THE CIA LIBRARY *

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00951R000300020014-4
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 44
• Document Creation Date: November 11, 2016
• Document Release Date: October 29, 1998
• Sequence Number: 14
• Publication Date: January 1, 1967
• Content Type: REPORT

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THE CIA LI3~3{ Z
This chapter 'will discuss those aspects oie CIA Library
that are not specifically concerned with the Tnteilofax System a
(except for the Consultants' Survey and the Task Tear, of 1957/58
25X1X8
or the Acquisitions-.'rocurement function.. Separate chapters appear_cp
these two important activities that were an integral part of the
This Library; charter is ar^angecl primarily in a year-by-year chronological
Library organization for many yearso sequence,, Pxcept when it seemed more lob icam
to discuss the entire historical dPvelopment of an act3_v3.tys such as Branch
191.7 Libraries.
Originally designated the Ixrtelligence Documents Division
of the Reference Branch (or Center) of the Office of Reports
and Estin+..atas (ORE), the Library was allocated a T/O of 43.
25X1A9a
irTas the first person to r eport for duty and she
holds the distinction of having remained on the reference staff
of the L:ibraz^y until her retirement in mid-197-ID Her first task
was to set is Inter-1ibr ry loan arrangements with the Library c,'
Congre s and ?.rith other grernnent libraries. With the arrival of
25X1A9a
as Librarian in June 197 the Library asserrbled and
integrated collections of books, many from stplus libraries. The
Libras also acquired the D1rectrr?s set of cables and arranged for their
weekly receipto On 15 dune the flood gates opened and the Library became
heir to approxintat*ly 50.000 unsorted intelligence documents. Their
receipt was recorded in a visible serial file and arranged by source,
During these formative months the Lcthray instigated the centralization
of purchase orders to avoid duplicati ordering of material by
offices in the Agencyo
*.Stin is is i orma ion on Wary services: including information requests
s riced, 'boo %s cataloged source cards filed and b liogriphies prepared
a Dear in rO 3 O(M Year n -tnt4a+ical Tables (J9117-~57 and
App~'g' eTl~9/ iegI~gr4,9Q#00300020014-4
OCR Annual Reports 1958-67 (Lox 63-487/4)
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1948
By the first full year of operation the Library T/O
had. risen to 100. The breakdcrdn was as folio s: Office of the
Chief. 2Field Survey Division-2 25X~
,later in 194,8 to
assume the duties of Deputy Librarian as Tere]1s; and 25X1A9a
future Director of OCR/CRS); Bibliographic Division-35 (this
included the Analysis and Catalog Sections ); Reference Division--
25X1A9a
20; Information Distribution Division.-28; Archives- 120
became the first official liaison officer from CIA to the Library
~Lc)
of Congress$ a relationship -which every CIA Librarian has continued.
After the 1 M,y office reorganization into .Jthe Office
of Collection and Disseniit.tion (OCD);` the Library absorbed the
information Distribution duties of the former Central Records
Divisic , Services Branch,. Administration and Management (A & M).
This afforded the Library an opportunity to blend into one procedure CIA
distribution., indexing and filing of documents*
Two Librarry publications made their appearance: the Weekly
Accessions List* and the Library Bulletin4
if On again, off again during the years, the Accessions List ceased
publication in 1956 and was resumed in. 1963. See pages 18 and ,
Memo from ActingIt Chief., Reference Center Library & Chief. Central
Index to Chief, eferenceCenter. A & M "Proposed Procedures for
Consolidation of Central Records with nef erence Center:" 7 May 19 .8
CON'F (in Folder Library Daily Reading File Man-June 1948 Bax 68-126/2)
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19!49
The work load in the Library increased as the young Agency
gre o There were 27% more intelligence documents receivmdp recorded
and distributed than the previous year and an increase of 277%
in the number of copies received. During 19246 the nwiaber of
publications ordered averaged 628; for 191.49.- 1,376. The number
of reference searches rose from 18161 to 1y5O0. The number of
items circulated rose from 2,196 to 3,355,
bei dissolution of Special Project Noo 1 (unl3.eared
personnel "pool") late in 1948 increased the work load f the
Library in three :important aspects: newspaper clipping, services
F IAb3b1
indexing of Daily Reports and indexing of unclassified
documents into the Intellofac System.
The CIA. Library reference collection Baas converted frem
Library of Congress call numbers to the classification scheme used
for documents- the Intelligence Subject Code (ISC),p thus standardizing
the Library's subject and area approach to its resourceso(In 19148$
6$912 books had been cataloged. )
The Library w as reorganized in November 1949 into the
following five branches., Analysis, Cataloging, Central Reoordss
Records Management and Reference. The Analysis Brant (under
25X1A9a
) includod the input to the IntelJofax System. The
FOIAb3bl
For further discussion srP MDaily Reports indexing see
Inktellofax 'and Document Division chapters.
,) Memo from CIA Librarian to Library Staff "Administrative Reorganization
of the Librar;' 28 Nov 19 SECRET (in Library Daily Reading File July-
Dec 49 68-116/2)
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Cataloging Branch (under 25X1 9a ) had thee: sections :
Cataloging,, order (procurement) and ?'ubllcation3 Review
(clipping service). Central Records Branch (under 25X1 9a
who supervised this activity until her retirement in 1958)
was responsible for distribution of d ocurents including Top
Secret (and its files)e Records Management (formerly Archives
25X1A9a
and under wa3
charged with developing an active CIA Records Management
Progmin,Refere ice Branch (under 25X1A9a until 1954)
included Circulations Information (under 25X1 Aga _ until
liar retirement in June 1972) and Files Section.
Tho Document Procurement Co ttee w as established
by the Agency Assistant Directors on 17 March 1949 for the
purpose of advising the CIA Library on rztters pertaining to
,11
the procuxcement of foreign a r_d domestic publications. Under
CIA Regulation 45-2 the CIA Liararianti'as charged with the
procurement o _publications for all offices of the Agency.
* See chapter on Acquisi
t1oris Prrocure nt
it
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1950-51
With the issuance of CIA Notice 30"SO, dated 26 July 1950,
the Library accelerated the, Records Management Program for the
Agen ,r0 149,9363 items from 1948 and. 194-9 were microfilmed,
resulting in the processing of 351,698 frames for archival purposes*
In August 1951, the CIA Librarian., in his capacity as
Chi, Top Secret Control Officer (T CO), issued a Guide for Area
Tom Secret Control Officers to provide al? TSCOvs frith a uniform
functional understanding of the TS ne cwork. In October he called
a ra9eting of the Area Control Officerso The conference, the
first of a serias j w as designed to improve the ,rerall control
system as much as possible and to develop uniform understanding of
25X1A9a
procedt s among the Aroas. also served as CIA
25X1A2a
Control Officer for and was CIA
Custodian of Registered Dco-tvnentso
Two other important events took place in 1951. The
L i b r a x r ) r published its first Last of P e r i o d i c a l s C ron v??r Available
in the Library. The maintenance and servicing of the cable
reference file was transferred from the Library to tine Cable
?)
Branch of the Liaison Division (LD).
25X1A2g 25X1A2,,.g
sK documents were ~*ransyerred from O; , to CCD custoc - in Oct 1951
(Memo from CIA Librarian to AD/CIt Documents" 31 Oct 51. CM,
in Library Daily Reading File 195 68-116/2)
Memo from CIA Librar an to Security Officer,, CIA "Annual Report on
Special Duties" 1 January 1952 SEC? T (in Labraiy 1952 58-9801)
25X1A9a 0perat ons Staff,, OCD "So_-rw Comments on Statistcial
Measurement of OCD's Workload" 3 March 1952 SECRET (in OCR Y-:ariy
'Statistical Tables 1947-57 SCV, 59-87501)
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CIA$s Support to the Libra of Czan
- 1 c Gata oge anct cos siofs -s- -3-22
1117 scu on cover the I2Ti1t'e period of C1 's
711 -1
support to LC for Slavic catalog and accession 1istabeginni.ng
,rith the first arran erients in 1951 ar_til support ter inatedin
1967? It appears in this chapter because the CLQ Librarian Twas
the responsible officer for these projectso
am 16 November 1951 the DCI had approved a IC request
or a Special project 'Atp provide for the subject index to
ens,-, ?6 011
the Slavic Union Catalog and for the improvement of the
--- - r 25X1A9a
Month y l List of Russian Accessions.,, worked out the
arrangements t ith. LC and the Library receivad ? I a sat of the
Cyrillic cards. This Cyrillic Subject'Union Catalog (CSUC) project
was terminated in 1956 with the nine positions transferred to the
feces; ions- .ist staffs
The Month3llf List of Russian -Acces=sions (HMS. The title vms
changed in 1958 to Mont: v Index of Russian Accessions-MIRA- as
a mare ecplanatory title and will henceforth so be designated) was
first published in 1948 and was a Co mpr&,en 3i e record of Post .-
World. T'Ur II Soviet publioatiens in all fields of 1 ovTledge received by
us
LC and sons 2C0 ether rmjor libraries. In 1959 CIA through OCR began
support also of the "Last European Accessions List (MI) s published
There had, been only auti-ior control
1 Memo from Deputy CIA Librarian to PD/Training "utilization of
Personnel with Russian Translating Ability for LC Project?t
19 February 1952 COST' (in Library Daily Rcadirg File 1952 68-1_16/2)
Entire Folder Library of Congress 1957-67 (Box 67-515/1)
>; Nei orandum for the Record "Discontinue uio> of the CSUC?t 6 March 1956
Unclasgii ed (in Library Daily Reading :lima 1956 Pc c 63-116/2)
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by LC since 192.
Funding by the Agency for the Nfl rose from a total of
25X1A1a 25X1A1a
approximately ~in FY 52 to a peak of almost
2
by FY 62. Costs fors o t to the EEAI were in FY 59,
~~C~A1 a
rising to a total of for FY 61 when it was phased out,,
after ? imilous consultation with the Comranity through
USIBBIs Committee on Docnarentation (COBIB). In 1962
the Agency secured fox the MTRA additional financial participation
Troia. th0 National Science Foundation and LC itselfo CIA costs then
stabilized at thev'e1o 25X1 Al a
As financial pres3ure built up on CM., and more part ic,,%Iar2,y
OCR., the priority. in ae Lance of the support to MIRP continued to
drop. It was felt that access to Russian publishing had vastl-,r
improved compared =aith the early 1950ts and intellir .,ice user;
were no forger making substantial use of the rafei ce aid. Aa-for-?
tY~? haph3 c Lnf eat-h- ~vt'p an o"lit -~2
Fro. ;rarr----(~~'}~-r>~d_by__LCr.f~r-th~=.~yc:-4
Div notified the Librarian of Congress on 5 October i:965 its
decision jo terminate CIA's funding of the MMIRRA in FY 6,?0 This
occurred after much correspondence between OCR and LC and even
Congressional craestioning regarding CIA's termination of support to
the MI EUo
T o_-scu Ow~
-chaiter _o-Bl s,pie - :eels!
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Other early support to LC soon in toe mid-19.150's
when the Library began to regtLzr:1y tr. ansf or foreign
publications to LC -which (a) had been utilized by research
components of %'JLk and =wren riot E chec ed to be retained
in the CIA Library, (b) were ` yhival materials no longer
required by CIA (for e:zample, he captured Japan-ese collection).,
or (c) current publica 'a.ons receised as a result of the CIA
Ii.brary's world- ride selectic rogram, but were found to ha"
little or no intelligence val.ea By 1959, an average of 8,000
pieces, boo's and sarial3j had been seat to IC each r,.cnv.j'o
ype of
A different sup -port began in Deca giber 1952 when one
person from the Circulation is nah was detailed to IC on a
fulL time basis to handle serve g and charging out of all
CZA requests, averaging 37 a &.70-
History of Branch Libraries (1516)
On 11 February 1952 UTA Branch Gam Library located in
K Building officially opened 1t3 doors to serve the Agency
components in Buildings I, J,, 1 and L. The initial staff
two persons was soon au.gr..ented to siXO
Branch 'I`NTO was actually
May 1951, but was nand the
started in the eaw Zr sprng
es ?biished one year earlier- in
second brand- because plans had already
of that y/ar for Branch 01 E0 Matthew
p the Director of Train-=_Z' had requested a branch library to
Baird
support the uncleared per sonnet going through t -ia recruitment
process in Alcott Hall,
vj Ltr from CIA Librarian to Dire =.rocessing Dept,,, 1 "Transfer of
Selected Materials to IC" 3 NO 59 (in Library Daily Reading File 1959
Unci - o;r 68-116/2
Memo from CIA Librarian to AD/ "Inter-Li brar Loan Serv9 c e
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The r'1a.i.cal Office completed plans in 1952 for a branch library
to be located in 'antral Duildi.ng to s erpra the medical staff; Branch
TIEUME opened there in November 1953a Library adrniniotraticn lasted until
July 1959 when the N`edical Staff took over completely.
25X1A6a
Branch FOUR serbing, the Foreign Docunments Division (FDD) at
25X1A6a
?Building was established in !,Toy 1953 to function as the focal
point of procurement, receipt and retention of foreign language
publication, in the Agency. This occur-red at the wire tirrm as the
foreign ptfoiieations procurement function was transferred to the
CIA. Library.
Bra.hch FIVE was opened in Septanber 1954 in Barton Hall to
sefrve the Office of Scientific Intelligence (OST),
As the- Office of Training (OTR) programs evo1v d,, the training of
uncleared personnel dropped out of ti pictuf6a and the role of OT:R
Library and CIA Library Branch WO in training overt persozrnel tended to
blend, In, October 19579 Mrs Baird nisi the AD/CR agreed that GTE,
Library facilities should be consolidated y Tito a single branch of the
25X1A9a
CIA. Library in R & S Building, , Chief of the Circulation
Branch, managed the take-over from OTR effective L November,
25X1A6a
The furthest afield branch library was established in- in
25X1A9a
1958 at the request of Chief
25X1A6a
of the - Stations Again was tapped for the job of
stw3ying on :ts the need for a station library. He reconvended
__ -
See page
Also recommended by L:igrary Gonsultants. Coe Consultants Report, ,,ire X711:
J tatua Ke;p ct of Foreign Branch, CIA Library., 7 Oct 3 CM 7
(in CIA Library 1953 58-9811)
Repors, of the Library Consultants, 3.8 May 1957 SECRET (CRs Historical riles
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the establishment of a reference and infoxnaatt~ont activityo Mrs.
25X1A9a '-on s
from his staff became they first CCR Librarian
on 1!3 Fcbruaxxy 1958 and sex-red until 1961? The .Lora-r terminated
:its support in 1964 as the activity no longer required
professional administration,
The Office of Cor nunication..s Library was transferred
to OCR with a V O of two persons on 1 Nay 1959 to increase
managerial efficienc.,r. This is the only branch library still
under. CIA LibxA.j..adminis tration in 1973.
In 1960 the Language and Area School Library (I.AS) became
a 13ra:nch - brary. It as phased out in 19% because of the eut@back in
area training.
In 1963 a branch Library was established and staffed fort he
Office of Generq? Counsel (CGC, The staff
one was a cinistratirrely
transferred to CSC in 1966.
The last tranch Library to be established
was in the Office of Research and Development (ODD). Opened in
July 19669 it provided direct support to ORD9 including the use of a
manual "profile of interest file" for calling new materials to
the attention of ORD subject specialists9 ORD took over the administration
in mid-1968.
The move to the new building in 1961 obviated the need for
Branch Ljbraries O1E:s, F.-NE and the Training Library o
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i952
OCI.t's mono to the Riveroide Staaf_usr in April 1952
resulted in the Librarian's office being placed "in the loft"
above the troops,4 except for Reference a nd Circulation Branches which
remained in"Mt Building. A1'noit co?current with the nave,
the Library had its second reorganization0 '3ased on a survey by
25X1A9a
entitled ItA Report on the Files and Circulation
Sections of the CIA Library"., a new Circulation Branch ?.ras created
made up of the forrrRr Circulation., Files and Microfilm Sections of the Refer
once Branch. Both the Analysis and. Circui tion Branches were organized,
on a source basis' slixil ar. in i ttern to that of the Liaison
Division. Gommients were also batched according to rain source of
origin.] The Processing Unit of the Document Branch, perforning
duties in connection with pre]- ra nark;- eatalo; ng )typin .j of
incoming documerrta,, vas transferred Rio the Production 6ectiona
Arzlysis Branch, The project for rricrofilmi.ng all t,ntelligence
documents was transferred from Reference Branch to Do; u ent
Branch with n1ns positions added to the T/0 of the latter. A fear
months later this project -rrxs brans: erred to the i?larhi Methods
Division where it technically belonged.
Planner and first editor of Intelligeno ~! Publications Index
See chap li -. on InteUlofax.
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:By mi.d-1952 the Library establisiled an author catalog
of Slavic materials consioting originally of Library of dongress
preliminary catalog cads and augnented in August by thB :Bret
I no m as the lAC Union Catalog,
increment of the CSUCQ This cata.lcgjwould eventually contain, in
ad.dition~ entries for S vic materials in Arr r G-2 Library., Air
Fore-_ ATIC Librry' National. cent3ral. Library in London and
Armed :Forces Medical Librazy, amounting to US,OOO ti tlas.
;o ever, the project did not work too successfully, becauss of variations
in catal.agLng practice and the resultant i>co alibi lity of Cards for
filing puzrposes. Moreover' increased availability of Russian books
through open channels and the CIA policy of loaning .. unique
material to LC for microfil..ming and listing in the MM were
addit seal factors in favor of terminating the project ~'
ii* The L=ib ? s s main contribution to research assistance was VI
publication of "Selected Reference Aida to Cyrillic A'!phabet, Materials"
CIA/CD # 3, October 1952, an annotated list of tools in CIA and IC of
interest to a.ntell..igence'0
* AD/latell.igence Coordination requested the ACI (through the DD/I)
to take the necessary steps fo the production of a ciassif- d
Union Catalog of USSR and Soy-iet Orbit u;~l.ications . he D " D
therefore r~:quested two additional GS-7's for the Library. (Memo from
Ail/CD to DD/A "Request for T/O Ch uiga s" 24 July 1952 COi' (in
Folder D ;)/A 19S2-53 Box 58-93/2) J
AHI'.M-23 8 may 1956 (in Folder AH ' Information Processing 1955-56
Box 58-90/5
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dlan over Squeeze
25X1A9a 25X1 9a
In July put,; Lib: ariaa, replaced
25X1A9a
as Librarian and chief c:f the Book Branch, became deputy
25X1A9a
Librarian. The manpower squeeze was being felt and the team
made a plea for additional personnel In a memo to the AD/CD, the gro h
of Library service was statistically ;o.resented:
19.8-49
1-949-50
!950-51
1951-52
Reference Questions
6,817
89250
12,591
17,000
Docume its Supplied
34,Q64
x015
64x794
90,~L00
Books purchased
8,18L.
109 60
24.9436
44,1100
Subscriptions placed
2,576
4,,2156
3,891
6,000
Books cz:italo ed
4.9164
h,906
4,920
7y.1400
L-1-1 arming Serviced A surveyw az ikride of the clipping service
which was a candidate for the econon-1- axe. 179000 clippings were
analysts
sent out each month based on 3,1,5 reg7~~errents0 Due to t kuu and cry
of "inestimable value",the service cc:it:inued for another 3 years.
The T/0 , however, was reduced trwice in 2 yews, from 10 to 5 in
19.2.
F IAb3bl
The termination of the indexir; of Dai:3 Reports
in 1952 is discussed in the Tnt
of az chapter.
blection. The important positon of Selection Officer was
established in the Reference Branch - 1952. Selection policy iras the
key to the CIA Librar-r's shaping of i' s reference capabilities,
Memo from CIA Librarian to 4D/CD "The CIA. Library Dirty Linen" 23 Dec 52
SECRET (in CIA Library o952 58-O,-:/l)
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Among the principal considerations were (a) ? ncwing what
the major requirements of the Agency were likely to be
by studying the borrowing and purchase patterns of individual
.requesters., requirements lists and reference crsestionss and (b)
reviewing trade announcements., bibliographies., book reviews
and catalogs from all over the world, The emphasis was usually on
current material,, with heavy reliance on inter-library loan
for histrmical background ite9ag. Originally set ttp for the pur-
pose cT selecting material for the book and periodical collections,
this function expanded over the years to include similar responsibility
for the document collectiono Selection officers worked closely
document -
with disseminators and classifiers in determining what: how
and There classified doc*,;Tr nts tiD uld be handled in the CTA Library.
They also alerted production offices of ne-v and forthcoming
pu;cliv ations p
A Joint - Liaison-Library Selection Comin7 ttee was also
established in May 1952 mada up of one Liaison officer and three
Library representatives from AnaLysisp Book and Reference Brarches.The
Corrnnittee deteridnrad processing treatment for/ docu. rents secured by
.Faii}idxi b: i _e ?~.he CIA -Library
`Selectio:~ fficer.R.esponsibilitias,
CW'C _
Qtace6
celni~e;4 -, o59For Official -~se..~~
In , r older-?M Ndt1ces 195 -59 - :c z4'9 /i
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Lion officers, publications from the Foreign Service and enclosures
which required specialized treatment
:1.953
Tie di.A Library added to its managerial staff a Deputy Librarian
25X1A9a
for Procurement.- aN ex-Ar rry Major who had been G.-2
Librariano This jab was created at the time that the Foreign
Pi_)lications Branch of State Department ;,ms abolished and the iminortanu
for'-sign publications procurement functioh was transferred to CIA..,
D.q 9 M: r 1953 tht Foreign Branch (later called the Acc1aisition3
Br,.inch) T,-ith a T/C of 35 pas itior!s became part of the CIA Library
25X1A9a
with as its chief
Retrieval for the Intellofax System w as not t ha responsibility
of the Anal psis ura nch but of t;je Ref erence Branch. The reasoning
behind this separation of input and output was that professional
librarians considered Intelloi x queries no different CJe:an any
other r` arence question. In 1953 a policy was inaugurated whereby
one senior analyst/classifier was rotated from the Analysis Branch
to Aeforenee on a weekly basiso Tha gains realized were evident tu
a id der understanding of reference problems and a closer knowledge
of the end product.
T of ur_ i 7;, was he retrieval. aspect o me oiax combin i with
input,
!J Mauro for the Record "Establishment of a Joint Selection Co_ ?nittee'?
29 ray 52 GONF (in L~
)r Daily Reading " i.le 1952 Sac 63.116/2)
J Status Report on ForeignBranch,A C7A Library, 7 October 1953
3I (in CIA 7ir,L')i'c.2"y 105
',3 K8-+9 /l)
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In th6 Circulation Branch a Serials Unit 'eras developed to solve
the zrarty' specialized problems concerning the treatment of the ssria1s
collection, in coonera :ion with LiAison. Division,, arrangeren-ts '?rere
n'o,mplsted giving th^3 Circulation Branch direct access to Arned Services
.i Information
Tecbnicai Agency (ASTIR) ror the procurement of reports originating
from contractors; for the 'je?7artment of Defense,
To publicize oertaii special collectioxas f '+r the quit of
tine intelligence co,munityts research componehts$ the Reference
Branch is suad four r?-ports in the Special Re ;ow-cas Ser. ips: (a) materials
from the archives of the An rican Aw^uian Chamber of Co;c Tierce
(b) references to tho USSR in Arry records (SRO-2); meraain abstrac?
off' Soviet technical literature (SRS-3); and (d) Soviet and Satellite
economic plane and ful.fi3lrnent (SRa-.0a
19'14.--
25X1A9a
in October 1954 resig-~ d as Chief of the
25X1A9a
R-Nerence Branch to accept a position dth USA" and
25X1A9a
e ditor of the Intell enoe PiZlicatiurss Index, transferred
from the Book Branch to becorrn Reference Chief o
The Special. Resources Section issued to publications requiring
a yearts preparation: t4Bibz iograp kr on Report ?~ i tirg9 and ''.",?ui n to
Intelligence Reference material'' (266 pages rith. 580 itezrs, identifying
collections in Wwshington governrzrzzt lib: aries)0
The Foreign Publiea fen Branc'n f State epartz.~xrt"" as~
transferred to C - : I A aY d the F oreig ranch withfa---T/_ ?O of # 3.5
becerna pa of the CIA Libraz o/ jfr --jr'r
in Agency Archives ec ord" apy9 7prc a.a s our c-~ s eries
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 -`-17
LY
1
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1955
It was time to reorganize a ain. The on duay T/O eras the highest
they Library ever reached.- 248. - Foreign and dornea'tic publications
procurement were consolidated in a s ingle Acquis itio w Brans ea.
The former Book Branch dioappeared0 All subject indexing functions
of the CIS", Library were combined in. an enlarged Analysis Branch--
renahred Analysis and Catalog Branch., corzprising thred sections:
Report3 for indexing intelligence reports into Intell.ofax;
Book for cataloging books; Periodicals for indexing finished
intelligence and periodicals and for the clipping s^siice The
Special Resources Section of 'r'eference was abolished as an adm n, strative
unit
'If The Library .made arrangements wri-th. the Library of Congress whereby
prof+ Professional personnel recruited for OCR were utilized by IC rhilo
awaiting full security clearance* These people worked at LC on
projocts that ?ere of benefit to CIA
O
O
-C
t
ith th
E
S
was removed from the Library aau, igftt
was established shed as the Classification Control Staff under the AD's
25X1A9a
Off ice with as its chief
Memo from AD CP. to DD/I tPSuatxm xy of Relationship bets-: en LC and
CIA'* Oct COM(Chrono :L9.54-55 60-54 8/1)
Su nary of "~e. ?elopment s in the Field of Personnel Or fa ni.z ation
Foreign Travel, Budget and Space for Mai--Sept 553,,,-'Adman 1953-57)
!T= 60-a39/1}
oncurren
w
e
AO=aw reorganization the Top
ecret Section
25X'1 A9a
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1956
The clipping service which had been in existence since
1947/48 was finally terminated due to budget restrictions. The
Weekly Accessions List was also discontind aster much agonizing
over its usefulness. The Library took stops to strengthen i? Treaty
collection - due to the flap which occurred at the ti're of the Suez Crisis
A
v LO U 4-&16 ttC~,'J
Washington government area Tu41
brarr undertook to establish
*iicrofilsring schedules with IC for the latter's out-of-print treaty
reference work3
25X1A9a
iii", the Librarian,and Chief 9 Acquisitions
Branch., 1e- t on a round-the-world trip in August. i .le they -were
away, the biggest reorganization xp to this t irr took Plzcaa To achieve
a more effective utilization of manpoeTer,, coding and dissemination
were placed together with the creation of the Document Division, Management
fit that adding the dissemination activity to the Library would rinks
the latter -boo au gieldy, This reduced the Library's T/O to l1 a and it
was no longer the largest s ingla Division Mt OCR, Circulation and
Reference were left basically intact. Book cataloging was attached
to the Acquisitions Branch*
Pr for to 12 December 1956 tKA s ervici c1r
y ng of,lrequests for loan or
additional retention copies of State documents anti conversely for
requests from State for the sariv service of CIA produced izxtelligens
had been handled by he Liaison Division. These functions were assigned to
theCircu]ataon Branch on the ,abtr date, working through the Interagency
Document Service.'-
25X1A9a
Letter from. 19 October 1956 (in Chrono File 1956
Box 6G-5),.3/1
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k' Memo from Chief9 LD to Special Assistitnt; nte].ligenc~ Dept. of State
t3Reassigrmzent of ;unctions within the Office of Central Refere:ice, CIk
%V C,1pl ^ "~ / i J7 r-zz4" Tkl" / i b v x,44'( to 0' 1 !Lt V
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Library Consultants t S_, ere (19 71 and Task Teary Reports (1958)
The Library underwent a traumatic experience of a thorough surrey
of all its activities by a panel of three professional librarians who
spent over 3 months in 1957 in OCR. Because documentation processes
dare also under scrutiny., the survey included the Document a nd jIachi r
D: lions as well, The three eon.sulatnts- 25X1A5a1
25X1A5a1
25X1A5a1
were not favorably impressed frith the Library operations and
related activities. They recon ended a clean sweep; with the adoption of
25X1A5a1
sorm typical manual library practices. _t robed vigorously
25X1A5a1
into the details of the entire reference problem. interested
himself prirnaeily in the Library collections, in relations between
the Library and the Registers and in overall problems of office
25X1A5a1
policy, command and operationp concentrated on acquisitions
problems. Dr. Andrews' reactions and blunt answers to the Consultants'
ctriticisms are covered in the overR11 OCR history for 19570
The Consultants' Survey will be discussed in the light of the
Task Team (TT) Reports of 1958 as in most cases the 3.6 Twins appointed
by the new Assistant Director, Paul Borel9 delved into and agreed or
disagreed with the criticism3 of the Consultant.. This chapter will
not deal with TT 596 and 7 which are concerned with Publications
Procurement and the Epecific operations of the Acquisitions Branch- a
separate history chapter. Nor will at discuss TT 13 thro h 36
which are covered in the overall history. Da i4-o, do s 3t au
Repo;: t of the Library Consultants 18 May 1957 SECRET
>) Task Team Reports 1958 SECRET 2 volumes Kt cs
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Intello.xL,ax Task Team No. 1
had devoted a great deal of tires exanining, dissecting
zbAlAbal
and unre1entlessly attacking tha Inteliofax System in sll. its
ra fications. TTI's seven-an committee cane up'i the longest
study of all the Task Teams- 90 pages including much philosophizing
on the part of the chairman about information storage and retrieval.
The co ittee pas uicipat :d in a joint ques `, ionnairc with TTIO
(Reference) and TT11 (Information Center) designed to elicit
information from customers regarding their attitude tol''and opinion3
of the OCR information s erviceso Some of TTlts findings overlapped
3 (Codjc__ ) and TT9 (0atalogir-g) in the use of the Inre'lli ence
Sub, ec t Coma nd with TT2 (Machine Use) in the machine applications of
the Intellof'ax Systemo
Bef are the Task Teams were actaai_ly organizedp Mre Borel had
asked an user analyst to stun OCRs docturnt system in light of
5X1A9a
the Consultants' findi !.gs0 of the Office of National
bstimates prepared a thorough 37-page steer which 'iro Borel trransw
mined to all CRAG members and, because it dealt primarily with the
Intellofax Systenp to TTI.
TT1 confirmed the Consultants' main charge of unreliability
of coding a nd ercodin ?:u:G feduced the de ee of this unreliability to
*Basic ex nations of the tellofax System app ear in the chapter on
25X1 A9a Int.11ofax
'aTra.nsnittal of Vies on OCR's Document Handling
Capability" 3 January 1958 SECRET (CRS Historical File,)
CRS"0 3-58, 17 January 1958 SLCRET (CRS 198-59 Bc: 66.196/1)
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a smallar percentage, arguing t hat it pointed to the
necessity for a revised ISO tdth tools thatt uld contain enough
infcrr ration for proper code choices, namely an Authority File,,
The Team -.greed that citations ',;ere inadequate and had to
be Lnprovedo
ut'me ^ claims against the System were that it was i suff1cientl y
uscd, 31oYx, untrustworthy, costly ,. r r, ~?ired excessive s pace,
overl apxp d work done in the ? OCR Registers and failed to
provide service at as high as irrt?e1iectiml level as is needed
for the ;'ograms of the Agency. TT1 pointed out that Intello_iax
was chosen as a solution to a requester?s problem if the informa-
tion he needed could only be four in information. reports; that
J~ K
1-2 days to satisfy a request eras not unreasonably slow; that
it was impossible to compare the cited figure of $200 for each recoi~zr,?nded
search with any nor-m or ideal; that : i open card catalog
and ter! intact hard copy file would take more space than
Intell c 'xy that the Consultants confused rTultiple processing
among the Registers with duplicate processing and that
Intellofax could not retrieve b;,r name of individual or plant,
The Task Team felt that the Intell.offax System provided very
sophisticated service when combined Frith the researchers,
screening and searching. TT1 and 3 both recommended that
Even before Aso Borel had takcm up the coi munity problem of
it proved titles with the Co~imittea on Documentation (COD-z3).' the
Analysis Branch had prepared and put into practice a '"Guide oa Ha-'r
to trit Abstraots and Title Exparnsions" in l ebnu w ?_y>9r
(Attacbment to CODIB- .23 16 Marcos 1959 in CODIS 19.59 BcDc 64-343-/"1.)
n~ Tho questionnaire s hared that slcrprness vas the least frequent?ir
cited reesson for lack of use,
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the Analysis Branch be divided by subject/area specializa-
tion to raise the intellectual level
Tt:,,o other criticisms I er,!" di ec tth to the mech?:: cca-
aspects: same data did not appear on repeated runs fcar
the same codes and older T3Ni cards were unavailable.
According to TTI and 2, the Machine Division had a'!rea(ty
instituted controls and corrbined card files tp prevent a
recurrence of serious errors? The unrilability of the cards
zas partially tr'ueo. TTl discovered that requesters
had not always been inf'orrned of the possibility of the return
of cards older than 5 years from Records Centeno
During the Task TM- ^It- investigations, a Composite
Group was set up as an e )Ter1r ent to handle Intellofax runs
in the Reference Brvncho The Group cowi3_sted of one regpre-
sentativa each from the An. 25X1 Aga
lysis Branch t also
a.
25X1A9a
member of the Task Teaia) s Machine Division ( )
and the Library/Reference 5X1A a ) p Tntellofax retrieval.
under this arrangement reflected the r l-%i min efforts of
the three divisions, That the --e; Composite Group
was a success- and TT3 also approved of 1t is evidenced
with a senior Antellofwxer or rotation for a month.
by its continuation It was f inall;r given the
more descriptive name of Intellofax Reference Group (IPG) in 19610
Surblac, e aiiz~giorL was C ons .Caere' ut~ never put Into
csff ect, cause a lar n percentage of t'he docarrents were multi -
supjecto Tic eventual reorganization of the Analysis Branch
in November 1960 was by area specialization. Sea chapter on Document
Di,ris ionm
See drscr ip t ion in over all OCR history 1957- of Dr, Andre s s
answer to Wfhe Ten Horrible Cases.'4
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Machine Use Task Team No, 2
This Task Team., consisting of three individuals T,rith varied
degrees of acp.erisnce In rrachiiia date handling syster operati onsa
fog. id some of the Consultantst criticisms justified. TT2 agreed
that fight Subject and 11 Aria files in the Machine Division-
were too many and impaired the effieie-cy of the Sntellofax operation?
It also d ~? scovered that the machine sorting of '.e Area File was
minimal' and it recommended- that all marts of be combined
in arranigement by area code only. TT2 agreed with the Consultants
that the electronic facsimile printers had become outmoded
it recoriended that the Photostat Expeditors which supported
the Card List Camerassthe replacement of the facsimile., should continue
to be used because they could readily be converted for use ~rr~Uh hard
cow or aperuure cards aLd because, the ser ices they provided could
not be obtained at a lower cost by other systens as the Consult~-Its
cla:mmd. TT2 disagreed writh the charge that the machine files
required excessive space. (see TT'l above)
Cod., Task Tears No. 3
This Team covered a variety of subjects., some of .h.ich
overlapped Urith TT1., 2 and 9. Charged with a stw y of the ISC.,
it nade no tests on the coding scheite pr se' because the ISC
was already in the process of eyctensi7 revisions0 TT3 agreed
with the Consultants and with TT9 thqt OCR should adopt the LC s-ao ject
cla;3sifi_cation., subject headings and cataloging system for hooks.
Two rain claims of the Consuttant:r that the aperture cards shod
be disc or tinned in favor of an intact hard-copy system and
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that the Intellofax punched card system should be replaced
by a manual card catalog were partially accepted by TT3.
It recommended the e dtablish rent on a trial basis of a
145 year collection of hard copy documents but historian's
underlining] as a supplement to the aperture card programs TT3
stated that, although there was no s ui7stitute for tam extensive
searching capability of a good machine indexing system, there
might be some advantage to the rapid browsing ability offered
by a card catalog, It,, theref ore, recor,mended that such a
catalog be adopted with extra IBM cards prepared as a by-product
of the Intellofax file* '
In attacking the Intellofax System the Consultants urged
that it be replaced by an cpazded It J,e-abl:abnsIn 'I~
to cover all documents, books and periodicals articles, including
F IAb3bl
materialso TT3 rejected this recomnendation based on shear
augmented
size alone, estimating that an annual cumulation of the..IPI
would be three tii neg as thick as Webster's unabridged dictionary.
that
In, addition, TT3 asserted the publication would not be as current
as Intellofax and the total e xpenditure ?would be more. TT3 re-
. ccrnmzended, however, a printed index of published material,
possibly through an a:eternal research contract0
At the recon endati on of the DATA/CR in January 1959, MMir, Borel agreed
to defer further action on these two reco i endations until OCR had
opportunity to evaluate the impact of the anicard experiment on
an
R operations. As far as this historian recollects' these two re-
mor.mendations were never raised again.)
FOIAb3bl
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Selection Task Team No. 1s
TT4 was. assigned the problem of studying the publication
selection criteria an determining if the Agency staff participated
in the sal ection process,, if there were a satisfactory selection
policy a d if the sele ion function should be in the Acquisitions
Branch or in the 'Reference Branch. The Team recoL fended that
a committee of Library selection consultants be desig L` e e iao
channel subordinate to and an e .tension of the Central.4 Advisor
Group (CRAG- established by M r0 Borel in 1957) representation
to receive research progranning and project planning papets.
both
TT1. gavel plusand ri1'' iuw marks to the selection policy, It was riot
satisfactory ;n that there were selection standards a rd practices
were
for which there no official endor$ementa. Writt^n staterzerts of
poli.cyp criteria and procedures r, ere also inc~kaplete. A plus
mark was g1ven to the emphasis on a strong reference and
bibliographic collection.
Circulation Task Team No. 8 /01
ti
25X1 Aga P Dep-aty Librariannd chairman of TT8, was also
Acting Chief of the Circulatio1i Branch for a short period in order
t'_!3
to coordinate TT study end to delvr. into clwculation vre33&
TT8 studied In dotail Ahtual operating procec .r f orris in uses
files or records r .inatined,, working tools and equipment : railable,
staffing patterms9 the wrzistenco, If any,, of duplication of
effort and the possibility of combining .motions, or ,per atlonso
The detailed proced?ra] charts waeb by the Ti rnerth _frori the
Managsrient Staff provided a useful. manage ncnt tool and saveral
s7~ggestions or sl n l ai'ication of wcxrk i a-.thod3 7ere put into ei -ct
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hip the survey was uir .tea way o
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TT(3 agreed with the Cons-=ta: _ts t hat the Branch*as over-
organized with 16 c'ganizational ::nits- It recom ndcad that some
reali. n~r nt of :[unctions sholzl.d :-a-Jo place immmediate2Zr: ultimate
goal should be the consolsdatic., cf Uie ,SerYjce ..Section (r,r th its
four units) into a Document Section and a Book-Periodical. Section,.
The Team also recommended proce. ra1 changes.. more precise cork
a
standctrdsp clearly defined w --k :riethods discontinue Lion of
the indefinite loan fileso Aocor- ng 4-1o the TT members, the
Consultants t charges cf lov pro : sun and slaw s en,"ice could
actio's :
be overcor: by the fol o*dng a s: lift' pr. dcedur-s, outline
precis? worm standards a rid ripe ho--s' : icrofilm all 7JD C docurr -ats
onto apertta cards, annotate sc--,-ce cards -vtheri docu nts ? requix
special b ndling, place cards in Shp card cat,? ogs only or thc;,e
books which were a%ila.ble to use's of the catal,ogs$: assign to the
Branch Chief wide discretion in -, chasing and reproducing rrateriais
when this appeared to be the belly method, of rrvici ng a request f axed
f.~xkzl r, place the responsiibi.1it fo3~ the c istodyend accountability
for materials puxch sed with other than CIA Library funds on the
purchasing offices,
Catal.ir Task Team No. 9
TT9y two members cl Which T,e:-a professional catalogers and
were past or at that tune had c' the Catalog Section, directed its
efforts to studying the card ca 3 ors, the workloads and the cost
of cataLogi.r ,The Tear members -grsed with all five of t'he
Conilri tants t Grit i.ci_s. as : (l) f h - catalogs were inefficient tools
and badly kept, becaitm new arc? _dditional cards Lrere machine fil ei
in the Suaject and Area Catalogs at irregular inter-,rals from 5 months
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to one year,, For catalog purposes the long narrow 1'M. card
was considered ixgzzwgc'uicals T, hather filed on end or on ~ he
s daa (2) Too many cords per title were grade-- 19 per tit" plus
C2 different requirements for special card service. TT9
recommended that carci3 be prepared c-,ii r fo:' tie Cata? og aec ;ion,
Q - "~ for the
(one, Author~litle and one Shelf List ) for Reference
Branch (one Au+hoth/Txt7 c one Sub retg onefi ?:4 ea) and. fo tha
Branch Libraries (one for Author/Title for each library),
(3) High cataloging costs were due to the lack of clearly
defined acct isitian and selection poi icim ,$ P4 to
S " 6 and the preparation and d?stribution
use of 1-;'I
of catalog cards all over the Agency. (4)The ISC fax a g
w a-4not profitable for cataloging booboo T=9 heartily endorsed
th' adoption of the LC claUsification sche_e and devoted it-
self to ootaD?iq g wotkload standards for conversion. .
(a) AsswtLrg that the Consultants giant c$ prod .ctior as
low rather than a7ork1nad9 TT9 pcinued tie',the n: ;ad for a
bettor ba1L^..ncii g of the profc3ssiona.l versus the non-
professiona.i personnel in the cataloging operation.
Reference Task Toam No, 10
The Consultant3 had cxrticized the Reference Branch's
Tr' orx.xtion Unit an several :,corgis : grnssl r ov ors Vag ed9
too much use of untrained staff for aork requiring pro-
fessional competence aT.rail.able tools inferior to thcds
iii most reference libraries,, The Consultants c laced that
analysts must go to many placets to get the information that
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is available but must also maintain large personal files because
Library service is poor and undependable. The Consultants a s o
accused the Bibliographic Unit of low quantity and quality work., requiring
little special c airrpetenca,
With these harsh criticisms in rlindy TTIO stated that the
organization of the Reference Branch into information,, bib? iography,,
selection and Intellofax units dispersed n^anpcwer,e s egmented and
duplicated efforts and failed to da`velop the kind of -vir.11--rounded,
reference co:ipstence required by the: Agencur. The Team recommended that
the Branch be reorganized along area and functional lines,, assigning
to eachspecialist all the reference function s9 including selection.
TTIO Belt that the Referenc staff needed strengthening in econo rice
and natural sciences as well asin the reading capabil$tzr in the,S1avrio
qnd Chinese langniagea. The Team recommended more aggressive i thods to
acquaint Agency personnel frith reference services and to secure
feedback on service3 rendered. It also suggested a more meaningful
system of record keeping and reporting to da,%,cribe and eveluate
Branch actzyl.ties.
Single In:For: tion Center Task Team No. 11
TT11 was charged with studying the proposed single information
center zh ich -or as the major premise of the Conoultants' recommended
,z-.reorganization of OCR? The Tea-n maintained that the Consultants
did not provide a clear and consistent definition of the proposed
inforxr tion centers not differentiating between the concept of
tea centralized information center for CTA in OCRII and of "ono
point of contact for users of OCR reference service." TTll eoncludad
that the single info ration point concept wqs illusory because in
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practice the Consultants themselves indicated that except
for short-term transactions} the customers would be referred to
several registers and/or presumably to other supporting information
units. The Tears felt that the nucleus of a central (in contrast to
[L
41 single) infornation unit already e xfsted in the eference
Branch. TT27. accuse. the Consultants of making too superficial
a stugq' of the registers Land the Consultants admitted as much
and of other units outside the Library for t hem to evaluate
adequately the unique character of their references er riceso
The Task Team was very much concerned that the Consultants had
extended the reference yardstick to the point where it was
proposed to separata the reference service per se in the
Regis terse, in FDD and in the Map Library from each parent
organization and incorporating it into a single reference unit.
TTIl recommended that a central information unit be established within
the Library, and that the following activities A whether
administratively part of CGS, or not,, be located in close
proximity to each other in the new building and that they be
readily accessible from the central 1nforrratian unit : Library$
:Industrial 'peg} stern Biographic: Register! Graphics Rcgisterf
thr Map Library and the Foreign Documents Dkrisiono
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Minicard Task Team No, 12
The Consultants could obviously not criticize the N?nicard
System, in depth because it as not operational in 1957 nor was
there a staff or for nai paper evaluating the gains anticipated from
the new system. The task of TT12 was to determine if (1) Minicard
offered advantages over Tntellofax; (2) the Mvinica_vd pilot operations
had been satisfactori:4r planned; (3) OCR should have a continuing
high level planning and management stteff to investigate t um
TT:-_2 concluded that (1) Mi.-icard did offer many advantges
over lntellofax and would substantial:- improve OCR's support Of
intelligence research; (2) CCR should imznediate7,y organize a Minicard
Pilot Operation Staff composed of a Chief and personnel from the
Machine and Document Divisions and the Library to develop, policies and
procedures and to direct the plot Minicard operation system; (3) OCR.
should have a high 1 ve]. planning and management staff to investigate
new ideas of document receipt, dissemination indexing and r= trieval,${:,.
to keep abreast of new developments in the fields and to stud continually
the OCR system in order to recommend Ehanges to improve its efficiency
and sex-Tice to user offices.
34 See chapter on the Tnte3lofax System for discussion of the Minicard c xaerimen.?
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Leer the Storm 3753-59
What did the Consultants' Su~?vey and the Task Team Reports
accomplish for the Library and the Docum.nt and Machine Divisions?.
It was obvious that marry of the rec?~mrlendations w.a"ere dependent
upon the success of the T?Sinicard Project and tre move t o the
new building. In a report to CRAG in r 1958., Mr. Bore1 stated
that' overall.. the area of agreement between the respective findings,
conclusions and recon endations of the Cons-altantsand those of the
Task Tears was somewhere between 50% and 60%, In sorie cases he found
that the findings were validated., but different cmnclusions or i -
cosmaandat1ons were reached; in other cases the findings could not
be validated.. but similar conclusions or recoru aenc'ation$ .sera
neverthless reachedo The overall history of OCR lists in general
Nr. Borel's 1953 "Immediat Program for Iuplementing
Recommendations of the Consultants mid the Task Teams" and his 1959
"Progsass Report on OCR Progress to Implement Recorinendats ons of
the Consultants azd Task Teai-iis.'1
Needless to say., the Library reorgan?zod on 4 June 1953 and
comments at this time are- ' pertinent to an u d erstanding
of the Library's reaction to the 2 years of intensive ~examin tion4
what the Library Siix rey attempted to do,, and what Task
Forces? including CNAG,. ire trying to resolve ar(3
certain basic goals or standards needed to viwne our
Agency the nest k tad of Library . , a I believe
that the rn untain of wo-c?s being amassed on -what our
problems are ter!ds to overt .eln and becloud fundamentals.
As we u'iC-el L eti :r1Lh reu techniques and procedures in the
new onv3.roa -int which T;e are nar cr?ai;i~ rr.. the recorn endat ions
(by ';,lc: Consultants and Task Teams) trill he studied and
adopted as appropriate to our entrance into the new building. fl
These have been difficult sr !--at I beli ?ve .e can
look f ort,rard now for the next few years to a period. when
our objective of optirrn;um" service arc~ cic.wly in c ght. " J
,J CIJG 12-58 "Summary Task Team Eva1 Lion s and the Fir_d.ings of CCR
r t 'I C r 9,40 C! plr9~'111
Approv d J7 12*t
'r!'~C+a Y a;~n?}
h June 1958 C0171, (in Folder Daily Library Reading File Jan--Juz 58
 LY-32
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Reirita? ized Reference Branch
25X1A9a
in the reorganization, --as designated
Chief xeferen .e Librarian. A Bible ographic 13ection combining the
bibliographic and selection functions T--as established. Sore bibliographies
were comprehensive and very e: ersire to compile; othors were sinp1e
lists of backgrou d reading on a particular area or subject. Some
unclassified bibliographts were "?_eased to State Department's
By.ternal Research Staff which ir_ turn ~sade them available to
scholars anp researcherso The P.Tanch Libraries Trani transferred
out of the Circulation Branch and establizhed briefly as an inde-
pendent Branch0 By December 1958, hocrev r, grey were brought under
of eret:ce Branch :superv i::, ion beca.usa most of their wo-z-k ras of a
reference natures
411- had been
The Catalog '~ection*., which under Acguisitiobs Branch sLice
Ycvember 1956,E was or the first time in its history placed in the
25X1A9a
Reference Branch krhere it has .-trained t c this da< o had
appointed a specific Library Task Ti earin February 1999 to recommend
the cataloging system which would be the most useful from the
48" *
L7 bra:ry
-point of view
Everyone agreed
on the LC system and, although this change was an internal raatter$
Nero Borel decided to so inform CC'BL3 He received its b1essings
and the changeover began in the surrrner of 1959. To Provide for
subjects imadeqr?te1r covered by LO, the Catalog Section produced
-ia anen prnpa=a Q 5 lograp es ors s a
?re IzLbFa
standard library responsibilitx.
This Library activity was a 1nistrative1:r transf erred 1= ~,
morn than any other
Hostorian's i~nnderlini 7
Memo from AD/CR to DD "Release of irfcrmacion to the Acadrmie
Community- OCR's Role" 22 Ju_``e 1962 CG_'TF (il n Chrono Juune- .7ec 62
65-1413/2)
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three of its oT n schedu1w z Law,, Conn irnism and Communist
Parties, and Intelligence and Security. These schedules were
distributed to CODT3 members and sB1 ected non--1ntell3.gence
to evexronets surprise
libraries, including Mc reetaloging eras concluded by January
1963 except for a small n-w~ber of titles in the Historical
Intelligence Collection and because this task was given low
priority, it was not com?-pleted until October 196410
Back to School
The need to train tore librarians had became evident during
the 2 years of irrsestigations, so in 1959 the Library began
i:ts program of sponsoring additional training at r scognized
25X1A9a
Library schools. who headed tie Training
Branch Library, was the fi_-'st employee to receive a
4-Aster's degree in Library Science under Agency sponsorship,
She attended Rutgers University during the school year 1959/#40
Under this program seven nsre OCR employees received
similar training at Rutgers, Columbia and Catholic Universities
at
and Drexel Institute of Te:.h.nologj up through 19650
In line with OCR polio- to coordinate like functions for
possible economies, four positions in the Copy Unit of the
Circulation Branch were transferred administratively to the
machine Division for operatics of the photostat .machines. In fur-
CR 29 Subject Headings and Classed Schedules for Law, Commons
c,nd Corr_mubist Parties, and I:telligence6and Security in the CIA
Library. 1959 (on file to t e atalog ection of the I Library)
Memo from Librarian to CIA Library Staff "Organization Changes
in the CIA Libraxy'u 27 April 1961 (in L?br ry Production 1961
Bacc 3L1/I.) c ti a , ?
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ther orge..aizational changes., ththree--m an Selection Unit
was transferred from the Bibliography Section c Reference
Branch to Acquisitions Branch in order to allm7 the Selection
Staff to participate more activel;j in the preparation of s election
guides for the foreign procurement program and to plan for
the actual location of the Selection Section in thr Acquisitions
Branch in the new building o Recommended by the Glonsultar_ts and
rejected by T%, this shirt was rr p on paper only.
Th-- selection activity never mcv d administratively or physicai.ly
because there was no room in the new building for the
Acquisitions Branch. The Selection Staff therefore was assigned
directly to the Librarian's office. The title of the Chief of the
Catalog, uection moved up a notch in prestige and. became Chief
Cataloger (similar to that bad been done with Chief Reference
Librarian) a an a cknowledgement of the Library-fie ?sparsibilites
of the Chief Cataloger?
With the move to the new building in the fa'-11 of 19E L,
the number of requests levied on the Library increased signifi-
cantly. Intallofax requests were up 31% over 1960 and requests
for the loan and/or retention of books and documents increased
59 a4 As menioned previouslyo the Branch Libraries in Barton
Hall., R & S and K Buildings were abolished and their functions con-
solidated with the main Libraryo
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1962-63
At the invitation of the AD/CR, two consultants
visited the Library on 6-8 June 1962 to review operations
and facilities in the new building and to a dvise officials
25X1A5a1
on policy and ;rocedureso
25X1A5a1
25X-1 A5
submitted quite a different report from
25X1A5a1
the devastating Consultantst Report of 1957 [although
was also a member of that three-man teal they comrnenteic
favorably on the conduct of programs and services and suggested
onir minor changes in organization, training programs for staff
members and the publication of accessions lists.
An OUR. management decision of November 1962 assigned
to t74e(JAS uniI of the Circulation Branch the job of ordering
and distributing military procurf'ment materials which could
be obtaLied without charge from US military establishments. This
was transferred from the Accraisitions Branch to lAS is order to
reduce the number of Library points contacting the same suppliers
and to clari r and reduce Acquisitions Branches responsibilities
regardiiig the procurement of classified and "free" publications.
a7CT ~b ~zt S:a~ ~ ~ i37~
t M '7 63
a~ The Weekly Accession List was started in 1948 and had ceased
publication in 1956, It resumed publication as a monthly issuance
in 1963, partl7 on the reconnendation of the t;?.=o Consultants
and party because of consuzmerst commer&.
)J Annual ` eport of the Office of central of erence Fiscal Year 1962
CTA/CR AR w5 21 September 1962 SECRET' page 15 (in annual Reports
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Ti Inspector General in sport of Sopternbe~r 1963
stressed the need for a rn-eiraluatix of s election po1ici s? :, -I
recommended the establish1ent of a E ?rup of representatives of
the major cor ponernt of the Agency - o would discuss and re-
exami_~.e i'iith the Libra.rjai and the , n of of t ha 6election Staff the
policies pertaining to book procurement. This ,Tas not a new idea;
TT4 and CRLQ Notices 16>59 -anal. 6F-61 !- d recorri nc?ed similar action.
So the put out another CRAG ?'r3tice again urging 111 users
of the Library to participate in the strcngthsnLag of the collections
through comments or specific reco nr-endations
Neer Li'orarian
in 1963 25X1 9a f c ierly with Bid and the Staff for the .
Corr:tunity Z-form-anion processing St-_f (SCIPS) became tea CIA
25X1A9a
Librarian vice v an went to Londot or 2 yearn as Regional
Publicat:io is Procurer ent ~)fficero
yep gem er `M
Sur my of OCR 1963 SLCR,T CR.3. H'?.storical riles
CRAG Notice 16-59 "CIA Library ''election Officsr Respor_si'oilities"
,31 2h December 1959 For Of ioe Use Or.:;-- (In CRAG 1958-59 66-496/1')
CRAG Notice 6-61 election Policy cf CIA Library" 6 Decerrbe.- 1961 CONF
(in CRAG 1960-61 66.496/1)
1..
CR.~.G Notice 1/4 "Selection Policy c' the CIA Library" 28 January 1964
C011F (in CRAG 1962-64 66-496/1)
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4,1 act of CHIVE.
During ? the CHIVE indexii g experiment of 1964, the
as one of its
vhief Cataloger had served senior indexers. And as a permanent
61 ME member he was one of a t ,'vv-man team to revise the
ISC into a detailed indexing scheme to be used for both collateral
and codeword material - the Sub cct Intelligence Code (SIC)0
CHIVE
The Library Staff Assistant ser**ed as the rec-mitment officer
and during the voluntary recruitment program of 1965 the
Library lost five persons to CHIVE.
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E-ct8rna1. Rel at-,ions (!959-67)
Libras o? Congress
Cutbacks in C.TA r s support to LC for t lie EET and the Mme,
hags alzady, been discussed in an e ariy part of t his c hapter0
The AD/CR made an off or on 23 November 1959 to the Librarian of
Congress to supply LC -vrith a copy of every catalog entry repre-
senting original cataloging by t1. e CLA. Library. LC accepted ?ry .h
the proviso that these cards would not be filed in the Union
Catalog because CIA did not w ant to get "into the lending
pattern for open pvblicatio:ism4' Arrangements were made to transfer
the Library's retrospective collection of Russian ne rspap?@rs to
LO 9 By 1964 the CM Library had freed app ro>dmate 3y 2000
linear feet of shelving *vhich provided badly-needed space for
other serial iaterial*
the
Pan American Union and Industrial Co.lega
The CIA Library was authorized by the DD/I and the Office of
Security in 1961 for the first time in its history to establish
a routine inter-library loan relationship frith the Library of the
01
Pan American Union, A similar re1ation3h1p was established with the
Industrial College of the Arned Forces in January of the same year
m
COSATI and US Secret S9rv1c9
The Library was accorded observer status in 1964 on the
Presidentis edpral Council on Science and Technolo,rls Committee
Men o from CIA Librarian to DD/I "Inter-Library Relations with the
Pan American Union" COi'F 17 October 1961 (in Library 1961 64-3i4)
Nano from Chief, LCD to E Off ,cer, Industrial College of the Armed
Forces "Inter-Library Loan Services" 5 January 1961 For Official tise Only
(in library 1961 64-311/1)
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25X1A9a
on Scientific and Technical Information (COSATI);
attended tlhe monthly meetings reguiar],y and this exposure gave the
Library an i -sight into d eve,? oprentA in other government libraries,
25X1A9a
particuiarly non-Intelligence-0 was also desig-nated
OCR contact po;L-it with the Protective Research Section of the
US Secret Service. The Document Division cooperated in scrse:iing
incoming items of possible use in protective research relative to
presidential visits abroad. Extensive Intellofax runs were mats
before each visit and tun: d over to the becret ervice
25X1A9a
via and DD/P channels.
7-Lachine Literature Searches
1966 saw the beginning of machine literature searches
using the systems of Vie ~.t 4na1 L .'orary of Medicine$ the 'Defense
C3DC t
Dcc'umentation Center and the National Aeronautical and Space Agency f-- 11)
A year later at the request of ORDi a
model 33 ASR tele-,n-Iter was installed in the Library, providing a direct
link to the Systems Development Corporation computers in Santa Monica,
California. This supported Project COL. a data base of 54,Q
citations to unclassified article; and reports on aerospace technQlogyn
The a pproach was by author, descriptors or COSATI subject category.
the response was Immediate with TIT pri~itouts at 100 words per minute.
Memo from Chief Reference Librarian to Acting CTA Librarian '~Froject
"CG. C" 1 September 1967 CONF (1n. Org & management Library 1967
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Chinese Publicgtions
The Coordinator for Academzic Relations recommended to
Mr, Borel that CIA make available to fie academic community
eits holdings of unclassifi iel rnairi an . Chinese publications In
more than 2 million pagan
1967 the CIA Library began a prograri o f microfilming t MI
for the Hoover Institution at Stanford University. A microfilm copy
was also made for the Library and the hard co pies were sent to LC.
Servicing
Budget cuts in 196 Caused th@ cUrtailnent, of two Library
services. Special. induces to the National Iiztelligence E. sir-!ten
which had. been prepared and maintained for the Office of National
Estimates since 17-58 were .topped. With the abolishment of the
Bibliography 'section of the 'efe= ence Branchi _ the Library ceased
preparing forral bibliographies and the responsibility for 114-Ated
N#J
bibliographic servics was transfe=^red to the Information Section:
But new services iTere added, The L:i:crary inaugurated a Scientific and
Technical Information Service (SATIS) in support of the Scientific
and technical activities of CIA! in response to a request from
This program was not completed until 1,972,
Memo from Chief Reference Librarian to SA/CR "Release of Unclassified
CHIC()iN Serials to Hoover Iratitu Jion't 17 May 1967 U
(in 7:.ibrary 1967 69--592)
Library Monthly R port for November 1964 10 D:cem'aer 1961 SECRET
(in Folder Library Monthly ?--ports 1^Y 65 71-18/1)
}; CRAG Notice 3/64., U May 1964 "Scientific and Technical Infcr ration
Soi-price" Confidential (in CRAGr 1962-64 66-.496/1)
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ORD,, the Library provided an am owic ement ' s ervic e
by means of reproduced tables of contents of selected journals,,
which were located on displ: shal-Ting at one end of the beading
Room. St IS,wrhich was used e: tensireiy 'out without :,such selectirit 7'
by OB.D and one office in 00, :?rau discontinued in 1967 because of
dwindling Library personnel resoucces and C'iW? s on capabilities'
The Infor-cation S~ctior_ also assn-:mid responsi'oility for
servicing requests from BRIs Irternatianal.
Conference File to w hich BR iad added no new mterial after
1965. Tho Library finally retired the file of 50 bcceo to
Records Center in Ju_1y 1966 because of Little rec nest traffico
To :reet expresacc'. neec_ of IIt?IC, CR9.,, OSI ;%Ia ., the
Library took steps to roceiie, distribute but ,;;,ore or catalog,
se1r ted JS reports. 'on r,~is .ln> and s^ac a research and development.
The volume o2 sur-Ii reports IT3 contractor groups ?bars staggering
and trould have buried OCR and the analysts If received in toto0
,,-as an
The L:Ourary f olt t'iatx A cr' SeN v:ic es Technical Ins orr?:a':ion
Agency (ASTI -Irate aucee ,aci -byr D.; espensibillity,
ASTIR ,Ya,3 not geared t o meet CIA i s needs, the Library
nogotiatcd an interim approach wits, the rascal ch components
of DoD and, separately with ASA.
ej
Memo From. Acting CIA Librarian to D/0R "Disposition of Scientific
and. Technical Inrormation Service (SATIS) in CIA Library 28
Sept 67 S ,CR7r_2 (in Library erg & Mgt9 1967 69.592)
Library Monthly Reports for '{arch and June 1966 ZCHHET (in Library
F 65~ and FY 66 71-.18/1)
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 111-4U
LY-J2
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To ensure all-source reference support (the name of the game
under the CHIVE concept),, the Inte?l? ofax Reference sirup began
on 1 June 1965 a systemriatie exchange with the Special Register
of request sheets. for machine listings of documents.
The retrieval aspect; of the I.ntellofax System was f inal3y
transferred from Library Reference to the Document Division in
November 1965 and the activity was renamed the Intellofax Reference
Service (IRS) with the transfer of one slot from the Library. OCR
Instruction 1-3.. dated 19 October, gave the reason for the change:
"This change places both indexing ar I retrieval of collateral
documents under single management and represents pre-CHIVE planning
designed to ease the transition into the computer-backed reference
world." It took 18 years to achieve an ever hoped for goal on the
part of the document classifiers- to plat input and output together o
Two mammoth machine runs in the summer of 1966 tasked
the resources of the three divisions inTolved in the Intellofax System.
OSIts request for a machine r un for the tau=pose of updating Section Ii.3 of
various NIS areas resulted in 9,953 references. The Circulation Branch
agroed it, ,could mint documents up thirough ei t sages, the c ontants of
o ac aperture card' without viewing. The OSI requester agreed to vae w all
large reports before they were reproduced. During this elephantine tasks
OCR Instruction CR-1-3 "Intellofax Reference Service"' 19 October 1965
CONF (in Chrono July ec 65 71-21)
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another requ rst of similar magnitude as received"' rom OiZIL
This request resulted in 7,645 references. The requester
agreed to the a? e restrictions as OSI and +he Lx.ora
reproduced 100 documents for h1sr: each dayo This numb?" was
increased after the completion of the OSI project. Rasuits : t-00
satisfied but rather overvrheimed customers.
The Future of the Library
in a r::e.r:O commenting on CIA Library cost reduction goalsp
Walter PfcrzheL ra HIC Curator vpno ,Y as Acting Librarian for a
few months in 1965, w r_ of
Personnalvri,se the L braary is at rock-4bottorl.
Nothing significant can be out from any Object
Class without detriment to, or even outright denial of j,
service in certain areas* particularly document
delivery,, We have no 1ow priority activities to
25X1A9a 25X1A6a
, returning from a 2 -year tour of duty in to
resume hi.- duties as CIA Librarian in Oetcber 1965, found a greatly
weakened Library i,nbterms of strnngt and stature. The Acquisitions
Branch which had been part of the Library since 1953 had been
Iran Terrell to PDD in April 1965. He became conce d with the
lack of a delineation of any meaningful role for that part of
OCR referred to in the OCR Five-=Yc ,.r Plan.. 16 March 1966, as the
"non-CHIVE Library g He felt that a few lines on the Library were
necessary,, other rlse the "Libraryts bare bones are fair gar for
further par ngo" He continued with almost a plea:
Memo from Acting CIA Librarian to VC -a "CIA Library Cost 'eduction
Coals" 1 July 1965, SECRET (in Library Or g & Mgt 1965 67--515/2)
Memo from CIA Librarian to D/CR "CCR B s rive Year Pl ban 24 March 1966
Administrative Internal Use (in Libraa^y Org & V t 1966 68-487/2)
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The Plan highlights thq "exploitation" of open
literature througa tra sakes provided by trans1 tion9
dissemina. ion and its subsequent retrievability
in the CHIVE mechanism. The Plan does not ml owledge
that such open literati may also be available
in book or periodical form is the CIA. Library
The Library's daily role., which It refuses to
call "exploitation"., in aiding less demanding
requesters responds to out 1000 reference requests
per month., to say nothing of the Library materials
which the requesters find by themselves in the Libraryo
To have essential. Ls.orary se',rice available takes
high caliber people- cataloging, circulation., and
reference- to keep available a current vibrant collection.
They are as important to the program for making oxen
literature available as the translators and/or mech.
anized equipment. . . !.'here are many facets in the
OCR blueprint for the future T,ihere the CIA Library had
ianporbant contributions to make. It offers its
capabilities as a reniber of this partnership to
help the plans achieve' fruition."
Many of the plans for reoftanization of OCR included
curtailment of Library services with the threat of cutting back
the existing reference., periodical, selection and cataloging
services to a minimum level? For tiinately9 -=f--'- this
September 25X1A9a
occurs in the-1967 reorganization.
L' rLSS 5 1:2 s 5 o:X 3 a
n c v 4 n n ..
M~Yij~lUi _ J .
to be
Originally slated Special Assistant to the Chief$ Information
25X1A9a
Services Gtoup i.n the reorganizes . OCR) - becaaie
25X1A9a
attached to the Agency Retirement Board.
Special Assistant in the D/CRSIs office., was appointed
oa`in7 CIA Librarian and served from July 1967 'ant, l
5X1 9a early in 1968
transferred from CCI to oecome the Librarian in the
new era,
"Reorganti on of OCR'
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