SURVEY OF RECORDS FOR POTENTIAL MICROFORM APPLICATIONS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00780R003600140003-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 26
• Document Creation Date: December 19, 2016
• Document Release Date: June 1, 2006
• Sequence Number: 3
• Publication Date: October 30, 1970
• Content Type: MF

Approved For Release 2006/06/02 CI0DP 00780R003600140003-
23 0U1 1,970
Mr. Bannerman via Mr. Coffey
You will recall that the Office of Logistics completed an
inventory of microfilm equipment in the Agency several months ago.
That study was distributed to members of the Records Management Board
with a request for their comments and suggestions. The consensus of
the Board was that the Agency actually has 9 rather than 57 separate
systems; that their separate existence is justified because they are
each integral parts of operating systems serving the particular pur-
poses of those systems; compatibility among systems is not a problem
because there is no operating system requirement that they communi-
cate with each other; that microfilming should not be undertaken
simply to conserve space because it is not cost effective, and that
conditions and circumstances are not such that overall or centralized
Agency management attention to microform systems is justified.
1 10 f the Printing Services Division/OL has
look a e microfilming question independently and produced a
study which suggests that it can be cost effective to microfilm cer-
tain carefully selected files for the primary purpose of conserving
space. (A copy of that study to you separately by the
Director of Logistics.) study has been reviewed by the
Records Management Board anu representatives of the Support Services
Staff. as not been successful in persuading members of
the Bo , e sup port Services Staff, or microfilm specialists in
the other Directorates to accept his premises and calculations. Con-
versely, no one has been successful in persuadin Ithat his
propositions are anything but valid.
In another, and entirely separate context, we have considered
the possibility of undertaking a project to microfilm Medical and
Security records. (Both of these offices projected microfilming pro-
jects in last year's Program submissions.) We identified a consulting
firm that specializes in microfilm systems and arranged for represen-
tatives of that firm to meet separately with OMS and OS. OMS said
they preferred to look further using their own knowledge and resources
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to identify a consulting firm. OS said they could not expose the
content of their files to an outside consultant.
The Records Management Board sees no need to engage a con-
sultant to study microfilming from an Agency point of view. The
Board disqualifies itself from judging what DDS may choose to do
within the Support Directorate.
As a means of cutting through this dilemma I have written the
attached memorandum for your signature to the Directors of the Support
Offices. The objective is to identify record collections which lend
themselves to microfilming; select from among those identified one
or two or three which might be used as a pilot project to test the
feasibility of microfilming for the primary purpose of conserving
space without distorting the broader information system of which the
records to be filmed are a part; and to permit us to conduct a
detailed cost benefit analysis of microfilming systems. This will
be a cooperative effort by the Support Services Staff, the Printing
Services Division and the component whose records are selected for
the pilot project. I expect it will require 12 to 15 months to com-
plete using resources to be made available for the purpose.
Your signature on the attached memorandum is requested.
i+iti ['tip- 7?"__?,.-!
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 Approved For Release 2006/&6,d02N 1 1Gl1F~RF,$ Q,078OR003600140003-7
MEMORANDUM FOR: Director of Communications
Director of Finance
Director of Logistics
Director of Medical Services
Director of Personnel
Director of Security
Director of Training
Chief, Support Services Staff
SUBJECT Survey of Records for Potential Microform Applications
1. During the past 18 months there have been several studies
and a great deal of discussion about the development of a program
for microfilming Agency records as a means of getting some relief
for the critical space problem at our Records Center as well as in
headquarters office space. There is a consensus among experts in the
field that microfilming cannot normally be justified for the primary
purpose of conserving space. The maximum advantage in microform usage
comes from designing systems intended to provide efficient, accessible,
and accurate means of manipulating records in current use to meet
the present and future information storage and retrieval needs of the
organization.
2. Developing well planned, integrated information processing
systems that will serve valid requirements must continue to be the
goal and microforms should be used when they will contribute to the
attainment of that goal. Nevertheless, a recently completed study
suggests that it may be cost effective to microfilm certain collections
of records for the primary purpose of conserving storage space pro-
vided that certain criteria can be met in the selection of files to
be microfilmed. This suggestion merits serious consideration.
3. Accordingly, I feel that we should undertake a detailed
cost benefit analysis of a few carefully selected collections of records.
This analysis should commence with the identification of record col-
lections in your offices which meet as many as possible of the criteria
GRUMP
CX01404 n", 1YIumalii
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outlined in Attachment A. A special form (Attachment B) has been
developed to facilitate collection of the information needed for
this survey. A copy of the "Navy Management Review", which treats
several microfilm related systems considerations, also is attached
for your information.
4. Representatives of the Support Services Staff and the
Printing Services Division will review information collected in this
survey in terms of broader system implications as well as the fea-
sibility of treating them as independent applications. Additional
data will be developed as required to determine which record collec-
tions may lend themselves most effectively to being used as pre-
liminary pilot projects.
5. It is requested that you review your major record doc-
ument collections in headquarters office space as well as at the
Records Center to help in identifying areas where it might pay to
use microfilm. est this survey may be addressed to
I would appreciate your sending
%ILA.LCL, Support Services Staff by 1 December 1970..
/R. L. Bannerman
Deputy Director
for Support
Attachments:
A - Criteria
B-Form 3239
C - "Navy Management Review"
DDS/SSS/RHH-ksd (23 October 1970
Distribution:
1 - D/ Communications
1 - II/Finance
1 - D/Logistics
1 - D/Medical Services
1 - D/Personnel
1 - D/Security
1 - D/Training
DDS Subject
1 - DDB Chrono
1 - SSS Subject
1 - SSS Chrono
1-RAB
CONFIDENTIAL
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CRITERIA FOR IDENTIFYING RECORD COLLECTIONS TO BE
CONSIDERED FOR ROLL MICROFILMING
(Use Form 3239: Microfilming Proposal for Evaluation)
Please report on:
1. All collections which consist of new computer-produced documents
(print outs, reports, etc.) that are currently destined for storage
for periods in excess of two years. These documents are particu-
larly well suited for high speed, low cost, microfilming by utilizing
Computer Output Microfilm (COM) processing.
2. All collections which are currently active and will remain so for
at least two years regardless of their disposition thereafter, pro-
vided that the file organization is sequential, chronological, or
that when the file is closed any new records will be added onto
the end and not interfiled.
3. Collections containing files which will become inactive within the
next two years and will be retained thereafter for at least eight
years.
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 MICROFILMING PROPOSAL
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FOR EVALUATION
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FOR USE BY RECORDS MANAQ EcMEN$T STAFF ONLY
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 MICRO-GRAPHIC
REPORTING
MICROFORM
OUTPUT
MICROFORM TECHNOLOGY
UNDERGOES MANAGEMENT REVIEW
 Approved For Release 2006/06/02 : CIA-RDP84-00780R003600140003-7.
The Secretary of the Navy
Jule) H. Chafee
The Special Assistant to the Secretary of the Navy
)wines G. Woodruff
Director, Office of Information Systems Planning and Developmen
Captain W. M. Oiler, SC. USN
1'iie Editor
0, F, I. Tuttle
New Role For Microlorms
lay The Special Assistant To The Secretary of the !Navy Jamc G. Woodruff . ......... . .......... .
In Overview Of Microtorms For Navy ,Vlanaxemerr
Hy Charles De Vore .................. .
flow Micro forms Help Solve Typical Information i'roblems
>ly Robert H. Cain ................... .. . .
~ luide For A Microform Systems Designer
,3y Commander Robert C. Baker, USN .... .
!Yficromation I'or Data Dissemination
llv Calhoun Smith .... . .... ..... ........ .. .......... ...... 14
omputer Micro Graphics To Speed "Third-Generation" Management
By Thomas cam. Doran ......... ..........
)VER-
Computer-output Microfilm within an automatic data-processing eauipm,rnt environment is illustrat d on the cover of this month's
nicroform issue of the NAVY MANAGEMENT Rb VI6 W. The Micro-Graphic Report system illustr led produces a graphic display
of three sample business-system data segments (inventory, procurement, and maintenance) for easie ? and more effective high-level
management review and decision. Use of this Micro Graphic Report concept is detailed in an article herein entitled "Computer
Micro-Graphics To Speed `Third-Generation' Management. "
='U.3RPOSE of the NA VY itIANAGLMENT Review is tc 9rornote better management in Navy and Mann Corps operations and to be
key channel of communication for management improvement in the Naval Establishment. It is d rdicated to informing, stimulat-
ing, and describing programs and techniques that readers can apply to their own management probe tms as well as to publicize
.ctual accomplishments in such a way that they can be considered for use in all or other parts of t ie Naval Establishment. It is
published by the Navv Management Review Staff Office. Office of Information Si. stems Planning aid Development in the Office
:of The Special Assistant to The Secretary of the Navy, Main Navv Building, Room 0122, Washingt'' viz, D.C., 20360.
PPROVAL for the periodical was granted to the Office of the Secretary of the Navv by the Executive Office of the President of the
.United States. Issuance of this publication approt ed in accordance with Department of the Navy I vblications and Printing Regu-
alions NA VEXOS (Al VSO) P-35 (Rev July 1956). Opinions expressed do not necessarily represe, t those of the Navy Depart-
;rient_ Contents will not alter official instructions Endorsement of ant commercial product must tot be inferred. Requests to
repnnr material shouid be addressed to the Editor
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 Approved For Release 2006/06/02 : CIA-RDP84-0078OR003600140003-7
New Role For Microforms
Microforms of various kinds are moving rapidly into a new and productive role as an integral part of modern
management information systems. Microform has come a long way from its first best use in reducing all kinds of
records to rolls of film (microfilm). "Microform" is a term used to encompass many kinds and uses of microfilm.
When microform is a principal output of an Automatic Data Processing (ADP) system, or is computer-based, it is
known as "COM" - an acronym for Computer-Output Microfilm.
As with any new tool, Navy management and technicians must look carefully at its attributes, costs, and limita-
tions before deciding when and where to use it. It must be compared with alternatives. In some cases, a microform
memory will be better than magnetic tape. Microform may be superior as a non-impact printer or as a graphic dis-
play. Opportunities abound for cost/effective use of microform in information storage and retrieval systems.
Articles in this issue of the NAVY MANAGEMENT REVIEW provide ideas and experiences from managers cur-
rently working with microform systems. They represent present-day continuation of initial microfilm efforts vigor-
ously pioneered by the Navy, first in World War II with records storage and disposal, and later, in the 1950's in one
of the first major applications of aperture cards to engineering drawings. The first direct COM use was about 10
years ago at the Naval Ship Research and Development Center at Carderock, Maryland, and at the Naval Weapons
Systems Command Laboratory at Dahlgren, Virginia.
I commend microform technology and encourage careful study of its potential values, remembering that a cau-
tious, well-planned system design and conversion is extremely important. The need for thorough systems analysis
in this case is especially acute because of the wide variety of microform and means for conversion now on the
scene.
JAMES G. WOODRUFF
The Special Assistant to the Secretary of the Navy
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An Overview Of Microforms For Navy Management
f-, (harle,; Devote
.t , title Sni t Assisi ant
~y "I echincal information Program Division
headquarters Naval Material Command
sigruricant exatuoie of ttte recent acceptani_c u6
:Forms within the executive Israncri of the tederai
mmient is die production in tine past year (.i .ti
.amrnerce Clearinghouse for Federal Scientitic acrd
ideal iniorruation. Lite Department of beaus , ttiu-
and Weil inee's oilice of Education., the Nr.tioiiai
s.autics and apace Administration, the Atomic r_ner-
r)mmission, dial LOU Department of Defense Since a
a:)age report can ce reproduced on two miciuticiie
aen,uring only Lour-by-six inches each, these in erotiche
re irserit a reuuction of about one billion pages of paper
, i li resulting. savings in space, storage equipment, trans-
t tion. paper, and reprinting costs. iSee phones.)
Aic.oFor=,n-' is (iie rrenerai name for any tart or
Jne,' format containinii images of larger origina, do,:u-
i s greatly reduced in size irmcro-images). Among tiie
t .I.-roforms in most common use are microiiene, micro-
ns ; micro-opauues, anti aperture cards.
nuitipie micro-images in a resulting grid pattern
.ins For microfiche were developed to 19h4 +iy itie
(:ainittee on Scientific and technical Information
h'l)SA'11). r,ocatedin (lie Executive Ottice of tie
idert COSATI is a standing committee of tale Feu-
Council for Science and Technology. The Council
ontederation of rederal departments and ae;encies
,clue chairniaii is named by rite President of tie united
i ,s. .e CO ACI specifications have been an spied by
tat,
tinny Federal and iron-Federal agencies as well as tirreign
;r wrernments_ One of me microfiche formats utii zing the
;S:A"11 standa ds provides for a piece of tilm nieasunng
,ximativcl'y tour-tiv-six inches (104-by-i46 ini time-
of i 2 :cartes cacti j. fins reuuires a 20-tilt - (2dX)
,)eraphie relucit'un font Cite size vi the uii_,in::i:
i ..mioiitei (,UJAI'I standard microtick format
i ?eides or yx images and utilizes a z4-lime f:.,Xl ie-
,ltiyi ion. The pr-ncipai application tor inicrotfct e is to
repro,iucing i niti-page recur s such as cataiogs, reports,
and t, ctanica~ publications.
Ke cent deveiopments in i rage miruatunuaticn by
Indus ry have produced "sut erfiche" and ""ultraticrie'
Simii.:.r to "nucrotiche", the , provide for more images
on a ,angle sheet of film at seater reductions. "supei-
tiche involves reductions ra ging from 40-to-100 times
smallir than me original dot ument, whereas "udtratiche"
make, possible reductions it size of over IUUX with
more than 2 OU images on i tour-by-six inches or six-
oy-er;.ltt incLts piece of tim?. One process of "ultra-
fiche (involving a reductior of 220-to-one) would per-
mit a i the books on the 27, miles of shelving in the
u bra y of Clirigress to be it fired in six standard filing
caouiis. Ailliough tars is in I scheduled for the library,
'su aerfiell: or --uitralich, ' microform system is
plane and for ue on Navy cat flog data as the result of
seem tests r several micro orm systems undertak,eii oy
the ivaval Supply systenis C ::mmand.
,)iii- r"t)si 4 oinmon nucroiorm. ildicro-
~lti a firer high-rest ration reel in roll or cart-
aniat pnoi.ograpih ; titres containing micro-images,
it me y be in tie usual i b o, s5 millimeter size or in the
larger r0 or i i,5 mm size it, if. A I o-rmn film cartridge,
for eeanipie :ouid record a=,)ut 1,500 micro-images
wills i 24X duc ti of-,.
t ;rotilm s not a recent ueveiopment. it was c.seu
exter,ively iu World War 11. A familiar application dur-
ng that perr_ad was we -`V-i tail" microtiim used by the
pubh,; for overseas correspoi idence. Wartime use of mf-
croiuii also promoted Its an option as a security medium
for si..iring government and iidustrial records.
Ot e application of micro film known as CCompurer-
Outpiit Mier )titm (COM) wi s introduced by the ~L. S.
D apartment A the Navy abi in 10 years ago. It transfers
to mi.;rofiim it computer-ct inner speeds and into Eng-
lisit inrniat tiie digital data l om automatic data process-
ing e,,iurprnei A reverse of this mrcrolilm technique is
used )y the i_. S. Bureau of the Census. Known as the
Flint iptica, a?.:anniiig Davie Ion Input to Lite n'onrputers
trOS iIC-, tie, unique sysLe