(UNTITLED)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00951R000300020010-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 23
• Document Creation Date: November 11, 2016
• Document Release Date: October 29, 1998
• Sequence Number: 10
• Publication Date: January 1, 1947
• Content Type: REPORT

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No gn Ddssem
25X1A9a
On 1 January 1947 the CIA Library was organized
as the~tetlligence~( D,,(/ocuments Division of the Reference
Branch of th&Office of Reports and Estimates (ORE).
It was assigned an initial T/O of 47 The first person.
actually to report for duty"wwt.s ^ , re~hol`ds
the distinction of having remained on the reference staff
of the Library until her retirement in 1973. Mrs.
25X1A9a
first task was to set up interlibrary loan
with
arrangements with the Library of Congress (LC) and/other
government libraries.
In June the Library received its first Chief
25X1A9a
Librarian (later CIA Librarian)--
25X1A9a
- had transferred to CIG from the ONI Library in
December 1946 and had been assigned as Chief Librarian
in the Foreign ,Qp1u ants Division (FDD) of the Office
XX ORE
of Operations
t, .
equi~ment and books, many/from other librarie
surplus
ing, staffing, organization and management. Under
addi ti is - to books - i t acquired _ The D.irec ~ sv~m n set'
awaiting the establishment of the i.ntelligenge doqu -eptp division
of cables for permanentMe in-th-e ttbra By 15 June the4 floodgates
opened and the Library became heir to approximately 50.,000 unsorted
intelligence documents which had been shored in the Message Center of ORE
By"-35' yJ Navy an
25X1X8
. When he joined the/Reference Branch
e was given om let aut or'ty fo the Li ry' ,vu R ki-V --~U#
es 1-~ were destr-aye&,ili r rched
SE t-age-~f' roft tha.
Appro
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Their receipt was recorded im a visible serial file and arranged
by source. Burtng these formative months the Library received
authorization for central.i-zation of purchase orders for
books and periodicals to avoid duplicate ordering by offices
3
in the Agency.
1948
By the early part of 19148, the Library_ had put into
operation working procedures for reference, inteiibrary loans
circulation, preparation of bibliographies, book-selection
book cataloging and document indexing and filing.
~vi
is (3 ro
s+~ "
After the 1 May merger of the Reference tenter and the
w
Office of Collection and DisseminationjOCD), the CIA Library
absorbed the information and distribution duties of the former
Central records Division/Services Branch/Administration and
Management (A&M)t Prior to this, the Library had indexed and filed
the documents but had not been responsible for their distributione
as
The organizational breakdown-9f the Library was followns
25X1A9a
Field Survey Divisions respohsible for locating items of
l
unusual intelligence' significance in universities, libraries
and research institutions both in and out of the Washington
25X1A9a r` 6)
area) Bibliographic Dsion, including the Analysis Section 25MAR
for indexing of documents and the Catalog section,,or booms
25X1A9a
ordering and cataloln t ' Reference' Divis~orFf or answer
information eries"?a prep ring bibliographies;,,t .stribution
or recording the bibliographic information o
Division f
=ME
every incoming intelligence document) for distributing documents,
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FOIAb3bl #
indexing of - Daily Reports, and indexing of unclassified
documents into the Intellofax System.
On 17 'arch 1949 the Agency Assistant Directors
established the Document Procurement Committee to,
O "o, the CIA Library on matters pertaining to the procure.
merit of foreign and domestic publications.
The CIA Library reference book col.lectien was converted
in September from It call numbers to the classification
scheme used for documents- the Intelligence Subject Code (ISC),
thus standardizing the Library's subject and area approach to its
resources. (in 1918, b 32 books had been cataloged. ).
fi
In November 1949 the Library was reorganized into the
25X1A9a
following branchesa )
Analysia?(under
tX1
9a
Catalo i (under 25X1A9a C
N
r
~
entral
i
ecords (under
25X1A9a 25X1A96
r.who supervised this activity until her retirement in 1958),
,.t~! 25X1A9a 25X1 oaa
M
~~~ V.L u
anagement kunaer and 3e.-.
25X1 a
~A a a and Reference (under until 190. ) Th
e
ecords Branch was responsible for distribution of documents,
Analysis Branch performed the input to the Intellofax System. The
Cataloging Branch had three sections: Cataloging, Vrder (procure-
merit), and Publications Review (clipping service). Central
//
IR
including Top Secxet//yff (TS) and TS files. Records Management
(formerly Archives) was charged with developing an active
earl FOIAb3bl
# See chapter on Intel lofax for indexing of= Daily Reports
See chppter on Acquisitions-Procurement for further discussion
By General Order No. 28, 31 September, 1949, a vertical departmental
organizational structure was adopted'" CIA. The Library, therefore,
became a Division in OCD and all breakdowns thereof obbv n in OC
Julyy Branches.
Approcb 'V " ? Wp"" C ile -oc'
ea na 1e -Dec 1t9
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CIA Records Management Program. Rdference Branch included
25X1A9a
three sections: Circulations Information (under
25X1A9a
until her retirement in June 1972) and Files*
1950-'
With the issuance of CIA Notice 30.-50,, dated 26
July 1950, the Library accelerated the Records Management
rrogram for the Agency. 149,363 items from 1948 and 1949
were microfilmed,, resulting in the processing of 351,698
frames for archival purposes.
25X1 A9a In April 1950
25X1A9a
as CIA Top Secret Control Officer (TSCO)#nd as
8/ was
CIA Custodian of Registered Documen. He rkkal appointed
2zt~, .rc u. 4CkQL ti E) ~v~~rr rr+~V -
October 1950 he called a meeting of
the Area TSCU'g Areas were intra-4gency office designations
for TS control purposes.) The conferences the first of a series,
was designed to improve the overall control system as much as
possible and to develop uniform understanding of procedures
25X1 A9a~~ 5 )
among the Areas. issued a
Guide for Area Top Secret Control Officers to provide
Memos C/Record Mangement Branch to C/Library Divisions
22 March 1950, 'ltedesignation of Top Secret Control Officer and
CIA Custodian of Registered Documents. C. (File: Library
Daily Reading File 1950 Box 68-116/2)
25X1A2g (Memos AD/CD to Chief of Staffs US Army., 6 April COs
sub: Establishment of Control Gffice in CIA.
S. (File Policy 1950 Job 58-98/7
CIA Top Secret Control Officers 10 Oct 50s sub: Con.
fdrence of Area TS Control fficers. C. (in File: Library
Daily Readi File 1950 Job 68-116/2
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b. Other Relationships with LC
In the mid-1950's the CIA Library began to transfer regularly
to the LC foreign publications that (a) had been utilized
by research components of CIA and were not scheduled to be
retained in the CIA Library., (bP were archival materials no
longer required by CIA (for example, the maptured Japanese collection),
or (c) were current publications received as a result of the CIA Library's
worldwide selection program but found to have little or no intelligence
value. By 1959, an average of 8,000 pieces, hooks and serials, had been
sent to the LC every ronth.
but informal and continue to d
An important, arrangement was worked out in December 1952 between
~Gu
the IC and the CIA Library whereby one person from the Circulation
Branch of the Library 'detailed to the LC on a full-time basis to
handle searching and charging out of all CIA requests., averaging
Arrangements were also made whereby professional personnel recruite
were utilized by LC while awaiting full security clearance. These l"
at LC on projects that were of benefit to CIA,
sfer
9
JOO Vu-ss.v.~/
fl/Memo., CIA Librarian to AD/CD, 9 Dec 52, sub: urIuei-y.Lu.L
from LC. U. (in Library 1952- Job 58-98/1)
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all. TSCOts with a uniform functional understanding of the TS
network or system.
By July 2951 the Administx[tive Serviccs Offipe
which hs1 been the Libr
assumed re,onsibility for
Vital /Materi
an responslity s
In 1951 the Library was relieved of two responsibilities
which had been
The Administrative Services
time-consuming.
-
operation of the __ . , 2
25X1A9a
Office assumed
and the Cable Branch of the Liaison Division (ID) took over
the maintenance and. servicing of the cable reference file.
12 Maeo,, c/Administrative Services to AD/CR9 17 July 5].,, subs Vital
Materials Program. C. (in Library 1949-51 Job 58-98/1)
1 Operations Staffs OCD, 3 Mar 52 sub: Some Comments
on Statist$tal Measurement of OCD t s Workload, S. (in OCR Yearly
Statistcial Tables 1947-57 Job 59-875A)
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No Foreign Dissem
~~--. All subject indexing functions of the JW Library
In June 1955 the Library was again reorganized.
At that time it had a T/O of 248--the highest it has
ever had to date (1973). In the course of the reor-
ganization the Book Branch was abolished)and all pro-
curement activities were transferred to the Foreign
Branch (established in 1954, after the Foreign Pub-
lications Branch of the State Department was trans-
ferred to CIA*), which was then renamed Acquisitions
Branch.1 The Catalog Section was moved to the Analysis
,Branch, which was renamed Analysis and Catalog Branch.
The Top Secret Section was removed from the Library
entirely, and a new Classification Control Staff, under
the OAD, was created to handle consolidation of the
document security control functions of the Agency TSCO
and the Library Documents Branch.
were combined in th' new Branch,
which comprised three sections: Reports, for indexing
intelligence reports into Intellofax; Book, for
catalo?;ing books; and Periodicals, for indexing finished
intelligence and periodicals and for the clipping service.
* See Chapter ... , Acquisitions Program
**See Chapter ... , OCR, 1954-67
SECRET
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No Foreign Dissem
In September 1956 the DDI ordered an across-
the-board personnel cut, as a res. It of which OCR
(,ate game had _ch_an-g-e-d---n- L35.5-) had to discontinue
several operations that were considered to be of
relatively low priority. Among these were
reference services in the Library. To achieve a
more effective utilization of manpower, OCR was
reorganized on 1 November, and parts of the Library
and LD, plus the Classification Control Staff, were
regrouped into a new Document Division (DD). This
change placed the coding and dissemination functions
in the same plae-@. Management had considered adding
the dissemination function to the Library but had
decided that this would make the Library too unwieldy.
The shift of duties and personnel left the Library
with a T/O of 141 and stripped it of the distinction
of being the largest single Division in OCR.
25X1 X8
SECRET
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No Foreign Dissem
In August 1957 Dr. Andrews resigned from the
as AD/CR
Agency. His successor', Paul Borel, immediately set
out to evaluate the recommendations of the Library
Consultants in order to have a sound basis for making
decisions on them. Examining the Consultants' Report
in detail, he found that several basic questions could
be identified and set up 16 Task Teams to deal with
these problems. Most of the Teams were chaired by OCR
personnel, and 37 of the Team members were OCR employees.
Other Agency offices contributed the services of more
than 30 of their employees as Team members. N?KEx
Peet-s.,,of- Library
Twelve of the 16 Teams dealt with Library operations;
the others with general topics, such as training and
customer relations. Three of the 12 that concerned
the Library were directed toward acquisitions and
publications procurement and will not be discussed in
this chapter.
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25X1A1a3
for the two projects to The 'DCI authorized the
w
increased expenditure in October 1952.
Beginning with the March 1952 issue, and as a product of the
f
our
CIA sponsored project, the MIRA was expanded from two to
parts and with the increased FY 1953 budget, LC added a subject ie~
index of monographs. (_.. ^gm-e *
14
Under the agreement to convert the Slavic Union Uatalog from
author to subject approach? the CIA Library received *-a" of
Cyrillic Subject Union Catalog (CSUC). In 1956 the CIA Librarian
as project Officer termir CSUC project. In listing
his reasons he stated that he believed it was more important to
announce the availability of publications (in the MIRA) than
to build up a fully cataloged set of cards. Termination of
the CSUC permitted IC to transfer nine positions to the MIRA
staff, which needed r9lief because of an increase in receipts
of USSR publications,
the subject as 4'catalog which was hencef k own s the
* A .ipy of a 1952 MIRA is on file in CRS Historical File- CIA Library
1952.
These CSUC cards were augmented in 1954 1*4106 by cards which
the CIA Library received from the Army G-2 Library, the Air Force
ATIC Library, the National Uentral Library in London and the
Armed Forces Medical Library on Slavic materials in their libraries:
This catalog, bee$e knaa n as the IAC Union 6atalog in the
CIA Library The did not work successfully., however, because of
variations In cataloging it actices and the resultant ineom6,at bility
of cards for filing purposes.'he project stopped in 1956.""
Ymemo from AD/CD to DD/I,DD/A, CIA Comptroller, 13 Aug 520
sub: Additional Support Requested by the Library of Uomgress for
the Monthly List of Russian Accessions and the Skavic Union Uatalog.
C. (in File Library 1952 Job 58-98/1)
h Ltr, AD to Librarian of Congress, 27 Oct 52. C. (in File Library 1952
b&981)
Approve] ra
Ieq?# A 24IAC1&fWf 4-608#x'1 FW0(V306D2ftVCNV
Daily Reading File 1956. Job 68-3-16/2)
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25X1A1a
25X1A1a
Funding by the Agency for the MIRA rose to a peak of almost
FY &962. By the latter dates the Agency secured
the financial participation of the National Science Foundation (NSF)
I-c
and the itself. CIA costs then stabilized
level,
in 1959, CIA, through OCR, began support to a companion
publications the East European AccesssionssLndex (EEAI)s published
25X1A1a lk 1 5 ? 4 to
Y
9
25X1A1a
was received from NSF.
During a routine audit of OCR by representatives of the
25X1A5a1
s rls ng
9
by LC since 1952? Costs for the EAAI were _ in F
General Accounting Office (GAO) in 1961, the question of the propriety
of OIA/OCR sponsorship of the two publications was raised, Paul
Bottels AD/CR at the time, called on the Agencyts Central Advisory Group
(CRAG) and the members of the USIB Committee on Documentation (CODIB) ti
survey the usefulness of the two publications. NSF and j LC hirec,.-
the character and degree of use of the/ W
an outside consultant, to determine 4~MIRA and the FEAt.
In late 1961 CIA stopped its support of the EEAI and LC ceased
its publication. As financial pressure continued to build up on CIA
in the ensuing 1960'a, the priority importance of the support to MIRA
continuedto drop. OCR felt that access to Russian publishing had vastly
improved compared with the early 1950ts, and intelligence users were no
longer making substantial use of the MIRA.
A Stucky of the Use of the Monthly Index of Russian Accessions and
The East European Accessions Index by Saul Herner. March 1961
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