BIBLIOGRAPHIC CONTROL OF INTELLIGENCE DOCUMENTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00951R000100050005-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 8
• Document Creation Date: December 9, 2016
• Document Release Date: September 12, 2000
• Sequence Number: 5
• Publication Date: September 3, 1968
• Content Type: MF

Approved For Release 2001/07/27 : CIA-R RB: QA95r1R000100050005-3
3 September 1968
MEMORANDUM FOR: Chief, Information Services Group
Chief, Support Services Group
SUBJECT: Bibliographic Control of Intelligence Documents
This paper is being written in an effort to define and identify and codeword
and collateral documents series which are being given full bibliographic indexing
through ISG's H-O-L indexing procedures and, to determine whether machine
printouts of this information can be utilized by SSG for document identification
and searching purposes.
survey of SSG filing procedures and SG indexing procedures has led to
the following observations and recommendations.
C,21iateral Documents
information Reports
Since its inception, ISG's H-O-L indexing has provided full bibliographic
information for all Air, Army, Navy, DIA, State and CIA information reports.
SSG has had no difficulty in servicing requests for these reports since the
10-digit document control numbers under which they are indexed are the num-
hers by which they are filed in the aperture card files. Non-ISG generated
requests can be serviced either by going directly to the filmed document by
document number or, by constructing the number when only the source, post
4md report number are lniown. Documents which comprise this category of
material are called the "meaningfully numbered" documents series since their
10-digit control numbers fully describe the sources of the reports. ISG indexes
all meaningfully numbered documents series and SSG files all of them.
DoD information reports which transmit other report series such as BOIR's,
MA.CV documents and Army "J" translations could present document servicing
problems to SSG when the document enclosures are requested and the 10-digit
document control numbers under which they are filed are unknown.
ISG's indexing is providing cross-references from BOIR report numbers to
the 10-digit DoD document numbers now. Machine printouts of this data can be
obtained to assist SSG with BOIR searching problems.
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MACV documents which include MACV Lo; Numbers and MACV Bulletin
Numbers are given shallow indexing by ISG but the volume of MACV reports
and the overwhelming number of references to Log Numbers and Bulletin Num-
bers makes full indexing impossible. SSG is providing cross-references to the
Log and Bulletin numbers in the Source Card File. The absence of a computer
record of these numbers indicates the necessity for continued cross-reference
access in the Source Card File.
Army translations which carry a 10-digit common control number and a
translation number beginning with the letters "J" do present document servicing
problems to SSG. When requests cite only the "J" numbers and access to the
document files requires a 10-digit control number, DIA must be contacted for
the control number before requests can be serviced.
ISG selectively indexes "J" translations. When the translations are indexed
cross-references to the "J" numbers have been provided from which printouts can
he obtained. Complete cross-reference access to "J" translations could be pro-
vided in SSG's Source Card File with DARE cards being made for each document
in a manner similar to that being followed for MACV Log and Bulletin Numbers if
the "J" numbers for the cover-to-cover translations filed in the CIA Library were
included in the file.
Finished Intelligence
All CIA finished intelligence documents including intelligence periodical
articles are being indexed in ISG. All other finished intelligence reports in-
eluding Dol) contract reports and non-CIA intelligence periodicals are indexed
selectively. The 25-character document number assigned to finished intelli-
gence at the time of ISG's 11-O-L indexing describes the source, issuing com-
poncnt, report number, and date.
The finished intelligence documents which present major searching problems
to SSG are those which have been filmed and assigned "P" numbers or those which
have been kept in hard-copy and given "P-V" numbers. These numbers are
assigned to llol) contractor reports and a variety of other reports some examples
of which are cited in Attachment E. ISG is providing 25-character document
numbers with cross-references to the "P" and "P-V" numbers for those docu-
incnt.s selected for indexing. SSG maintains a cross-reference capability to the
file numbers in the Source Card File.
Since SSG files CIA finished intelligence and all collateral intelligence
periodical by source, issuing component, report number or title and date, few
searching problems have been encountered in servicing either queries 25X1A2g
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or any. other routine document requests. The absence of a machine record for
selectively indexed intelligence periodicals would present no problems since
no cross-referencing is needed nor exists now for such items. If the "P11 mid
"P-V": series of documents could be filed by source, eliminating the need for
assignment of such numbers, loss of machined bibliographic records for items
not selected for indexing would no longer be a concern.
"Letter" Series Documents
USIB Agency documents which do not have 10-digit common control numbers
and non-USIB Agency documents which are filmed and selected for filing in SSG
are assigned a so-called "letter" series document number. The "letter" desig-
nates the issuing agency and the remainder of the 10-digit number is composed
of report number and date, when 1n-iown. For those series which do not have
specific report numbers a "sequential" number is added to the letter/source.
Represented in this category of material are such agencies as F13I and Dept. of
Agriculture and such organizations as NATO, CENTO, and SEATO. A full listing
of the "letter" series is available in attachments C and D.
The "letter" series documents are selectively indexed in ISG. When
selected for indexing, the H-O-L assigns the report a 25-character document
number which describes the source, issuing component, report number and
date. Source/series or cross-reference information to the "letter" series is
provided for each item selected.
SSG's Source Card File provides similar access to the "letter" series
with a card filed under source and issuing component which notes the filmed
"letter" series number.
"Sequentially" numbered documents in these series pose the greatest prob-
lem for retrieval. Very often the documents have no specific document numbers.
ISG indexes very few documents in this category. SSG's Source Card File pro-
vides some cross-reference access to these series with a card filed under source
and date.
If SSG continues to select and file all of the reports which must be sequen-
tially numbered the absence of machined bibliographic control of the documents
would indicate sonic alternate means of cross-referencing such as exists in the
present Source Card File.
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Non-Indexed Documents
Documents which receive no indexing in iSG (attachment B) are primarily
intelligence periodicals from- DoD Command elements and CIA Daily Reports.
These series present no servicing problems since, in all cases, they are filed
in SSG by source, otc.
Top ,Secret Documents
Most Top Secret documents series are indexed by ISG. Cross-references
to the TS#L's arc provided and computer printouts of this information can be pro-
vided for indexed items.
Codeword Documents
Information Reports
ISG is indexing all hard copy codeword documents series. The 25-char-
acter SRT document numbers under which they are indexed are the numbers
under which they are filed.
While no major document servicing problems seem to have occurred thus
far, it is possible that some problems could arise for a few documents series
whose numbers are re-written by IS G's H-0-L's, to accommodate computer input
requirements.
Finished Intelligence
Codeword finished intelligence documents series and periodicals are as-
signed 25-character document numbers in ISG's H-O-L indexing. Since these
numbers reflect the sources, issuing components and report numbers and dates
and the documents are filed by source, etc., in SSG, no significant document
servicing problems have occurred.
25X1A2g
Project names such as re filed under project name in the
Codeword Document Library. WuT de xing provides only abbreviated
25X1A2g document identification such as , this variance has
presented no document identification problems to SSG thus far.
25X1A2g
NPIC reports with the exception of Mission Reports are filed by
number in SSG. NPIC Mission Reports are filed by Mission Number and 'U 25X1A2g
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25X1A2g
number. While ISG's indexing does not cross -ref erenceMnumbers, the
Codeword Document Library has reported no specific servicing problems on
NPIC document requests.
Conclusions
Of the documents series surveyed, the following series have presented
no significant document servicing problems to SSG:
1. Collateral information reports with 10-digit "meaningful" control
numbers.
2. Codeword information reports with 25-character SRT document
numbers.
3. Codeword finished intelligence documents including DoD contract
reports.
4. Collateral and codeword intelligence periodicals.
5. Collateral finished intelligence documents issued by C.I.A.
6. Non-indexed intelligence documents.
With the exception of 10-digit reports transmitting such items as BOIR's,
these series have no cross-reference approach now in SSG's Source Card File.
Since all of these series except the BOIR's are filed by source or meaningful
document numbers now, computer'printouts would be needed only for cross-
referencing such transmittals as the BOIR's.
The other collateral documents series surveyed have presented no search-
ing problems up to now because SSG's Source Card File has served as a backup
for cross-reference identification. Of these series, the only significant series
are the MACV documents which transmit MACV Lob Numbers and Bulletin
Numbers.
The finished intelligence documents which are filed in SSG by "P" and "P-V"
numbers now and the "letter" series documents would need no cross-reference
access if they were assigned 25-character document numbers which reflected
their sources. The documents then could be filed by source, report number and
date, or, in the absence of a report number, by source and date. If this were
done, no computer printouts would be necessary for file access.
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The 25-character document numbers are assigned to both codeword and
collateral finished iatellig'onco documents in 1SG at the time of li-O-L indexing.
If this numbering system were adopted by SSG to accommodate the filing of
documents by source rather than by assigned document numbers such as the
"P, " "P-V, " and "letter" series, the numbers could be assigned at the time
of document dissemination. For collateral documents series, consistency in
the use of document numbers both in ISG and SSG would be ensured, thus
eliminating the need for additional cross-reference files either in the form of
source cards or computer printouts.
The most logical point in SSG for this type of document numbering would
seem to be CRS/SSG/ADD. Since some forms of document numbering have
been handled by both the Distribution Section and the Publications Section in
the past, it would seem that the transition to the new numbering system could
be accomplished with more expertise in ADD.
aining time, time for planning file reorganization and administrative
considerations of file cut-off dates indicate January 1969 as the target date
for a now document numbering system.
The numbering of codeword finished intelligence should continue in ISG.
Codeword finished intelligence documents are filed by source in SSG now and
ISG's 25-character numbering has presented no significant document identifica-
tion problems. Continuing the numbering in ISG would eliminate the additional
administrative and security questions which would be involved in establishing
a central control point for codeword document numbering. Authority Files
tl~
should be maintained at central points in both SG and SSG but the primary re-
sponsibility for constructing numbers should be SSG/ADD's.
Recommendations
With these points in mind it is recommended that:
1. ISG continue to give at least bibliographic indexing to all CIA codeword
and collateral intelligence documents.
2. ISG and SSG jointly consider the feasibility or necessity for giving at
least bibliographic indexing to all collateral and all codeword informa-
tion reports.
3. ISG's area division SO/DA's identify series of both codeword and collat-
eral documents, which have repetitive titles and which are consistently
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indexed with the same codes, for the purpose of determining whether
one index record for such series would accommodate all output re-
quirements.
4. ISG indexing continue to provide cross-references to DoD reports
transmitting BOIR's..
5. ISG indexing begin to provide cross-references to those TCS num-
bers needed by SSG for file access.
6. SSG adopt the 25-character document numbering system for filing
finished intelligence.
7. SSG discontinue the assignment of "P" and "P-V" and the "Letter-
Series" numbering systems for collateral finished intelligence
documents.
8. SSG review the request traffic for MM.ACV Log and Bulletin numbers
in an effort to drmine the feasibility of maintaining a Source Card
lF ile to accommodate one series of documents at the request of one
research office.
9. SSG study the necessity for providing cross-references to "J" trans-
lations not selected for indexing by 1SG.
10. SSG/ADD become the central point in CRS for the assignment of
25-character document numbers to collateral finished intelligence
documents .
11. The assignment of 25-character document numbers to codeword
intelligence documents continue to be handled in ISG's H-O-L indexing
operations.
12. January 1969 become the target date for initiation of SSG's new docu-
ment numbering and filing systems.
13. The undersigned or their alternates serve informally as advisors on
future document processing problems which concern 25-character
document numbers.
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25t"A, USSR Division ISG
Chief, Search Section, DSB, SSG
Attachments :
A Selectively Indexed Document Series
Filmed Collateral Document Series For Which
25-Character Numbers Can Be Created
Filmed Collateral Documents Series For Which
25-Character Document Numbers Cannot Be Constructed
"P" and "P-V" Numbered Documents Series
Non-Indexed Intelligence Documents
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