oS inf ~;:ation service.
start Stith the user, who lugs nn in:or~tion roquixomont. This sho'~'+
~~ _
lead to locating probable sourcoss and in that process t:mrc3 ara a;4~ -
e number of differant Winds of tools. !ss sho~.rs in the tuo
-- -- l
a
able a rg
kith ZACZtin~ Probaoln. Sou:ca:r3,
' sections at the right of this boa (doaling-
- -- -^ ---- soar of the types of j nforrstion sourcas provide abstracts so:~ prov'~d:. '= ,~-~
the text and some provide neither. moo, as shown, ~thoro aro ~ji'~'`?'___._
types of preparatory work that ru-e required for a card catalogs r:
_ biblio~aphy, a punch card mschira, or for other devices that can ~
used for locating probably so~arcos. after prouabl? sources are icienlir`~icd,
_.the ::;..torial r.:,,~s~ be loct~ted either in the collection or in other col.lecfi,ions.
Then the materials crust be obtained, trs~y rsust ~ examined, and theca Est
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t'(j preliminary selection iri tha ?d.gnt of the actual needs of the an:~lys;;
working on a particiil.ar Job. Tiw ratoriaL mu.,t then bo made availabl;;
to the analyst iz a form that is suitable for his u~o?
Until this cyc].o is corploted and the analy,~t 1-zs the znforzr:.t~.oa
that is partinc:nt, in u:,oablo for ;n, the job is not firrI.sl:od. Also, in
coruparing the various :,,othods, all tY~o proparatory work in each s`?op of ~
the operation must Y,e considered in ordex to dc~tormine whether tro ovoral..'..
econo~ of the process is optimum. Thus, in all cases, troro muvt ba a
collection availabls somewhere, it must have it described and subJoci~-------
catalogued or iruie;,~ed sorowhero and so:,ahow. Tho punched card rrachino:~
cycle inelud?4; reproduction and Ming, punching, as wall as much
manual filing, much machine filing and a eor'~.ain amount of propagation
of programing instruction, (i.e., preparation of the plug boards bGfo[ti;
the machine is ready to run to give answers). Thoxo is also the probloa
of input into the machine, which in the agency includes the 7S C. When
aperture cards are uaed, the system requires proparatory photographing,
insertion of th? filn into the aperture cards, and manual filing, In
addition, it is necessary, after m:.chino rums to locate the material,
obtain it, and examirm it to eliininato unnecessary documents, and to
convert the parture cards into form useable by the analyst. This.
complet? cycle is not included in the costing done above, but despite
that, as shown above, the cost for very low Zado service is e~.-trem3ly
high.... _
Tho I5:; system as currently operated dogs not provide multiplr~ -- . .
acce~s_to.__sinola cards. _ If it did, the problem of irnporfoct fil.as
would be even morn critical because ~:.oro r.aterial would have boon pulled
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t~ ' t~ ... c - _ _ _
out, and the problmr of sorting va:.t masses of :.^.~rial would bo even
rcore critical. It does not oyfar a feasible :solution to t.;o ini'orr.a~~ion
process in the I~; ency. It adds nothing but hardware, hard worl., }ii;;h~r - ------
cost, and service delays in processing information raqucsts in the :::, ~
~,
An additional aa~rantage is that this ~?rould ma::e it possiblo s'or
the Agency to make avai.l.able to the other me3-nbers of tho 'xitellzgenco
comRn~ruty such sections of this enlarged Tj'I as they mould ordinarily
be given in other forms. This would realte the organized in#or mltion '
available in CIA more readily availablo to the zrhole intelligence _
comnnuZity. In doing this, it might be necessa.~^,/ to have tyro series of
each part of the enlarged IPI, but there; are other possible alternati:-~a..
It might also be feasible to break down the IYI on a regionrl basis,,.
As a cross check on the cost, it might be noted that tho nea ~I?
would be seven, or ei~*,ht times the size of the present IPI, ~rnich is
done~-by 1t.3 people.
FACSIP'R7,F R.~;PROI~TCTION,
Facsimile reproduction is sio:,r and costly. Facsimile, even at a
relatively low level of reproduction quality, prodaces only three or
four cards per minute, and the material cost is higher than that for
silver .paper, which gives copies such rr'aster and at a much higher quality
level. Available photographic devices work at three or four ? times th~a
speed that can be achieved by- facsi.-rci1.e printix~ and produce more .
readily useable format of copy.
The Intr>]].ofaX materials cost about x2.75 a roll for paper 100
feet long and four inches wide, i.e., thirty-three square ,feet of paper'
which is more than eight cents a square foot. Silver paper is provided
for the government on contract for about five cents a square foot. The
slowness of reproduction by facsimile, and the cost of materials has led
to production of nonstandard sire copies. finis means that before the
Intellof ax strip can be used, it has to be cst up in'~n pieces, and this
---has=to-be~bn~~anually_because of the variation in sizes.
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J _.-
Intellofax paper is so light ir, .rei~ht, it has "w be fired to a hea~~1e:
card before it can be handled-a~-separate.slips. ~.-_-.
The use of standard photograpi~ic paper would not only be cheaper,
but would permit the standardization on 3 ~=~5 slip form. The paper is
heavy, enou~ so that it would not nave to be stapled to so:aet::ing else
__ . _
to be handled, and it would fit into standard files. Since tho .size
is standard, cutting could be automatic or Berri.-automatic as 'is do:.c
in the United States Dcpar~u~ent of Apiculture Zibraz^f, raw'~er th::.n
requiring the ana-1.yst or his staff to cut uP the slips inter useab3o
form by hand..- - .._ __~_....:
.-._ _
At the time the Intellofa~c system was developed, there :rcre
advantages hoped for from it which have not been adiieved, primarily
because of the. sectitrity problems involved in distant transrri.ssion of
Intellofax information. Also, since that time, automatic roll processing;
and stxip processing has been developed f ar beyond the level available for
handling silver paper when facsi.-nile zras started. At the present tier 9
however, greater speed, higher quality, and lower cost can be achieved ___.
by copying either on silver paper or Possibly in the new RCA ~.lectrofax~ -
System, using a standard size 3 x 5 sheet as the producto _ -
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Ui.Lli.a~'
Findinrs Regna rinr, kction
1. -Retirement of IBl?i cards limits the usefulness of the Ini,ell , r x
system to five or six years of recent materials ? , _
3? - Automatic machine filin does not keep the cards a.n a sinfi.e
file so that manual consulw~.tior. of ci;ht blind f~.les for eve:,
subject code must precede maclu.ne searching; limits the speed
of the whole system. errors in this are inevitable and this
limits the reliability of the entire sys?`~.em.
classified card catalog.
?_. -The Intellofax punched card files form a blind conventional
1;.
- These files are never intact.
_.___ ..
5. - Tt?es~~iles require excessive space. --- ~-
b. -Little sortinb is done on the machines that could on t be
effected by subheadings in conventional catalogs or bibliographies.
7. -The Intellofax system as a whole, requires more space "man
conventional systems.
8. - An enlarged IPI could do the job nosy done by the Intellofax'
system at a tii.eher intellectual level, and at about half the
current cost. .
9. - An intact hard-copy room would be more economical of space, and'
wo\l.d provide faster and better service than does the current film
sto~'~ge, IAC room and reproducing complex and at lower costa
_ _ _..__ ._ .: p ~,,, - CRS
r
c
0
particular~in the Intellofax system.
done in the Registers is rnsplicated in other a
'-c==
if
....
71. -Optimums vase to analysts and others in the _A cn _ ......._~..:..
_.. g' _c3' :squires.
complete cycle sere
fragmented approaches.
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_..
., .~s.
. ~ , . ,.
----- ----.__ G ...... ._ __ _ .
12. -The Intelloxax s,,rstem has failed i,o provide service ut as
high an intellectual level a needed for the pr. a~rarrs of th3
I~ency. It is slow and costly a.~d undependable--------
13. -Facsimile reproduction-is nloZ~r; -costly anci ~u oduces a
product of low qualityo
7.l~. -Greater speed of service in higher qualitf and more useabl3
format can be obtained at lo-~rer cost by use of other availablo
~~r7)'.1
~3L~i?
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MrrrzcnRD s7s~r~
Development of the i~linicar~ n:ac:iine is still in process and
_. no one as yet has a complete set of the macl-.incc. It should be
_ noted, however, that there has been no study of tT~e banicani ::yste:~
in terms of the manpower required, the nw-~bcr of machines required,
?the amount of retrieval that can be }:andled per installation, the
intellectual level that ca?.n be achieved throu~ti the ;anicard systca:~,
or any of the other basic data that should be obtained. _________
__ As it stands, under the best of conditions, it will be a year `w a
._.year aid a half after the camera ie delivered before anybody has any
idea whether this system will give the Agency anything that it does
not row have or could not have better by means of other types of
bibliographic. tools. '
~e Assistant Director~OCR was asked on 9 N.ay 1957 whether there
was a staff paper or a formal report evaluating the gains anticipated
from the Minicard system. He said that there had been no such report
_ but that there had been a good deal of staff thinking about it. He
referred the Consultants to the head of the Machine Division for
___ information about the anticipated ~p~ration of the system.
_ -The conference with the Head of the Machine Division on 9 2day
indicated that no working paper ha3 been prepared and that the only
.._. _ thing that had been put down on paper on this proposal was a .
preliminary staff study to get the funds for the program, bu_t that
- was, in his judpnent, too general to justify study.
When the first camera is received it is anticipated that it
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 ___ _
..-----
- --- ---.
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e
dif.~ erently
_- (there has been no wort: done on developing more detailed or dif.~'erent
codes, but some addition ,-
. al indica.,ive information maY Possibly be
f'~i",?,l, such as city names):
will do 10 percent or so of the current inta};e and on the basic of
that, a six to nin me onto pho~o~ra hint
P G and searching study ~~
be made to ~mpare the 2dinieard s- item ---- ---
.~" with the Intellofax system.
_., It is anticipated that the coding will be esrential.l.y the sa,-,e
. .except that the action ccde rill have to be record
d
needs of the anal -'.. - - e
___ ysts of the AEency could be undertaken as
p ro~~ tly_..
as possible to _avoid further failure. ---- -
4 e bases and have had to be discontinued after considerable
. _.
investment. It would be well, if detail 1
--... . .
P annin6 of the operation,
step by at -._ .. ..
eP, in terms of both operational efficienc .. .. ...... .. .
_ -- - _ y and of th
The o~Y Planning that has been done beyond the initi ~~
is that a second camera has been ordered. ~ st~?e
__ . -= -
- _ There is as yet no deliver.~j
date on the second camera. _
.. _?. It is also Planned, if the sample shows the system to be _
- satisfactory, to convert the operation from the ~ - ~~ -`---~- '
- Intellofax to Minicsrd, ,
This, it is estimated, will take six to nine months more after a
sufficient number of cameras hsve been obtained.
? --- -
~'-' mere are no data
as to the number of cameras that will be required.
It should be noted that this is not at ,
.-.. _ yPical of OCR s record in .
. deciding-on projects. Several l
projects in the past have been sta.; ted _ .
on made uat
Evidence of failure to follow through on plsnning_oY-projects is
Pz'ovided by such thi^gs as the promotion of the Intelligence Subject
Code for adoption by all intelligence agencies before it was establi:,hed
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/"~1
~~.~
that the present code was worrable. lnis :rill require changes by
cooperating agencies as the ISC is revised. ?
Other examples are projects such as the Cyri171 c Union Catalog,
which was started in cooperation with the Arny and 1~avy. a'his wrs-
undertaken without adequate planning and after many thousands of
cards were produced, they were thrown away. `.one ciifficuities could
and should have been foreseen before this project went into lar~e-
scale operation. They involved s::ch obvious problems as differences
in transliteration, differences in form of entry, differences in the
size of the cards used, acid failure to provide for the staff requirea
for interfiling these cards, which made the project_isnpossibie.
_ - _.~---
-' Similarly, the current Intellofax system was never sub3ected
-to thorough analysis, in terms of the objectives to be achieved,
and it has resulted in provision of very costly service, of low
intellectual quality, and with excessive delays, so that a
substitute must be Pound for it if the Agency is to achievc~~its
objectives. -?--
It is quite possible that with proper planning, the i~inicard
system can be used for part of the stora,.;e and retrieval ,job. In
the present state of-the art, it does not appear that the biinicar3
system-will solve any of the urgent problems of speed find quality
of service outlined above.--A great deal of high_level_study and
planing needs to be undertaken to determine -the--areas ir. which
this to can 'be used effectively, rather than.. plungin~;..into._~.t_ as. a_ ;_
solution fo intellectual problems which have not been approached at
all in the prept~ration for the installation of btinicard..-- -
'?~~.Siii.1
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APERTURE CAT2DS VS BARD CO?IES
The aperture card system is a substitute for a hard copy file.
The filmin6 of documents will probably need to be continued for
preservation a.nd use of .older materials. The insertion of these
into aperture cards, their stora,,e, and reproduction place rya
add:~tional block in the way of the analyst who wishes to use 1:?:e
report literature. He must drop his worlt to go to the micrvfilr~
room, which he rarely does, or he must ask for enlar~{ement copies,
which agair, he rarely does. Of the almost one million references
provided in Intellofax, only 40 or 50 thousand resulted in a request
-..:,,
for a document. The total use of. aperture cards in the Copying Unit,
both in the form of enlargement prints, and ~in the form of reading
copies for use in the microfilm reading room, total only about ..
65,000 items per year. Since the Intellofax system discards the
index to these in five years, they lose their usefulness at the end
of that time. There is no way to get into them after they are about
_ - five years old. There has not been a long enough test of these to
determine how permanent"they are, in any event. It is clear that
__-_the scotch tape which holds the film in the aperture does leak when
._. _
_used in the reading machines and this should eventually result in '
the film coming out. That has happened in several. cases in the small
reading machine which runs hotter than the big ones. ~e__cost oP_ .._. `
enlarging thousands of documents in order that the ane.lyst may
determine that he has no use for them is very high.
A hard copy file was tried before, and was given up because
the file was not kept intact. It could not, at that time, be kept
intact because the photostat expediter, which is now in the Agency,
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~~uV~l~wr
The assumption that aperture cards satisfy the needs for Y.'ocuments,
however, is false. In addition to the: aperture cards, thousands ox
_- _ documents ao into 35 mm film, which present a special proble:~s,
and many thousands more ?are carried in thr. J1.C room, which is actu:zlly
a hard-copy file room, since it includes all of the hard-cop;er of
documents that are kept, regardless of wheL-her they coaie~~from
intell.i~ence agencies, whether they are classified materials,- or net.
__ This means that the analyst has to use three different approaches
` _ _l to. get documents that are available in OCR. If they are in apertura
cards; he can het erLlar~rement prints or go to a reading machine in
OCR to view them. If they are in 3i mm film, he must come view theta
in a reading machine or must have enlargements made at Duke Street,
and biLed to his Unit's budget. Since, as noted elsewhere, they arc
in no order on the fi]m, It may take 15 minutes or more to find
the article after the roll of 35 mm film is on the reading machine.
As an alternative to this, he may get an enlargement print but only
if the document -is~25 pages or less, and as noted before, the average'
- of the 35 m:n film documents is 50 pages.
Settin. this kind of artificial barrier in the way of use of the
- `~~ material, because it makes one?part of the Agency budget look better,
should need no further comment here. Nevertheless, one ca:inot avoid
the conclusion that much that is decided in various parts of OCR. is
decided on the basis of how it will make the performance of one unit
of OCR look, rather than on the basis of the needs of the analyst.
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This has al ready been pointed out in reference to the filming o:i'
materials borrowed gin--inter-library loan. -
In view of the fact that a large hard-cony file must be maintained,
and in view of she fact that access to r~ hard-copy file, if the file
i-s kept intact, would be much quic]:er in terms of elapsed time than
access through the finding of a film copy and enlarging that film,
and in view of the fact that u very large percentage oP tine documents
are ..found to be non-pertinent, an intact hard-copy file appears to be
abetter approech than the mixed appraoch now in use Selection
cannot be done without obtaining the document because the bibliographic
information given by the Intellofax system is not adequate for evar. a
rough cut in selection of probably pertinent documents. Speed and.
quality of service could be ir:reased ,
greatly by enlar~,ing the rAC
room to a hand-copy room to supply hard copies of all documents in
the system for the last three to five years. It sppears that a
,very large part of the mere urgent work done in the Agency is done
with materials of the last three to five years and that the longer-
range studies, which require material mom than five years old, could
generally be done by reference to permanent files in film, and preferably
in orderly ro11.s of film. _ ~ ? -- '
If a hard-copy room covering material received during the last -
five years were maintained, and if Photostat Expediters were__ _.
available in that room, the analyst or reference librarian, could
examine the documents to determine which are pertinent and then
could run off copies on the Photo Expediter and send the copieP to the
- ...:r
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analyst for his retention or discard. This would lir:,it the number of
things that had to be enlarged or copied to those probably pertinent
instead of the vast numbers that are now copied only t:o be :"ound
:o be non-pertinent. It Mould r~lco make it possible for the ar,~.lyat ------,
to Go to OCR rind get irr~rnediate answers to his question3 instead oz"
waiting for completion of the mechanical cycle before he ct:.n find ,
out whether there is information that is helpful or which would
give him a lead to anott?.er approach to his question._-
It would also be possible for the analyst to look throuh all the
documents rom a sinr~.e source for a given pericd to find out what?
kind of information they wexe reporting at that time, in those cases
in which such an approach is desirable, as.appeiira to be the case
quite frequently. ~ -
A ~ room of approximately 3, 000 square feet would provide for
. .
--- -
three to five years of hard copies of all documents received, plus
a reasonable number of Photostat Expediters, so that the analysts
could make copies of items they wanted without delay. pia would
take the place of the IAC room, the Copying Section of the Circulation
Branch, and would in large measure, make it unnecessary for anyone to-
go to consult the source-card file, since the documents themselves
-- - --
these documents, which should be done by-GCR staff rather than by
would be arranged in source-card order. Assuming t'rat only the
present 60,000 documents Were pulled from the shelves;_the reahelving
the alysts, even at the low rate of 50 items per hour, woud._require-__
only ab t a half man-year to keep this hard-copy file in order. An
~/!- .iii
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-.---- ------- - - CI C~ U 1 t L. o
additional 350,000 documer,ta would have to be s?~~:lved currently
as received and this would require an adciitionril 3-1~2 man--years.
Since it may be anticipated that she uac or the documents would
increase i{reatly if hard copies were available for irnediatc
consultation, and since there rai~;ht be cases in which the ane,i~rst
micht well sit at a table and haves the documents brought to iii,;.,
it would probably be well to provide for apeak-load staf~ o~
seven or ei~{ht clerical attendants to brim documents from the
shelves and to keep them filed and in order.
Since the entering of items as received and claimin~s of hem`s-~
not received should be absorbed in the acquisition process, this
would substitute seven or eiCht stack attendants Por the group of
? about 20 who are involved in the IAC Unit, the Copy Unit, and the
~~ Aperture Card LTnit of the Machine Division. It would also mrLke it
? completely unnecessary for the Search Unit of the Circulation Section
to handle incominS requests for documents which is the lamest part_
of their fob, eo ~a.t unit could be el'~minated: -
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 Sanitized Copy Approved for Release 2009/11/23 :CIA-RDP82T00271 8000100120002-8
?? a. y i t i.. G ,,.
r'I;lDI!~1GS ~ 'UIRIPIG ACTIuti _ -
-
- "service, Jet a very lo-r; intellectual level, at vei;. hi.Uh cost.
2. As attested by the Assistant Director/OCR, t1;e i.ntellofax syste:.i ha;;
broken downs
""" 3. the results of iatellofax runs are unreliable because of :u'.reliabilii;J
of encoding and decodin, as well as because of human errors inevitable in
hand-pulling of cards from eight files for every code nui:,ber inserted in?~ _
-._ the L3Lf machines !u sorting.
? ___
._ -~" __~ _`~. Present planning; for minicard offers no solution t0 tho present
low intellectual level of intellofax. It is identical also in tho larg?
number of false sori;s that mill result, and vrill tie the analyst to a
reading machine to get even the titles of the documents included in th3 batch
sent to him. m:iis ti7i11 cost more of the analysts times
5. A printed bibliogra~,hy, as an expansion of the IPI, togethor ~Y'th
an intact hard-copy file, offers promise of better and faster service y,,o all
analysts at lower cost, 1~ogett;er v,th improved Program efficiency.
6. Facsimile reproduction is poorer in quality, slower and more expensive
that other methods now available?
.__7. The aperture card system, vrhich crust be supplemented by 35 am roll fii.m
and by hard copies in the IAC room constitutes an inefficient substitute for
an intact hard-copy file.
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_
1, The intellofax system as currently operated provides verrT s:l.o;~
 --- Sanitized Copy Approved for Release 2009/11/23 :CIA-RDP82T00271 8000100120002-8
.-a
v `,..'v'~l'y. w
i:Jto:
'
'
Bio~~nic F;o,r,
96/11-19 G Ch & Sttppor'c 13r ~-) --
/20 Rcf. rte., Spt. By.
/21-25 Soviet Br leoa liSSl"~ Ref ~
/27-33 ~ _
i;SS;~ cee
rn.
,
.
/26 Ref
Space,Directive, 0~~ and ~:~p Libr~.x^,~, 1 ?::Y 1957
('i'hia directive is piu'cly n~'o ?o~;:-.~., to pr~rida cc;:aiL Loc~:cu ~.cr
J.., J.:ri
drawinQa of connulton;;a' prcpocal.c oa l:;.br~ry cpacc; uhilc ..~~: c? o~~ c~.~~_. ~... ...
probably ~ri11 ba cont:.~in~.a. in Oho concu'._t,:s~t:.' .~~cn.~_r.~j~:~-~::~ to -~~-~%
DD/I, it is not at thin ti~a 'ra ba ccnaictc.cd a DD/r roc~.:c:;-::-or -r:;vic~.c::
of Directiv~t "Fs") -
s
11 Tp 11 -
Iic~. Office OGTi leso Tvia-~. :int. CoL
3727
1
4
3
/1-
9
g4/11E-15
Hitt. intc3l Coil
7) ~ .
5
g~/16-20
Liaicon Divicion
2
75
_
94/21-36
i;achine Division
18125
Inductri~.1 Rcr~ ~tvr
17250
95/8-36
~ 1CG6 Sup~oi'JG ~3r
..
96/1-4
Su?~port Br. Rc;. Cn.rl (-)
96/5-7
Pro, . ~ & Rof. ~~..
''250
,
~
1~0
;~~-'-~-
----- _ .
__ _-
cC:S
97/1-9 17on-Sov Br. lcac Gor-Aua T,ei rn ?g j - -.
/10 Ref. rte. Gzr-Aua ccc~c (Tot 12925 -,-.----2iJ___ --....
.---
Orenhica i~c~3.ct^r 13575 -
97/u-17 0 Ch Ps Control S~CL` 1 7 .
/18-21 Anal. Sect a Scrv. Sec. (-) .. _.... 1250. .
/~ Libra.*y, ?crv. Sect. -
/23_~5 S?]ork r~ ~ ctor.:~o, S:.rv --.- 3500
/26 Ref. ~, S::rv
_-- --_--
/27_31, Vie~rin~ , ccre.:ning y. .,
theatera, pros. bOOtiZ, _ ---.
a-~.orw~ - X975..__..
g8/1-8 )Photo Br. lcaa lib~-ozR,~ . ~--50~'J
/9
014 uai ~J ~ u...: emu:.
~7?7
---- 77G
20'7 -
18125 -
i~v
1~.I25 . _ ;~ccd:L,:~; __._.___ .. .
975
1~;-0~
?bt =ii as ~;fii::icd - 15850 -- ---~ ------------
23475 ~-
Library, Pho'co Br
Tot GR as mooii'icd
Librarti-
98/32, 34 Read rm & carrclla, Roy Er
720b
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99/2
88/16-2~
/25-6
99/13-1~
Rem. Er lc.c ,;:c~,ci, ra #c ccrroils
Care. Br ]..era source ?..'.ic~,
3 lcvola wt 5~'S0
S~aclca (~ :levcla ct ~+OGO tri c,:. -
c'~
~~-.
r~~,..
? 0?,v~
l fJ
Acnuaai~iona Lr lcaa Loci: cccb 125 -- __._
Boo:z 3c:c __.
Circ Ex aourco x'i7 e~ ..
~a Division 125
IMcL~en
375
99/15 Chid ~ .. _ ~:CC;;~
/16-28 Special DiaaeTa ~: 3375
/29-33 ~- Lr ~;?7iC%
100/1-8 gx-oceccin~ Lr _..-.5375 -15250
100 100__ -- --- -- .
i
{
;er
c
Special Rc,~
a.oo/9-29 - .
/31---~.: -- Atla.a Coll, ~oceca Lr
/30 T?'~p Coll, process Dr.
/24-5 Processing Br (-)
-- ----1125
-_-J-- 8200
---
28375 ~5 2~ 5
3~50 9;v~
6 00
5
;.
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