DISSEMINATION AND LIBRARY SERVICES NEWSLETTER

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP83T00573R000100120018-2
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 12
• Document Creation Date: December 12, 2016
• Document Release Date: March 29, 2002
• Sequence Number: 18
• Publication Date: August 1, 1979
• Content Type: REPORT

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DIA review(s) completed.
1 August 1979
SUBJECT: Dissemination and Library Services Newsletter
U-12,694/RDS.-3B
TO: Distribution List
1. This newsletter is published annually to provide central-
ized, current information about DIA_ dissemination, storage and
retrieval activities. The Defense Intelligence Dissemination,
Storage and Retrieval System (DIDSRS) is the system name we
use to identify our facilities and services. Up-to-date de-
scriptions of these services are provided in the following
paragraphs. Your questions, comments, criticisms and recom-
mendations will be appreciated.
2. Information Services: The Central Reference Division
(RDS-3), which has the primary responsibility for DIA Dissem-
ination and Library Services has a variety of information
resources. These include numerous data banks that can be
queried on-line or in batch mode, micrographic service,
bibliographic publications, Intelligence Report (IR) and
finished intelligence dissemination, translations and library/
reference research. Intelligence users are encouraged to
utilize any or all of these services.
a. All Source Document Index (ASDIA): During the past
year this collateral data base has increased its searchable
records to 54,000 in the batch system and 38,000 on-line.
ASDIA consists of all open source and classified materials
received and cataloged in the library from 1973 to the
present. To facilitate the use of the ASDIA batch printout,
a more readable format is now available to library clientele.
The new format is particularly appropriate for a computer-
produced bibliography of open source materials such as a
listing of Russian language books.
b. All Source Document Index(SI/SAO) (ASDIAZ): This
data base currently consists of approximately 11,000 records
in batch and 7,500 on-line. The file is comprised of all com-
partmented finished intelligence materials received and cata-
loged in the library from December 1974 to the present.
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RDS-3A, as the repository for DoD Special Compartmented
Intelligence (SCI), has approximately 40,000 permanent
archival materials covering the period 1953 to 1974. Both
the archival and the current (1974 to date) SCI publications
are located in Room 0200, "B" Building, Arlington Hall Sta-
tion (AHS).
Both the ASDIA and ASDIAZ data bases are available to DoD
intelligence users in Washington, in CONUS and overseas,
(FSTC, IPAC, EUCOM) through the DIA on-line system (DIAOLS)
and the Community On-line Intelligence System (COINS). Users
with access to DIAOLS may query the data bases by subject
codes, producer/author, title, report number, document/TCS
number, keywords and geographic area codes. Specific infor-
mation on the on-line ASDIA file format is published in DDS-
2600-714-76, All Source Document Index (ASDIA) User's Guide
(U), dated April 1976.
c. Intelligence Information Report Index Summary (IRISA):
If you have been accessing the IRISA on-line data base recently
you will have noticed that a new data element called FILDT has
been added. FILDT indicates that an Intelligence Report (IR)
has arrived in RDS-3A and is available for use by library
customers. The IRISA data base, consisting of over 163,000
on-line and 423,000 batch records of DoD and CIA IRs, is
accessible via a number of retrievable elements such as subject,
geographic area code, nomenclature for military equipment and
foreign biographical data. The IRISA data base is also avail-
able on the DIAOLS/COINS network,
Points of contact for additional information on the ASDIA,
ASDIAZ and IRISA files are as follows:
(1) Information or questions on the data input:
DIA/RDS-3B, [phone], AV 222-
2 Information or questions on retrieval:
DIA/RDS-3A, [phone], AV 222-
(3) Information on file access:
DIA/RDS-3, [phone], AV 222-6677.
d. DIA COMCatalog Available: The DIA Library card
catalog has been replaced by the Computer Output Microfilm
(COM) catalog. This 16mm microfilm, which is displayed on
DIA
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ROM 3 reader/printers at the Main Library and its annexes, is
an index to the DIA Library holdings. Citations on the film
are extracted from the All Source Document Index (ASDIA) data
base. The catalog, which is updated monthly, is divided into
five sections; namely, title, author, document/report number,
subject plus geographic area code and general subject. The
SCI COM catalog, extracted from the ASDIAZ data base. will be
available by the end of FY-79. The ROM printer adds another
dimension to the ROM 3 readers already used in the library.
At the touch of a button, the printer produces copies of the
items on display on the ROM reader, enabling researchers and
librarians to produce immediate subject bibliographies.
The COM catalogs are located in the main DIA Library at
Arlington Hall Station, and in library branches at the Defense
Intelligence School, Pomponio Plaza and the Pentagon. Place-
ment of the COM catalogs in other non-library locations within
DIA is under consideration.
Points of contact for additional information on these catalogs
are as follows:
1 Information and questions on format or data:
I I DIA/RDS-3B, [phone], AV 222-5468.
(2) Information Access and Use:
DIA/RDS-3A, [phone], AV 222-5311.
e. Register of Intelligence Publications (RIP): The
collateral and SI/SAO RIPs are published semiannually and con-
tain data extracted from the ASDIA and ASDIAZ data bases.
These publications are book catalogs composed of citations to
approximately 30% of the materials cataloged in the ASDIA and
ASDIAZ files. They are intended to serve as ready reference
bibliographies of documents produced by the intelligence com-
munity on military intelligence topics. Only documents of
substantive intelligence value are cited in the RIPs; however,
"non-RIP" intelligence documents remain accessible to the
intelligence community via ASDIA and ASDIAZ on DIAOLS/COINS
or through the DIA Library catalogs.
Points of contact for additional information on the collateral
and SI/SAO RIPs are as follows:
on data or format:
DIA/RDS-3B, [phone], -5468.
2 Information on document access:
I DIA/RDS-3A, [phone], AV -
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f. Library Use of Harris 1600 Mini-Computer: In March
of this year the Library began using the Harris System as a
remote batch terminal (RBT) printer, giving the Library the
capability of same-day DIAOLS query response printing and
eliminating the usual 24-hour waiting period. Printing infor-
mation from the Central Information Reference and Control
(CIRC) system, a data base of 2,5 million S&T records, is also
completed via the RBT within one day, saving several days of
mail service from Ohio. This decrease in turnaround time is
particularly beneficial to library customers with short sus-
penses and priority tasking,
g. DIA Library Guide: The purpose of this publication,
which is at the printers and expected to be completed by mid-
September, is to acquaint users with resources available and
the location of materials in the Main Library and its annexes.
The Guide contains points of contact with telephone numbers,
floor plans, pictures of staff members and brief descriptions
of resources. Copies will be available at the Library and the
annexes, or can be obtained by contacting 25
DIA/RDS-3A, [phone], AV 222-5313.
h. ORBIT: From 38 data bases last year, ORBIT has grown
to 51 at this time. Several of the more pertinent data bases
of interest to DIA and the Intelligence Community include:
(1) CRECORD: Contains references to U.S. legislative
information covered in the Congressional Record, Searches can
be accomplished on new bills, amendments, floor actions,
schedules and speeches. File is updated weekly when Congress
is in session.
(2) USPSD (U.S. Political Science Documents : Provides
cover-to-cover analysis of 120 U.S. journals devoted to politi-
cal science world-wide. File covers 1975 to 1979 and is up-
dated quarterly.
(3) SSCI (Social Science Citation Index): This is a
multidisciplinary data base covering the social sciences and
selected relevant articles in the natural, physical and bio-
medical sciences. SSCI is unique in that both the source
articles and the author's cited references are searchable.
Coverage is from 1977 to date and the file is updated weekly.
(4) LIBCON: Covers both English and foreign language
monographic literature cataloged by the Library of Congress.
It includes the Machine Readable Catalog (MARC) records and
the main entry/title records from the Library of Congress
depository card set. Coverage is from 1969 to date and the
file is updated weekly.
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(5) P/E NEWS: Contains references to articles from
seven major publications in the petroleum and energy fields:
Platts Oilgram News Service, Middle East Economic Survey,
Petroleum Intelligence Weekly, Petroleum Economist, Oil Daily,
National Petroleum News, and Oil and Gas Journal.
i. DIALOG: This system has increased by 19 data bases
since this time last year so that it now contains 101 data
bases and well over 12,000,000 citations/abstracts. Several
new data bases of particular importance to intelligence users
are Foreign Traders Index, Economic Abstracts International
and Conference Papers Index. A brief description follows for
each:
(1) Foreign Traders Index: Lists firms which import
goods from the United States or which indicate an interest in
representing U.S. exporters. Included are manufacturers,
service organizations, agent representatives, retailers, whole-
salers/distributors and cooperatives. Index includes data col-
lected by the U.S. Foreign Service, Department of State, on
firms in 130 countries. The file contains the latest five
years of information and is updated quarterly with a complete
replacement.
(2) Economic Abstracts International: Produced by
the Economic Information Service of the Dutch Ministry for
Economic Affairs and offers a wide selection from the world's
literature on markets, investment climate and economic situa-
tion in all countries and in all branches of industry, as well
as the economic science and management literatures. The file
covers over 2,000 journals, books, directories and reports
from 1974 to the present and is updated monthly with about
1,160 records per update. File size was 68,000 records as
of December 1978.
(3) Conference Papers Index: Covers approximately
100,000 papers in the life sciences, physical sciences and
engineering presented yearly at approximately 1,000 scien-
tific and technical meetings worldwide. Coverage is 1973 to
date and file size, as of October 1978, was about 530,000
citations.
j. Information Bank: During this past year this file
began including all news items from the New York Times front
page and from the first page of the Business/Financial section
within 24 hours after publication. All news items are fully
indexed and abstracted within this timeframe, a very helpful
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feature for analysts who must meet short suspenses. This
24-hour-turnaround searching capability supplements the daily
News Summary, a comprehensive summary from each day's New York
Times, which is put on-line for immediate retrieval. The morn-
ing News Summary is posted daily in the main entrance of "B"
Building, Arlington Hall Station.
k. Defense Documentation Center (DDC) Data Base: Faster
service and improved customer support is now available through
the use of the recently installed new Univac terminal and
printer. The DDC data base provides access to over a million
citations and/or summaries on scientifically and technically
oriented documents.
1. DIA Contractor Release Authority: DoD Project
Monitors requiring specially caveated intelligence products
for their contractors now submit their requirements to RDS-3A
for release authority. Special caveats are Proprietary Infor-
mation (PROPIN), Not Releasable to Contractors (NOCONTRACT)
and Originator Controlled (ORCON) markings. All-source re-
trieval requests include both collateral and specially caveated
intelligence documentation. At the end of the first half of
FY--79, 256 project monitor requests for contractor release of
2,050 documents had been processed.
m. Progress of Intelligence Information Report IR S stem.
(1) Management Initiatives to Improve IR Processing
Using_Existing Resources: From 1977 to date, the management
techniques, organizations and automated systems which process
Intelligence Information Reports (IRs) in DIA have been under-
going thorough renovation to optimize use of existing manpower
and machine resources. This was done to improve the credi-
bility, timeliness and quality of IR dissemination, storage
and retrieval, and collection management data processing ac-
complished via the Distribution History File (DHF) and the
Intelligence Report Summary Index file (IRISA). Since fund-
ing was inadequate for new hardware and software for advanced
IR processing distribution systems, it was necessary to make
better use of resources at hand. Many of the improvements
made during the past two years have been the result of inten-
sive investigation and recommendations from a DIA-wide IR
Study Group which combined the efforts of DIA line managers
to test and implement recommendations and develop new initia-
tives, This effort has been enthusiastically supported by all
elements in the IR processing cycle, from originator to pro-
cessor to users. Diverse DIA elements such as systems
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operations (RSO), print plant (RDS'-2B), Communications
Distribution System (RCM-2), IR indexing, dissemination
management, Micrographics (RDS-3) and collection manage-
ment (DC-4) have interacted more effectively than ever
before.
(2) Improved IR Timeliness: The most effective
single measure to increase timeliness was the DIA encourage-
ment of originators to use message IRs, starting in October
1977. The percentage of message IRs has increased from 17%
of DoD IRs in July 1977 to over 44% today. This has resulted
in user receipt of IRs in one or two days that formerly arrived
at lateral recipients in an average 3 to 7 days, at DIA in 7 to
14 days and required an additional 8 to 12 days to disseminate
from DIA. The shift toward message IRs has been complemented
by a reduction in the DIA turnaround time from receipt of IR
to distribution by one-third, (from 12 days to 8 days).
Priority IRs; e.g., hard copy ICRs, DIRM III and crisis situa-
tion IRs average 4 to 6 days turnaround. Due to required photo
processing, IRs with photo enclosures still require 12 to 14
days to process. The 33% improvement in the DIA IR processing
turnaround time has been achieved primarily through: (a) re-
location of certain work functions to reduce mail handling;
e.g., location of photo captioning/collation personnel with
the DIA photo lab (RPP-2) reduced photo IR processing time by
over 4 days; (b) automation of work formerly performed man-
ually; e.g., most photo dissemination, and increased exploita-
tion of the automated index files to provide management infor-
mation; (c) shifting of manpower from other Central Reference
Division operations during peak IR loads; (d) cross-training
of personnel to achieve maximum flexibility; (e) acquisition
of new, high speed equipment in micrographics and the print
plant. For example, turnaround time for IR microfiche produc-
tion has decreased from up to 3 weeks to an average 2 days since
early 1978. Due to improved management and new equipment, DIA
is now microfiching 35% of the DoD IRs received per week, com-
pared with the early 1978 production of 10% of DOD IR's.
(3) IR Processing Quality Control: The focus of
increased quality control, in terms of resources, has been on
IR content analysis and indexing for dissemination, storage and
retrieval, and collection management statistical analysis via
the DHF and IRISA files. Additional effort has been expended
to improve all phases of processing, from IR accountability to
photo quality; e.g., through use of greatly improved sensitivity
film and better film handling techniques, to microfiche read-
ability.
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(a) IR Indexing/Dissemination and Quality Control;
IR indexing production rates have been reduced since 1977 in an
effort to assure more complete and accurate content analysis
and subject code assignment, The philosophy and depth of index-
ing have been made more consistent with Iona term storage and
retrieval needs, not just dissemination. Quality review of
indexing has been greatly increased. The completeness and
accuracy of the data base, particularly IRISA collection man-
agement inputs which feed Human Intelligence Management System
(HIMS) automated files, are being verified by increased com-
puter edits and on-line retrieval/review of certain data
elements; e.g., collection project numbers. New elements of
information have been added for use by worldwide DIAOLS user/
collection managers; e.g., DIRM III, Scheduled Periodic Report-
ing, One Time Source (OTS) numbers, and certain defector
source numbers. The initiation of automated photo requirements
profiles has eliminated errors attendant to the old manual
photo dissemination procedure. User microfiche requirements
have also been automated.
(b) IR Accountability: More thorough efforts are
being made to assure that all IRs sent to DIA are indeed dis-
seminated and index records created in TRISA. This has been
facilitated by the use of the new IR numbering schemes for
attache reporting in conjunction with year-round review of
file holdings.
n, Chinese-English Translation Assistance Group (CETA):
By late summer CETA anticipates the completion and distribution
of a supplement to its Scientific and Technical Dictionary.
The supplement, on microfiche, will contain a large petro-
chemical glossary of approximately 5,000 terms and several
miscellaneous collections, such as military, microwave tech-
nology, atomic energy and electronic warfare. The supplement
will be available only to institutions or individuals who have
made significant contributions in its development. Further
information may be obtained by contacting the DIA Eastern Area
Librarian at 692-1466 or Autovon 222-1466. In addition, the
Modern Chinese Colloquial Dictionary compiled by
edited and produced by CETA, is at Far Eastern Publications,
Yale University Press, awaiting publication and distribution
on the open market.
o. Telecopier Services: RDS-3A encourages members of
the Intelligence Community and other authorized library cus-
tomers to use the Xerox Telecopier 410 to send unclassified
information to DIA. When using the copier, the number to
call is 692-7054 or Autovon 222-7054. The copier is located
in Room 034, "B" Building, Arlington Hall Station, and the
point of contact is 1692-5311 or AV 222-5311.
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3.. Developmental Activities;
a. DIDSRS ADP Modernization: Products such as the COM
catalogs have increased the capability to provide more timely
support to user requirements; however, the major portion of
ADP modernization remains before us. As reported in the 1978
DTDSRS Information Letter, a Data Entry System (DES) was de-
veloped for remote input of document indexing and cataloging
information. A six-week parallel test with the operational
system was terminated with very unsatisfactory results. Ex-
ceptional hardware downtime and several design considerations
caused termination of the testing. An effort is now underway
to evaluate the hardware and seek methods of improving its
performance. In the interim, RDS-3 is requesting Agency soft-
ware support to modify the critical operational and dissemina-
tion programs, with the intent of preventing any major mal-
function prior to a complete redesign effort.
b. Finished Recurring Intelligence File (FRIF): This file
has been converted from paper output to COM. In addition to the
savings in the monthly destruction of approximately 10,000 pages,
technicians can immediately respond to questions concerning a
customer's account and provide the customer a copy of his re-
quirements on the spot. Plans are being finalized for the
generation of the ST/SAO FRIF COM catalog.
c. Libras Circulation System: Plans call for the imple-
mentation of a computerized on-line system which will assist
in monitoring requests for library materials. Both receipt
and completion dates of requests will be recorded by the bor-
rower's name, office symbol, type of material, date borrowed
and due date. In addition to accurate records on library
requests, other benefits expected from the system are weekly/
monthly statistical and management reports. Although not yet
operational, all the software has been written for the Library
Circulation System. The major delay has been a slippage in
vendor delivery of accessories required to efficiently drive
the CRTs for the system. Operational testing of the system
is now in progress.
d. Book Detection System: As a means of deterring the
loss of library materials, a book detection system is on order
for RDS-3A. Invisible detection strips concealed in the spines
of books and documents must be desensitized at the circulation
desk or an alarm will be triggered at the library exit. It is
anticipated that this system will significantly reduce the
approximately 10% annual loss of materials.
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4. Dissemination:
a. Statement of Intelligence Interest (SIT) Surv y:
On 8 May 1979 RDS-3C mailed more than 500 questionnaires to
worldwide customers of the Statement of Intelligence Interest
(SII). This document is used to register customer intelligence
requirements for both raw HUMINT (Intelligence Information
Reports or IRs) and nonrecurring finished intelligence. The
survey solicited responses by the end of June on the strengths
and weaknesses of the present document and, more importantly,
proposed an improved method of registering these requirements.
The survey responses are now being analyzed and evaluated.
RDS-3C believes that the proposed changes, if well received
by those polled and subsequently implemented, will greatly
streamline both the registry of requirements and the entry
of those items into the RAW SIT file. More specifically,
the proposed format closely resembles the encoding sheet now
used by RDS-3C personnel to translate narrative requirements
to machine form. Use of this form would result in formulation
of the data-translation function at its origin, thereby provid-
ing direct entry of the data into the file. In addition to
these benefits, the proposed format offers a financial savings
by reduced mailing costs since customers would use tear-out
sheets to register requirements instead of mailing a large
document to DIA.
b. Dissemination Manual Distributed: DIAM 59-1, "Intel-
ligence Dissemination". U , dated 30 April 1979, was distrib-
uted to all customers recently. This manual defines the DoD
dissemination system and details the procedures to be followed
in the submission of intelligence dissemination requirements.
A major change in the manual involves the establishment of a
revalidation schedule which has already been implemented.
5. Micrographics:
a. Micrographics Plan: The Micrographics Section, though
operating with limited resources,has been able to maintain the
production level of microfiching approximately 35% of all DoD
IRs produced annually. Additional personnel positions have
been requested which, if approved, will enable the Section to
achieve 100% microfiche production of DIA produced intelligence
reports. Equipment has been programmed in the FY-80-85 POM to
coincide with the additional positions and the Computer Output
Microfilm (COM) produced from the electrical message traffic.
When the additional positions are approved, the present cri-
teria will be expanded to include all DoD IRs with the micro-
fiche copies being disseminated within two working days.
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b. Micrographics Equipment; During the past year the
Micrographics Section has duplicated and inserted into enve-
lopes over 1,000,000 microfiche copies of DoD IRs and DIA
FININTEL. This would not have been possible without the
purchase of the Bruning OP 90/99 Duplicator and the Bell and
Howell Phillipsburg Expediter, as reported in the 1978 DIDSRS
Information Letter. An additional Phillipsburg Expediter has
been approved in the FY-80 POM. This equipment will give the
Micrographics Section twice the current duplication capability
c. DoD Intelligence Micrographics Conference: The Fourth
DoD Intelligence Micrographics Conference is tentatively plan-
ned for October 1979. Specific details,will be announced in
September 1979.
6. Translation Services and Support: The Reference Support
Branch RDS-3D) provides translation service to all DIA ele-
ments and supports OSD, OJCS and other DoD agencies who do
not have a translation capability. All languages, including
English to any foreign language, are translated. Materials
forwarded to RDS-3D should be accompanied by DIA Form 699,
"Translation Request," in accordance with DIAR 59-2, "Trans-
lation Services." For assistance, contact RDS-3D, 692-5758,
AV 222-5758.
Chief, en a e erence
Division
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DISSEMINATION AND LIBRARY SERVICES NEWSLETTER
DISTRIBUTION LIST
DOD & JOINT AGENCIES
U&S COMMANDS
A104
OASD(CCC&I)
F005
CINCMAC
A108
OASD MRA&L
A115
OASD ISA
G005
CINCAD
A116
STSA DNA
A117
OASD PA&E
H005
USCINCEUR
A124
OSD NET ASSESSMENT
H101
USAFE 497RTG (IRC)
A125
OSD (USD R&E)
H300
USAICE(USAREUR)
A200
DMA HQ
H500
CINCUSNAVEUR
A205
DMAHTC, CODE SDTSD
A210
DMAAC
J005
CINCLANT
A300
JCS
J500
CINCLANTFLT
J515
FICEURLANT
K005
CINCPAC
K100
PACAF 548 RTG
DISTRIBUTION D
K300
IPAC (LIBRARY)
B342
DIA/RDS-3 (10)
K500
CINCPACFLT
B352
DIA/RDS-3A2c STOCK
(5)
K505
FICPAC
L040
SAC 544 ARTW/DAA (2)
ARMY
M005
USCINCSO (2)
C043
USAMIIA
C242
FORSCOM
N005
USREDCOM
C507
USAITAC-GIPD
C591
FSTC
C619
MIA REDSTONE
OTHERS
C769
USAITAC (IAX-PM-D)
C800
HQDA MISG
P005
DOE/DDI
P055
CIA/OCR/ADD/SD (6)
P075
FBI
NAVY
P085
STATE
P090
NSA (12)
D008
NISC
D900
NFOIO
D947
NIC-31
AIR FORCE
EO10 AFIS/INDOC
E100 TAC (460 RTS/LDD)
E200 AAC
E403 AFSC/INA
E420 FTD/NIIS
E427 RADC
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