MICROFILM PROGRAM OF THE OFFICE OF COLLECTION AND DISSEMINATION.

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00951R000100020008-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 5
• Document Creation Date: December 16, 2016
• Document Release Date: January 3, 2005
• Sequence Number: 8
• Publication Date: October 15, 1953
• Content Type: MF

SEC RET
-'Approved For Release 2005/01/10 : CIA-RDP84-UU951R 00
: s ft F"his Acting reputy Director (M 4ntartraaitiof)
I Microfilm s?;orr of this Utica Of C U*ctican send
Ueaaaninaition.
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o dote ize tho best nothod Awr icrotilmini ar a:S vet $.rspSt a.ga: via-w-
ing and rriritin intent oncxe d Monte inaar4lc d by (X; D) aazxss to dvt.a i ino
Troia :r Ala pical sand a r" =izatioual location, o t t ra uirad ci3i.ti cap.
to rroject,
Approval at ' ro3ect No. t`Cz -137-52 by the Project tvivv Cosa sittco
on lacenhh r 1951 authori.aPod N .crohilmin of a.l.i z S nificait ict-
a : ingR; intelli'gtrne+ doctaz oz tc" i aen; vu tcaed upon CI-TI a rr4 ost' L to
(1) a crc ftis all into l; . gcfnco oc *c:c tc upon rcccit;t; (2) a ako the
id croti a wtailabl at all tier. for vii s yr purposes for rq p o-
duotl an vhon a r tcrtion cow is rcqz.irad j () par + a t3..3h copy
for storag;o3n'Vital otarial Repository.
`u do for t yttr ro z ct were approved by the rojvet Review C',* ttca
in tt~e amount o. for the initial rurc of o ai~;r nt,,
and in ttho za OUtt OX for than vzs uaL eo tc of oval
acr icaa az -liea, to A for additional b c roi zad infor'
Present ! :a
CCD started tbo foil ng pro r in App 19,53 to zicrott.. vir il. .
copy docutw nto only (1Q, of total daily rota O or app;t oxim&to 1:J
docu Cacti /SO psp.cs 3
g? Oc V ..tor
e x91 T live. r7 i`at,Oa
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ara4d on aanulpsta of statistics provid d by the Ot tcae: of C c azr ri.! "? crvi etza on 1
_.. +aHS ~ ] ....._1 ... -- X3.3'! @~rr.WI I Ik 44 it 1,41'1 'o-toC34.h At
Approved For Release 2005/01/10 : ClA Pkf f0951R00010002000
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 Approved For Release 2005/01/10 :
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The t_ CfA Literary recc lv'es apprc xi mat+ ly 15, re ,uentra a+ nth for
the loan of doeun mts j oC which 4011, cr nni t t r;atiaried duce to 'o
rer mnce copy h ixrjj on loran, In circula it n? in reproduction, etc.
,,lcrofilra nc ativc:a of sirr, to-caps" docuNknts are vl6vod by anal."Sts
as rout 6 hours "r month., and rccalt at, r ;queats for crinf"s average
25; do? umcntcr par nor t +, Prints can be obtaalned frox 0cpre4uotion
vit'lhio t o .work days on the averza a end vitlain five i+ork days on ur-
er'.t roguovts. (ee Tab A for addIti,onal, details of the prc ent
aitua,tion. )
}r promees to " r prorr to ;ravidos on the pro
isea 1l earrv1ces authorized hi the
31rojefct t.avleu Corr"ttteo.. In sedition,, O L propno s to ;r vicdca "ors
t} o spot" rapt-4ductton of douazwenta for root rrwere:nce rcequireas ;rata
and to fulfill recent coontt Mnta re ' arding Air Force intollirorrce
documents. (Z ec Tab for d taila of the proposed oy3tomo)
4. .;.nneaal Coats of ' reent end __o _ed _" st_o
Xqulpmont. if
Personal a orvioes
uppliee
Lilrrery Space ,
Pit a1 NT
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Purchase of microfilm equ. exat Mont (.C}) 2 *t46l,O3 in si.racal'i.oar
1953. Additional ex rc"i.tures of r:' 1$,7 a.jO v:Ul be required in
'' 1954 if the iraro aed eystep Is a pr ied.. (toe Tab i for detal:
of prersun,t and ro sod +c; jrerailt wes.)
3,
2) ,dv#B83`ite
T j-,* x" S rzt s stem could provide raster ecto of doorrsrnts on
film re ila for ~.Cr and the Vital i`ster1&',1s :o.,4 oeitory with
existing pez onnel and the addition of equip";.cnt only to the
extent of ono c rro., providtd tine limits for Availability
Tors riot recuired.
(b) o of requests for raf'eren documents can be filled from
files of crxictine docuvoratet
Tha ve itorr..e will pro}xcoa toward zero on inge as the rate of ricstr ict1on
approachos the rate of intake and annual sovinVe will be reduced accordingly*
Approved For Release S615 L A P84-00951 R000100020008-3
D
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 ? Approved For Release 2005/01/1Q
Z. - - 5TH000100020008-3
(e) The remaining 40% could be filled by making reprints in
Reproduction from microfilm with existing equipment provided
adequate time were allowed.
(2) Disadvantages.
(a) Film sent to ]?eproe?uction for processing cannot be inspected
for defects prior to disseninatiou of the pertinent document,
thereby risking loss of the_ record or considerable delay in
tracing and recallin a ?the document for repeat filming.
(b) i`J.me lapse before documents 'Would be available for reference
seriously hamper, the research activities of the Agency and
encourages researchers to build up their personal files.
(c) lxtensive employee time is expended in the maintenance of
circulation and ben records, tracing and filing of documents.
(d) Storage space is an increasing problem and large expenditures
are necessary for filing equipment..
Proposed Syatem.
(1) Advantages which could be schieved by FY 1956:
(a) Eleven personnel could be released from document reference
duties provided vorkload. aixiother factors remain constant.
(b) Film could be inspected at frequent intervals and if defective?
the do ument re-photographed before dissemination,, This is
particularly Important or, single-copy documents and documents
on short-term loan from other agencies.
(c) Rapid service could be provided from the master record of
documents available in the Library at all times for' non the
spotn viewing or reproduction,
(d) Multiple requests for the same document could be filled.
(e) Circulation loan controls, tracing, recalling, filing and
re-filing of documents 'would be reduced to a minimum.
(f) Storage space and equipment would.,be reduced about 90%.
(g) Microfilm records of all documents would be furnished to
Vital Materials Repository.
(h) The present records retirement program in CL. Offices could
be simplified.
(i) .dill, documents borrowed from other agencies could be filmed}
thus increasing intelligence holdings., and repeat borrowing
'would be eliminated.
Approved For Release 2005/01/1 (~~B, P84-00951 R000100020008-3
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 Approved For Release 2005/01/10 : ~ R 84-00951 R000100020008-3
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Research files in CIA offices should be materially rec.uced
when ability to provide copier i ^.ediately has been tdaquately
demonstrated. Further in:;urance in this respect could be
provided through the cooperation of Fecords,,Monaagerent Officers.
(k) Circulation of documents or, initial', diase:,iination should
be speeded up because of the immediate availability of
prints to offices.
(2) Disadventagee.
(a) Availability of reproduction equipment might eneourago
unnecessary reproduction of docwnents for initica discemine-
Lion.
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intelligence earlier, this advantage should, be
weighed against increased workload, costzi, and capabilities.
0. OrruInj z ^ti,onal acid Phyri oal Location a
i he proposed iyste:#a ~,ould not function properly end should not be
undert&cen unless all parts of the system are physically in one
The systen. would, not require pora;cnnel skilled in reproduction
trchniques. Library personnel released from the present syarte:i could
be trcined adwquatcly by a u.pervisory personnel of OCD rho are competent
in thie field, and there are sufficient personnel available to provide
for rotation, leave, etc. Therefore, the /!;ency would gain no advar..-.
tape by disrupting normal super .gory relationships in order to assign
the ,personnel involved to the Office of General Services.
CONCLUSIO IS.
at. The syste proposed by 0C13: constitutes a marked inprovement over the
present system..
The equipment for the system must be contiguous to OCD in order to
make the proposal work.
c. Personnel operating; the system should be on the OCD TbO and under OCD
supervision.
PEC01MY I ATIoMS:
It is recommended that:
s:. The system proposed by OCD, its sot forth in Tab Co be adopted.
Approved For Release 2005/01/10 CJA-RDP84-00951 R000100020008-3
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 Approved For Release 2005/01/10: $4-00951 R000100020008-3
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Funds for the initial porchsee of additional equipment in the
pnouut of 15,,7E 4.OO end alterations in the amount of 45OO.OO
be a1loca.ted from unexpended balances for microfilming of ',,47,234.00
in FY 1953.
c. Additional equipment shoi n in Tab D be installed ati
Conversion be phased as proposed by OCD in Tab E.
e. Personnel roquirod for operation of the syotam be on the OCD T/O
sand under OCD oupervieion.
f. The Organization and Methods Service be required to report conversion
progress periodically, to the DD/A and the ED/I, ,including personnel
savings effected.
Organization & Methods Examiner
Assistant I rna ;e ent Officer
(ED/I Area)
Tab A - Background
Tab B - Present Situation
Tab C - Proposed System
Tab D - Expenditures
Tab E .. Phasing of Proposed System
Assistant roc for for Collection ssamination
Chief, Office of Canoral Fervieee
Comptroller
Assistant to DD /I Admin.
Approved For Release 2005/01/1 0'; 1., _ 84-00951 R000100020008-3
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