PUBLICATIONS REVIEW BOARD'S AUTOMATED REFERENCE CENTER

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00933R000100120001-9
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 19
• Document Creation Date: December 15, 2016
• Document Release Date: August 20, 2003
• Sequence Number: 1
• Publication Date: October 23, 1981
• Content Type: MF

~N Q11AL 15 81-65 /~
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2i0CF1981
MEMORANDUM FOR: Director, Policy and Planning
FROM: Harry E. Fitzwater
Deputy Director for Administration
SUBJECT: Publications Review Board's Automated
Reference Center
i1-NoS/8
REFERENCE: Your memorandum to the DDCI dated 28 September 1981;
Subject: Action Taken on DCI-.Approved Recommendation
From Inspector General's Report on Public Affairs
1. Your referenced memorandum has been reviewed by DDA components with
similar responsibilities. I view the development of an automated system for
the storage and retrieval of pertinent information related to the pre-publication
review of manuscripts as a positive step. Consequently, I have given my full
endorsement to the project.
2. The Classification Review Division, Office of Information Services
(CRD/OIS), which reviews all manuscripts submitted to the Publications Review
Board (PRB) and has been reviewing manuscripts since the inception of the
PRB, has a core of reviewers with a greater accumulation of experience than
anywhere else in the Agency. This planned system would enable them, as well
as all other reviewers, to make more consistent judgments in a shorter period
of time.
3. OIS has problems similar to those of the PRB in that it has to record
all review actions made thider the systematic review requirement of Executive
Order 12065 and all material released under the Freedom of Information and
Privacy Acts (FOI/PA). These were resolved by the development by the Records
Management Division (RMD), OIS of the Declassification and Review (DARE) system
for systematic review decisions and the Declassification (DECAL) system for
FOI/PA cases.
4. I believe that the Office of Information Services can make a valuable
contribution to the development of the planned PRB automated system; CRD
because of its experience in recognizing what would be helpful to a reviewer
and RMD because of its past experience in the development of the DARE and DECAL
systems. If OIS can be of assistance, please do not hesitate to contact
Allen Elkins, Director of Information Services,
Harry E. Fitzwater
cc: C/PAB.
UNCLASSIFIED when separated
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SUJI3JflCI': 1'LlhLict]aions Review Board's Automated
Reference Center
ISO/OI:S. es (15 Oct 1981)
Rewritten: lkins:mes (19 Oct 1981)
Distribution:
Original - Addressee w/o reference
1 - C/ PAB w/o reference
1 - D/ODP w/reference
1 - C/CRD w/o reference
1 - C/RND w/reference
1 - DDA Subject w/reference
1 - DDA Chrono w/o reference
1 - DIS Subject w/re:ference (CIVIC PRB)
_1 - DIS Chrono w/o reference
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28 September 1981
MEMORANDUM FOR: Deputy Director of Central Intelligence
FROM: Director, Policy and Planning
SUBJECT: Action Taken.on DCI-Approved Recommendation From
Inspector General's Report on Public Affairs
1. On 21 September 1981 the DCI directed me to ensure that
sufficient personnel and financial resources are made available for
the development and implementation of an automated data storage and
retrieval system for the Publications Review Board. (Tab A) An
extract from the IG Report leading to this directive is at Tab B.. T
2. A considerable amount of preliminary study has gone into
this project over the last year. It culminated in the design concept
shown at Tab C, which was. devised jointly by DDA/ODP and NFAC/OCR.
Resource implications are as follows:
Assignment of a full-time professional data base manager/indexer
to the PRB Executive Secretariat.
The assistance for about three months of a professional indexer
and a computer systems specialist to work with the data base
manager on the final file design and requirements study.
Possible installation of an additional computer terminal to
supplement that already available to the PRB Executive
Secretariat. u
3. Copies of my implementing memoranda are at Tab D. You will
be kept informed of the progress of the "PRB Reference Center" which
these actions are intended to support. This project and the proposals
included here have the full endorsement of the Publications Rcview
Board, the current members of which are:
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MEMORANDUM FOR: Director, Office of Policy and Planning
FROM: Deputy Director of Central Intelligence
SUBJECT: Approval of Recommendation from Inspector General's
Report on the Office of Public Affairs
1. The DCI has approved Recommendation V. B in the Inspector General's August
1981 report on the Office of Public Affairs. This report reads as follows:
V. B. The Director, Office of. Policy and Planning, in coordination with the
Deputy Director for Administration and the Director, NFAC, ensure that
sufficient personnel and financial resources are made available for the
development and implementation of an automated data storage and retrieval
system for the Publications Review Board.
2. Please coordinate with the DDA and the Director, NFAC on this recom-
mendation and advise me when action is completed.
B. R. I MAN
Admiral, U.S. Navy
cc: DDA
Director, NFAC
CONFIDENTIAL
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Every PRB member interviewed, as well as other officers involved in the PR11
process, expressed. concern over the increasingly difficult task of keeping track of
intelligence-related information which has found its way into the public domain. Failure
to develop a comprehensive institutional memory of material released to the public
hastens the day when the Agency will be embarrassed (and possibly sued) because it
denies an author the right to publish material which it has already made publicly
available. %
Public release of intelligence data occurs 'in various ways including: Agency
responses to FOIA and Privacy Act requests, Executive Branch disclosures, Congressional
testimony and publications, unclassified Agency publications, publications by current and
former Agency officers, and unauthorized leaks. Only portions of this material, such as
information released by the DO under FOIA, is stored in.automated data bases and is
readily retrievable. Reviewers rely heavily on human memory and time-consuming,
manual file searches to attempt to determine whether information has become public.
The Agency's human memory is swiftly eroding due to retirements and other departures.
The rising volume of new manuscripts and other materials published and in preparation by
former employees further compounds the problem.
Agency managers including the DPA have taken some initial steps to cope yvith this
situation. At the PRB Conference held in November 1980, the ranking agenda issue was
the need to develop an adequate data storage mechanism to enable the Board to record
and rapidly retrieve intelligence-related material appearing in publications the PRB
itself had reviewed and approved.
Before the Conference there had been discussions about developing a storage and
retrieval system. which would include all disclosures made by the Agency, but the concept
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focused on the narrower issue of developing a stordl;c and retrieval system sol_ ly to
record material reviewed by the PRB. Conference participants unanimously supported
the development of such a system; however,.no one volunteered to undertake the task.
Subsequently the DPA chose to use OPA's own resources to create a small staff and
begin the groundwork to build the system. Accordingly, the DDCI on 10 December 1980
approved the DPA's proposal to establish "a small research/library staff to index
manuscripts reviewed and, using existing Agency systems, to assist the Board in the
future by identifying and locating specific materials officially declassified or
released ..." (Later the current DDCI approved the reprogramming of $29,000 of OPA
funds to proceed with putting the supplemental volumes of the Church Committee report
and the Pike Committee report into an existing full-text automated storage system in
OCR--the Rapid Search Machine. Other frequently used documents already stored and
available are the basic Church Committee and the Rockefeller Commission reports.
OCR has agreed to explore storage of the Pentagon Papers in the same system.)
In March 1981 DPA assigned the task of studying the alternatives for a suitable
mechanism to a professional in the PPPRS. She has held extensive discussions with
'officers in the- key components engaged in the PRB review process to develop a clear
picture of component and reviewer needs.* The Office of Data Processing (ODP) has
made a preliminary survey' of the PRB's requirements and concurs that "the PRB
application is a good candidate for ADP control." ODP recommends as a next step the
formation of a ?'file design team," composed of a PRB representative, a computer system
Phis employee began several months of leave without pay in May 1981. Her position
was abolished on I July ? 1981, and her duties have been assumed by other Public Affairs
..officers.
c NFIDENTIAL
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complete system design proposal.
Tmpiementation of the 5 Sterrr will require a commitment of resources on ODP's
frt in terms of computer and software support and on the part of the External Affairs
Staff, in terms of the personnel necessary for abstracting and indexing the information to
be retrieved, as well as data input and file maintenance. ODP has indicated its readiness
to support this effort, but the PRB will need the backing of senior management to ensure
that all necessary resources are made available.
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ODP-8 1-1224
.l $ SEP 1;;31
MEMORANDUM FOR: Chief, Public Affairs Branch
STAT F R OM :
SUBJ ECT:
REFERENCES:
nc ring ec Lor or a to Processing
Response to Public Affairs' Request for
DDA/ ODP Assistance
A. Memo to DDA from D/ PA (DDA-81-1226),
dtd. 9 June 1981, SUBJECT: PRB
Reference Center
B. Memo. to D/PA from DDA (ODP-81-7058) ,
Same Subject
1. As agreed to in our 9 June 1981 meeting and
documented in the referenced memoranda, a preliminary study
STAT of the Publication Review Board's information storage and
retrieval needs has been completed. The attached paper
contains the findings and recommendations
2. Their recommendation of a formatted file approach
over a full text retrieval system would significantly reduce
the resources required for converting textual manuscripts to
machine readable form. Furthermore, effective indexing and
abstracting will provide the retrieval flexibility needed
by PRB. There is also a continuing resource implication to
PAB for a formatted file. An operational system will
require one full-time professional, as a data base
manager/indexer. This professional would have to be
provided from your staff. It will be difficult to recruit
any individual with these skills below the GS-12/11 level.
In addition, more indexing resources would be needed if you
plan to convert the existing data base. D/OCR informs me
that he does not have indexing personnel available for loan
to PAB for this project.
3. The next step, the file design/requirements study,
will require about three work months -- for an indexer, a
computer systems specialist, and someone from your staff.
Consequently, I hesitate to recommend such a step unless you
feel confident that you have the necessary resources
STAT. available for an operational system. I will await your
response. Meanwhile, if you have any questions regarding
rhp Pral iminnrv Tnvaafiioaf-inn Rannrt please call Mr.
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Preliminary Investigation Report
for the Publication Review Board
September 10, 1981
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1. Problem Definition - This pre].ini_uary lives Ligation
was conducted to deLr.rm.i.ne what appr?oac.lr should he. taken in
providing an autourat:ed system for the ;;toragr~ aiu.l .reLr.ie.val
of pertinent i.nformaL:i.on relaLed to Puhlinotion Review
Board's (PRB) pro-publication review process. The problem
as :,fated by Office of Public Affairs (now Public Affairs
Branch) is one of being able to recall what information has
been disclosed to the general public through the review
mechanism and what information has been withheld.
2. Findings - To begin, we believe that the PRB
application is a good candidate for ADP control. The
variety and amount of information to be controlled and the
need for a timely, systematic organized search and retrieval
apparatus supports this belief. Our initial. reaction is
that it is not a likely candidate for full text processing.
Data conversion requirements, the size of the data. base to
be initially converted (40,000 pages), the projected file
growth and storage requirements are the primary reasons for
our decision. Eliminating full text processing as an
alternative narrows the selection to a formatted file
approach, that is, the creation of indexes/records
containing information about the manuscripts; the
manuscripts themselves being retained in a separate
collection.
From a systems point-of-view, the consideration of a
formatted file application brings up many points regarding
support of the application that should be addressed before a
decision to proceed is made. Such an approach will require
considerable resources for data reduction, input and file
maintenance. It will require a disciplined environment that
includes an information abstraction and data entry
capability as well as a quality control mechanism.
Additionally it could introduce complexities and changes in
PRB's office procedures and responsibilities that could
affect system design. For example, procedures
may have to be established for logging and tracking the
manuscript in order to insure that the final disposition has
been made and the file record is complete.
In order to assist. PRB in analyzing their needs and
commitments we have constructed a file resources strawman
(attachments 1-5). These estimates are based on a review of
a sample of manuscript files currently held in PRB and from
initial discussions with PRB personnel.
Using the attached estimates we recommend at least one
person fulltime to support current file needs. This
estimate presumes this person will have the various skills
necessary to perform the functions of control, abstract,
input, maintain and retrieve, and a first hand awareness of
on-line data entry and ad hoc subject retrieval. Ideally a
fully trained and experienced abstractor/indexer would be
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de s i r;tb.lr. '.fli.is expo r i encc, i S ah::() lilt c l y iic'ccn.rSt] ry Lo
initiri1l.y ulaiuL;i.In Llce lower r;nige of l 11110 r.st.imritoo ainl to
support; a high ret.r.i.eva.1/indexiut; relevancy rate. C) f.
lpntL CII t r concerns is tli.e time 01.1ok:,it-ed to data base
management functions. At implementation this expenditure
will be weighted to the high range figure. Gradually as
experience grows and as reference tools are completed the
expenditure should ease. About six months will be regir.ed
for this cycle to settle down. 't
In addition to keeping up with current receipts the
conversion of present file holdings is recommended. The
conversion of this data base is estimated to require
approximately 1/2 manyear. Using the lower resource
allocation figure we anticipate this task to complement and
to support the current file building operations. It of
course will slow down this process unless additional
resources are allocated.
The strawman record structure is based on three groups
of information about a manuscript - bibliographic data, an
abstract of the theme and/or subjects. treated and an
abstract of the reviewers' comments. Each information group
has been described as a subrecord. These subrecords are
considered, for the purpose of this file estimate, to be
independent for input and maintenance activities. That is,
each subrecord may be input to the system as it is completed
rather than delaying input until all subrecords are
available. Intermittent input allows the system to serve as
a control and tracking tool as well as a retrospective
retrieval device. Special emphasis on maintenance functions
is stressed as each subrecord may be accessed several times
to input information as it becomes available; this is
especially true in subrecords 1 and 3. At retrieval,
however, the record is addressed as a coordinated whole.
3. Recommendations If based on these data a decision
to proceed is made, we would then recommend the formation of
a file design team. Composed of a PRB representative, a
computer system analyst, and an indexing expert, this team
would be responsible for a complete system requirements and
file design document. After the requirements have been
defined, the group will dissolve and the ODP analyst will
write a project proposal for a system to be developed by ODP
Applications. This proposal will :include all aspects of
system design, development, and implementation.
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PRB FILE "STRAWMAN"
RECORD STRUCTURE
Each manuscript is represented by one-three part index record. A record is not
complete until all three subrecords are input. Each subrecord, however, may be
input separately in a unique maintenance action.
Subrecord 1 contains bibliographic data
examples: author's name,
title, PRB control number,
date submitted, document
type, date of comments
estimated size 400 characters
media
abstract (keywords/
phrases) examples:
comments! basically data
data currently controlled
in a PRB RAMIS,formatted
file -- with certain
standardizations. (dates,
document type, name)
comment: this strawman uses
keywords/keyword phrases with-
out additional encoding. The
use of codes to represent STAT
concepts and/or areas shoul8TAT
be considered in future
requirements studies. In
addition the linkage of areas
to keywords/concepts is viewed
as a necessary retrieval
requirement.
Subrecord 2 contains subject
keyword
tion,
estimated size 750 characters
Subrecord 3 contains reviewing official's com-
?.ments and/or concerns (key-
words/keyword phrases)
examples:
comment: this stravrtnan uses
keywords/keyword phrases with-
out additional encoding. The
use of codes to represent AT
concepts and/or areas shouSTAT
be considered -in future requirE_
ments studies. As in subrecord
2 the linkage of area with the
keywords/concepts is most im-
portant. The addition of page
number to the indexing phrase
is an enhancement that may have
merit.
estimated size 750 characters
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DOCUMENT FLOW
incoming
manuscript
bibliographic - - - subrecord 1
data
reviewing - - - subrecord 3
comments
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U. ND GWHI RTE
PRB holdings as of 1 August 1981
109 books
270 articles
21 book reviews
11 outlines
12 speeches
27 other
Distributed Record Size
Greater Manuscripts
(Books)
Lesser Manuscripts
(Articles, etc.)
Subrecord 1
Subrecord 2
Subrecord 3
400 char.
750 char.
750 char.
400 char.
350 char.
350 char.
1,900 char.
1,100 char.
Data Base Size - to be converted
Books
109 x 1,900 char. = 207,100 char.
(pre CY Aug 81)
Articles, etc.
341 x 1,100 char. = 375,100 char.
TOTAL
= 582,200 char.
Growth Rate (based on projected
Books
24 x 1,900 char.
= 45,600 char.
CY 81 rate)
Articles, etc. 176 x 1,100 char.
= 193,600 char.
TOTAL
= 239,200 char.
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PRB FILL "STRAWMAN"
PRB RESOURCES REQUIRED FOR CURRENT DATA BASE MANAGEMENT
based on pro3ected CY81 input rated
TYPE OF TIME REQUIRED/
FUNCTION MANUSCRIPT MANUSCRIPT X
RATE OF
INPUT/YEAR
TOTAL TIME/YEAR
Bibliographic Books 15-30 min
24
6 -'12
Indexing Articles 15-30 min
176
44 - 88
Abstracting - Books 2-4 hrs
24
48 - 96
Subject Articles 30 min - 1 hr
176
88 - 176
Abstracting - Books 2-4 hrs
24
48 - 72
Index reviewers'Articles 15-30 min
Comments
176
44 - 88
Data Entry Books 30 min - 1 hr
24
12 - 24
Articles 15-30 min
176
44 - 88
Data Base Mgt- --- 2-3 hrs/day
---
520 - 780
TOTAL 854 - 1,424 manhours
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RESOURCES FOR DATA BASE CONVERSION
(based on current holdings)
FUNCTION
TYPE OF
MANUSCRIPT
TIME REQUIRED/
MANUSCRIPT
X
NUMBER CURRENTLY
HELD BY PRB
TOTAL
'HOURS
Bibliographic
Books
15 min
109
27.25
Indexing
Articles
15 min
341
85.25
Abstracting -
Books
2 hrs
109
218
Subject
Articles
30 min
341
170.50
Abstracting -
Books
2 hrs
109
218
Index Reviewers'
Comments
Articles
15 min
341
85.25
Data Entry
Books
30 min
109
54.50
Articles
15 min
341
85.25
TOTAL
944.
manhours
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28 September 1981
MEMORANDUM FOR : DCI Administration Officer
FROM: Robert M. Gates
Director, Policy and Planning
SUBJECT: Addition to Table of Organization, Public Affairs
Branch
1. The DCI has directed me to ensure that necessary personnel
and other resources are made available for the development. and im-
plementation of an automated data storage and retrieval'system to
support the Publications Review Board, the etariat for which is
assigned to Public Affairs (OPP/EAS/PAB). I
2. Please take the steps necessary to add one GS-12 professional
slot to Public Affairs' this purpose. Contact
Public Affairs for position details.
Will appreciate a assistance you can provide them in recruiting
for and filling this position as quickly as possible.
Robert M. Gates
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28 September 1981
MEMORANDUM FOR: Deputy Director of Administration
Director, National Foreign Assessment
FROM: Robert M. Gates
Director, Policy and Planning
SUBJECT: Assistance in Developing an Automated Reference Center
for the Publications Review Board
1. The DCI has directed me to ensure that necessary personnel and
other resources are available for development of an automated data storage
and retrieval system to support the Publications Review Board. ^
2. A recently-completed study performed jointly by DDA/ODP and
NFAC/OCR recommended assignment of a full-time professional data base
manager to the PRB Executive Secretariat. I have acted to fill this
position. The study also concluded the next step to be taken is a
file design/requirements study, which will require three months time
from an. indexer and a ter systems specialist working alongside
the data base manager.
3. I will notify you when the data base manager is in place.
At that time, I will also ask you to provide the necessary experts
to work with that persons i.e., an indexer from OCR and a computer systems
specialist'.from?ODP. I I .
4. Many thanks for the cooperation we have received on this project
to date. Special thanks should go
for their collaboration on an excellent preliminary s u y. ^
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