MACHINE DIVISION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00951R000300030008-0
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 22
• Document Creation Date: November 11, 2016
• Document Release Date: July 16, 1998
• Sequence Number: 8
• Content Type: REPORT

0
Appro ed Fo Re se 1999/09/24: CIA-RDP84-00951 R000300030008-
Nfi , 13b f3/ (0-)
This chapter will deal -with those asp c s of, the mMa ND' $ vision 46
UM) not related to the Intellofax ` .?stem 50 "percent of activities
from 19147..67 were devoted to the Inteilofax System and as such are dis-
cussed in detail in %f$ chapter r (Intellofax..)
$ ~- #NXA VO/ MD provided the iecB .ia add technical insets
which enabled OCD to achieve tRe first two functions assigned to the
office by Regulation No. 1130:
Design, develop., and operate such central reference facilities
as will ensure that the content of all available intelligence
materials is immediately accessible to all offices of the
Agency in support of intelligence prod ction; and
b. In collaboration with the Management Staff, conduct research
into, and advise Agency components upon, the application of
machine techniques and special devices to problems of information
control and bibliographic research.
arc.
The,n3s~ion of the Machine Division was to perform he following taskst
a. Maintain and service various filee, capable of being riechanically
handled, which index 114 provide organized '.,,,data related to
intelligence information` held by certain Office components, and upon
request, within its manpower ca- abilities,y:rperform similar gwaetleRe
services for other Agency components.
b. Investigate and develop, when necessary/ new equipment which
will aid in the information processing.: roblemsof the DD/I.
Upon request and in conjunction with O.e Management Staff perform a
similar service for other Agency corn ionents.
co Provide methods and systems plannird service relative to the
use of data processing equip#nnt Vi handling intelligence. information,
d. Maintain and s ervice machine, Q /equipment which are not readily
maintained under service contract.
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 Approved For Release I 99 JRDP84-00951 R000300030008-0
No Foreign is
CENTRAL
REFERENCE SERVICE
GROUP 1
Excluded from culomatic
rI downgrading and
declassification`
69/EV'Cl P84-00951 R0003000
Approved For Release 1999/ 30008-0
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Historically the Machine Divi.,sion had three names from 1-91 -A7
V, 4P - R?-'"rnr_ce Center oi" ,
It was e the Crentral Index of theAOffice ofvReports and Estimates
(0? ,) "Toni late 19146 until the merger of the Reference Center With the
in May 1948.
Office of Co1.1FCtion /// Dissemination (OCD). Under the new OCD, it was
(1D)
designated the Machike Methods Division which name it retained until
1950 when it became the M.ach.ire Division i o remained mitil Sept 1966
when OCA, reorganized an4 the machir_o elements were named the Machine
Support Division. It will henceforth be referred to as MU` 3r this
hapter,( MD had f our y hief s during its 20 years of existence :
25X1 Aga (1) 19!478 he transferred t&
the Management Staff in September 1950 a s, chief of a machine nlannirg ar_d
25X Ag
a ;fie Pelopment group for the Agency.
who P, J_so reported ted f or duty
25X1A9a in 19971had been deputy and had been responsible for thr
development of much of the early squipn nt for the central reference
facilities. fie served as chief until September 1954 when he 7%/'
gf
joined Eastman Kodak Commpany, p 4? h ~in the y epartment.
25X1A9a { who had been Assistant Chief of the Sp ial Register(SR)
and responsible for the machine ceveiopments in SRO, served as chief of
ncv4 nn,. January
UAIU.L.L 13 passed on sua en-7 ~n~ttha 1958. ()11
I VW!
f
Assistant Chie
lt-%4 "VIN- ~; e ted tie op at onsof the Divi
Approved For Release 1999/09/24: CIA-RDP84-00951 R000300030008-0
 Approved For Release 1999/09/24 : C1I84-00951 R000300030008-0
uuassia u , .c
r
uo~yo7i3iflD~~ap ~~
puo Bu;p"BuMOp
3!10W04no WOa} pOpnpx3
I dnoao
WMG u,',71,9.10,4 ON
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as a Navy Commander
who had headed a urge IBM indexing
unit 0I WOW01/ W/ ///'3q during World War Ii was bred
WjC XYV*/##M#%1 as Chief pf the indexing Division of the
Control
Contact egLster, U
ffice t J$ ' Reports and Estimate (ORE)
I')
When he reported for duty 6n F L -- - e~ 1947 he was placed in charge
In March 1917 its
of the Central Index. mission was ,(XJ#X/ifjdg{J
1. Index, ?7y1~ J14%#/y ,AOWJ business machine p-rocedured
the subject matter bf all available r eports, and
other documents, of a foreign intelligence nature.
greparre and distribute accession lists of all
newly acquired, important foreign intelligence
documents.
Locate and identify upon request all available
intelligence materia.I.s pertaining to any specific
foreign subject or area.
Analyze the Index at regular intervals to determine
superabundance or dearth of available documentary
form intelligence on ary subject of interest to
the national security.
apprise the pertinent offices of Ad? the results of
such analyzes or appropriate action.
25X1A9a
25X1A9a
6. Provide, upon request, complete b bliogarphices of
available intelligence material on any specific foreign
subject or area.
7. Maontain and analyze the IBM card files of Fofeign
Funds Control and similar special IBM files for
listings and statistical intelligence information
within the capabilitird and physical limitations of the
xeference Branch.
8. Acquire, code, and process the special US Bombing Surve
Reports and similar documentary files within the
limits set down by responsible intelligence and
research offices, and limited only by the capabilities
and physical limitations of the Reference Branch.
Dy August wrote to t heAC/Reference 'enter
~that
the functions of the Central Index had. broadened since March to answer the
increased needs of the various Central Intelligence Group (CIG) units for
1/Memo, A 6RE to Ado
A ?W4an, ~
p aiafti~vi?t tR~1i c
tion 1917-57. Jobs 58-98/6
RW% %-"0 %Organiza-
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No Foreign Dissem??
CENTRAL
REFERENCE SERVICE
SECRET
GROUP 1
Excluded from automatic
downgrading and
declassification
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and in conjunction with the Management Staff per-
form a similar service for other Agency components.
( ) Provide rn thods and syste s planning service rela-
tive to theruse of data pp6cessing equipment in handling
intelligence 71_nform{:tipfi. ( ) Maintain a*idtervice machinez
or equipment which arP not readi]y main wined up-der service
cprl.*rract.
25X1A5a1
25X1A9a
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 Approved For Release I 999/09p K j _1RDP84-00951 R000300030008-0
No Foreign Dissem
SECRET
CENTRAL
REFERENCE SERVICE
GROUP I
Excluded from automatic
downgrading and
declassification
Approved For Release 1999IbJ/ei9CIWisRIP84-00951 R000300030008-0
 MD-3
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25X1A9a
25X1A9a
25X1A9a
,/
Division (Library).
abstracts of docwnontary material and to perform the work
of indexing and cataloging the Foreign Broadcast intercepts
on a machine basis. (See chaper ___`~ Infellofax). I$$
'With a ceiling of 10 people set for 1948 and 23 for 1949, Mr.
felt that the Central Tndex uld undertake only that
portion of the mission which related to the Intelligence Documents
By 1948 a T/O of) 'was on- e cQk contemplated.
.In requesting an increase in grade for the Chiefs the
2/
Assistant Director/OCD added the following responsibilities:
1.7.,Act as consultant on matters involving all types of office
machine operations and technical procedures for CIS a n1
membbr agencies.
2. Maintains mss- liaison with s pecial.ists both in technical
continuous
industries and companies outside the government and w ith spec-
ialists in the intelligence offices associated with CIA.
3. Maintain continuous study, investigetiont and research
in the field of management engineering to a sstre the use
of the most efficient mid up-to-date methods and procedures in
oarrying out the mission of the Reference 'enter.
Memo, C, Central Index to Acting Chief, Reference Cemter, 15 Aug
47s sub : 1949 Table of Organization for the Central Index, S.
File: Tavles of Organization 1947-51 Job : 58-98/6
Central Index Increase in Grades. (undated, probably 1948)
S. File: Ibid
Approved For Release 1999/09/24: CIA-RDP84-00951 R000300030008-0
 Approved For Release 1999/09 4 - DP84-00951 R000300030008-0
No Foreign Dissem.
SECRET
CENTRAL
REFERENCE SERVICE
GROUP >I
Excluded from automatic
downgrading and
declassification
Approved For Release 1 999/ 4e! lWisRI P84-00951 R000300030008-0
 M[)-3 Approved Fob lease 1999/09/24: CIA-RDP84-00951 R000300030008-0
the machine operations until he retired in 1971.
With a T/O of 18 people set for 1948 and 23 for
25X1A9a 19I9,
indicated ghat the Central Index
could undertake only that portion of the mission which
related to the Intelligence Docmaents Division (Library),
namely the indexing of documents for the Intellofax System,
In reque"ting a
grade raise for the Chief, i(he Assistant Director (AD)/CD added
2
the following responsibilities:
1. Act as consultant on matters involving all types of
office machine operations and technical procedures for
CIA and member agencies.
2. Maintain, continuous liaison_with-ape ci.aliats bn.+. a.. in
technical industries and companies outside the government
and with sp' cialists in the, intelligence offices associated
with CIA.
3. Ma:int?in continuous stud r, _nvestigstions, and re-
scrrch in the field of management engineering to
assurc the use of -111e. most nfficir+^t and up-to-date
W:thods ar3 proceclures in car=rying out the mission of the
eference Center.
Those three responsibilities set the tone for the
on the pact o1
X41 } & managers for. new and imm rovers methods in riae1'ine
techniques,, not only for OCD/OCR but Zso for other Agency
components.
Memo, C,, Central Index to Acting Chief, deference Center' 15
Aug h7, sub: 1949 Table of Organization for the Central Indents S.
l+ile : Tables of Organization 1947--% Job : 58-98/6
2/ Central Index Increase in Grades. (undated., Y probably early 1948)
ApprovZ1 Fpr Re1eas:M99/09/24: CIA-RDP84-00951 R000300030008-0
 Approved For Release 1999/09ftftDP84-00951 R000300030008-0
No Foreign Dissem
SECRET
CENTRAL
REFERENCE SERVICE
GROUP 1I
Excluded from automatic
downgrading and
declassification
Approved For Release I 999/ / etgelWIROP84-00951 R000300030008-0
 Approved For Release 1999/09/24: CIA-RDP84-00951 R000300030008-0
s of mae=.~=3 odd it s s. ,
The book and periodical subscription purchase record
maintained by the CIA Lobrary was placed on a punched-card basis in
1949.
AP CD t all Bivisuons,, 16 Dec 49, sub: Coordination in
1/Memo
,
Machine thod . File : OUR History-Doc 1946-52 Job : 59-375/1
Approved For Release 1999/09/24: CIA-RDP84-00951 R000300030008-0
 Approved For Release 1999/09gCfi- DP84-00951 R000300030008-0
No Foreign Dissem
CENTRAL
REFERENCE SERVICE
SECRET
~FOS~A1f50F ~'~`x
kt"", L-wi,"'3P
GROUP 1'
Excluded from automatic
downgrading and
declosaification
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 Release 1999/09/24: CIA-RDP84-00951 R000300030008-0
Indicative of the -ork PrD d t- 44 c~ - -~~'~C
a
service
is the list of tabulating card/ l%7/ files maintained as
to Agenrry component e r ~J
..a. 2hw Library Book Order file use
brary It T used to comps satist rep grt sae
cu
b? ``Phe Card atalog file was an index to all books in the
CIA Library. the file., although located in the
Library., was maintained by MD.
T~ i o Photograp.bya anyA'er: naLi
were index i`to ,mate al held her or av .3 e to OCRs
Graphics
Wei"
,=;n
t Photogra a was 0'?
4e~sons.
Tn ,pl i ofax 4t'ranged,;a`a codes
Spot Phptography (ground photography).* aid Persork^..?_ity
(photographs of persons). were indexes to material
held by or available to OCR's Graphics Register.
tcgr"ap file: was
eP sobalty.
Tnre~filess the Film (motion picture f i7ms) ,
was ,fix t o?
.-- in "the I4b r f r.
Film Apeits r~ $ used for -statt#cial
? .
pur i s Aso as..~hrrdea tf `f lm storex
25X1 A2d 1 f, The was--maintained
for DD Pa, was used to prepare machine 1stings of
information related to people traveling to and from
'3loc couhtries.
The file was used for preparing machine
listings for =ORR for the analysis of freignt traffic axed..
The River Register file was used for preparing machine
L- % registers of Russian ver vessels f or ORR.
The Special. k ist files containing the names si
business establishments outside the Soviet Bloc with
business transactions with Bloc c un ies w As used for prepar
ins machirs listings for ORR. (4(4(f - l r f Z )
A. The ORR Time Study file
analysis of time
expended on research projects in ORR.
~Jl The Policy and Program Co-ordination file,, maintained for
the W. Plans Division of DD/Ps contained names and indentify-
-Sn d 9 9a ar'C2 0~0 nz% a PAS o evacuation
s
th .1 ti ountrie~ i case war
e c ?
si s ter. The Filiu firs t*,
to gr mind p12bt ogr p'
from e r na v
ln q1 gI) , ,D~~ A ,r?f . ~~, -i /
 Approved For Release 1999/09g6fi ff DP84-00951 R000300030008-0
No Foreign Dissem
CENTRAL
REFERENCE SERVICE
GROUP I
Excluded from automatic
downgrading and
SECRET declossification
Approved For Release 1 9991 i 4eigClW'RI3P84-00951 R000300030008-0
 ! 4-7
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25X1A2d1
It. ,.the file contained the names, geo-
-
viet floc countries?
.
targets in China and nd the So c
(Source documents did not indicate which office in CIA was
25X1 B4d
tl_x
In 19E the following statittical data'"indid- is the amount
ort. ."'' _ ~//~~
-
ach ne su
spent ..... .....t
ff
_
r
o
ce
pp
f
25X1A1a
The NIS Gazetteer Program
Expendituress FY 1963
FY 1961
FY 1965
FY 1966
4 A a4
1 s t t gc 9J ( Y4 CIA-RD 84 00951R000300u30008-0S PPt b6,~
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No Foreign Dissem.
SECRET
GROUP 1
Excluded from automatic
downgrading and
declottification
Approved For Release I 999 9/ 4e3 iW R P84-00951 R000300030008-0
 ND-8
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25X1A5a1
25X1A5a1
25X1A5a1
25X1A5a1
25X1A5a1
25X1A5a1
25X1A5a1
Charged iri.th the responsibilitt,; for the development
-end efficient operation of peci.al machines and equipment for OC;D, and
for providing advisory services for CIA. offices and y y -Tn'
av sort' ( other intelligence agencies on he
availability and use of new in.chine methods and ecjnipr nt for i_ntelli-
g;ence operations' the machine experts in OCD rwrere always looking for
and ecperimenting with nev mrsuems and/or equipment, A few of these
ring the early 1950ts included the followings (1) The .
e~Pro eet. nID worked close7,y ~ th OSI, which had on pally
sponsored this project with
special
personnel. a m chine c evel on- d by w, M / Dr.
and his team from- spent many months with MI personnel and25X1A5a1
40
(2) The Rapid selector rroject. This project
oxtensiori of -die contract,
fins lly amme`ri sd in N can r 1972 that he did not feel much tangible
b
benefit Mould be gained bbr t h project and he did. not approve of an
?i vne ~nacta~.x~
OCD indexing lie rsonnel in tr:sting a comprehge, frsive co g system
constructed from tlLe termitolo r of science athnology. Dr. Andrews l
stated to ( n It I A/ -*^ce Ci 6 V
film with a dot code pattern immediately preceding it and using the
r .`
was carried on joint3,y between ORR personnel and
The basic ideas to combine a picture of a c1octunent or photograph on
search of all material and that It '-ould no be possible to process the
film until all scanning hdd been co-np1Eted. Therefore, the system
,was considered too slo- and cumbersome for OCDts marls Production
Rapid Film Selector. ND corrrlenteci that the system would require n complete
requirements. By 19511,/55 P04 VhWiO/ NID tram
"i1 more interested and involved in the
development (see chapter Intellofax) and felt that it could do a
Approvg0,,,F,?e,Jee+~,~9;/9/~~zPI8,4-00951 R00
30008-
/
 Approved For Release 1999/09g6Rff- DP84-00951 R000300030008-0
No Foreign Dissem
SECRET
CENTRAL
REFERENCE SERVICE
GROUP 1
Excluded from automatic
downgrading and
declassificatoon
Approved For Release 1999/ 4e!gClWA,bP84-00951 R000300030008-0
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25X1A9a
3* MD and Library managers became interested in
the Coordinate Indexing scheme, In this form
of indexing cards were set up foil each subject encoun to?td.,
and on each card, rbcument numbers were entered for each
document that contained that subject. If a relationship
between two subjects was required, than two cards ors-'rips
of cards relating to the two subjects were pulled ti:nd coincidence
of document numbers was noted visually or matched by machine,
CC]) rejected this Scheme as being too eunbersone for a large
cofleetian of indexed material.
Approved For Release 1999/09/24: CIA-RDP84-00951 R000300030008-0
 Approved For Release 1999/091a pDP84-00951 R000300030008-0
No Foreign Dissem
SECRET
CENTRAL
REFERENCE SERVICE
GROUP 1
Excluded from automatic
downgrading and
declassification
Approved For Release I 999?9 Ti9ttA RI P84-00951 R000300030008-0