CIA Library Services

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP61S00750A000100060043-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 9
• Document Creation Date: November 17, 2016
• Document Release Date: January 20, 1999
• Sequence Number: 43
• Publication Date: October 16, 1951
• Content Type: MF

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SECURITY INFORMATION
16 October 1951
MEMORANDUM FOR: AD/CD
FROM CIA Librarian.
SUBJECT: CIA Library Services
1. Our 01k Library is running full steam. It's trying hard
to stay on top of the avalanche of incoming materials and also keep pace
with the demands placed on it by the hundreds of new researchers in the
Agency. Although the Library has been able to satisfy the majority of
requests it receives, it is aware of an increasing number of delays and
disappointments in library service. This is very disturbing inasmuch as
the documentary support service for CIA's intelligence production is
centered here. We can, I believe,; take steps now which will prevent the
situation from growing worse. I have outlined recommended action in this
paper.
2. Three main factors account for current weaknesses: (1) we
have not been able to. fill authorized clerical positions; (2) we have been
handicapped by severe space limitations; and (3) we have been asked by
other Offices to assume new projects which are beyond our capabilities.
3. The Library staff has given its wholehearted support to our
present aim of doing the best with what we have. This has, however,
caused us to resort to stop-gap measures and urgent problems have been
met only at the expense of routine activities. The result of this
succession of crises has been a backlog of clerical routine work which
has crippled our ability to give prompt, daily service to all of our
customers. Added to this is the deterioration of the space situation
in Wing !e. Documents which pour into the Library cannot be retired fast
enough by microfilm; therefore, library working space and customer
reading room space have steadily diminished. As in *Boyle's Law", when
space goes down, pressure and temperature rise proportionatelyi
4. Work measurement based on performance is the criterion which
the Library uses in estimating personnel requirements. For the future,
however, it seems wiser that library needs go hand in glove with Agency
plans and decisions to up the professional complement in CIA. Every new
researcher is a new Library customer. He needs library service when he
arrives. To make him wait because of an administrative lag in T/O
authorizations imposes a real hardship on him in his Agency work.
5. I have appended a series of recommendations designed to
relieve the bottlenecks. With your approval, it is requested that they
be considered by the ADs. Personnel, and Management at forth-
coming meeting.
25X1A9a
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RECOMMENDATIONS
1. FILL AUTHORIZED LIBRARY CLERICAL POSITIONS AT ONCE. REQUEST
PERSONNEL DIVL3ION TO DIRECT THE NEXT TWENTY-TWO SECURITY
CLEARED AGENCY RECRUITS TO THE LIBRARY. (DETAILED LIST
ATTACHED)
2. FILL THE FIVE FY 53 LIBRARY CLERICAL POSITIONS AND AUTHORIZE
RECRU
SECURITY INFORMATION
ITMENT OF PROFESSIONALS BY 1 DECEMBER 1951. (DETAILED
LIST ATTACHED)
PROVIDE 900 SQ. FT. OF SPACE IMMEDIATELY IN L OR K BLDOS.
FOR THE ESTABLISHMENT OF THE APPROVED BRANCH OF THE CIA
LIBRARY.
b. OBTAIN APPROVAL OR DISAPPROVAL FROM THE RESEARCH OFFICES
RE THE FOLLOWING NEW PROJECTS (DESCRIPTIONS ATTACHED):
PROJECT I
PROJECT II
PROJECT III
PROJECT IV
PROJECT V
Microfilming of All Incoming Intelli..
gence Documents.
Bibliographic Survey of Intelligence
Collections.
Expansion of the Indexing Program for
Books and Documents.
Branch Library Service to OPC.
CIA Library Reference Service.
5? AUTHORIZE RECRUITMENT BEGINNING 15 NOVEMBER FOR POSITIONS
REQUESTED IN APPROVED PROJECTS.
6. OBTAIN CONCURRENCE OF OSI, ORR, AND OCI TO INCREASE OCD',S
SPACE ALLOTMENT TO ACCOMMODATE NEW PERSONNEL REQUESTED
IN APPROVED PROJECTS.
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(RECOMtdENDATI' 1) SECURITY INFOPMATIAN
Listed below are the twenty-two Library positions which are now
authorized and vacant:
Unit Positions Services to be rendered when on dj
Analysis 8 084 Lib. Assts. These typists will convert document
Branch abstracts received from the Offices
into Intellofax index cards.
Book 1 Q8.3 Clk. Typist This person is scheduled to convert
Branch 2 G8.. Edit. Clks. Office book and periodical orders into
purchase requests to the publisher.
To select clippings from English-
language newspapers and periodicals
according to requirements submitted
by all'Offices.
Document 1 OS-I4 Mail-File C1k.These clerks are needed to speed up
Branch 2 08-3 Mail Clkso the processing operation for incoming
2 08-4 Lib. Asets. documents. One at the intake point
Reference
1
08-5 Lib. Asst.
Branch
1
08-I Lib. Asst.
4
0S-3 Lib. Assts.
to sort material,as it arrives, another
two to type preliminary cataloging
information on mats, and the other two
at the distribution point to assist in
the delivery of documents to the Offices.
These clerks help out in the Files
and Circulation Sections. They locate,
charge-out, and recall books, documents,
and periodicals requested on loan by
the Offices. They are also involved
in the inter-library loan process.,
(The Files and Circulation Sections
have been averaging 5,500 completed
actions per month. The number of
requests received-, however, has been
running higher and is rising steadily
as new researchers come on deck. A
status check made on 9 October of
outstanding requests in the Section
indicated that 11,337 requests were
in the mill. Present "on"duty" Section
strength cannot possibly keep up with
the workload.)
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SECURITY INFORMATION
Listed below are the five clerical positions requested for FY53:
Reference. b GS4 Libre Assts. For duty in the Files
Branch i C15-3 L16r. Asst . and Circulation Section.
Listed below are the fourteen professional positions requested
for f'533i:.
Document
Branch,'
1
2
0S-9 Librarian
GS-7 Librarians
Analysis
1
GS-12 Editor
Branch
3
06-9 Lib. Analysts
4
08-7 Lib. Analysts
Bgpk.~
1
0S-?7 Cataloger
Branch
2
0S-5 Catalogers
To monitor the Batch
System. Their job will
be to cull out material
from the Batch System
which does not rightf lly
belong in it; and, to
improve the quality of
the preliminary cataloging
now done on mats.
To increase the number
of curret documents
indexed by 30%; and, to
edit revise, and keep
current the CIA Intelli-
gence Subject Code.
catch up on the backlog
of foreign language titles
on hand in the Agency which
have never been cataloged.
To catalog enclosures to
intelligence documents and
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A F SECURITY INFORMATION .
(RECOMMENDATION IS)
PROJECT I - MICROFILMING OF ALL INCOMING
INTELLIGENCE DOCUMENTS
The CIA Library wishes to offer maximum services to all Offices, It
is now faced with the dilemma of coalescing two variations in point of
view as to these services. On the one hand, some of the library users
insist on an inviolate set of documents in the Li_ braxy at all times. On
the other hand, some insist on the availaUilitty of library materials to
their respective Offices upon demand. These conflicting views now reach
the Office level,
The Library proposes that it microfilm all intelligence documents
currently received, keeping a copy of the document as well as the microfilm.
The microfilm would be availabl at all times both for viewing purposes cx. d~.
~- as for reproduction inT4 cases whe) the requestor 4shee-- i r. u L ~+
wetain-a copy. The document itself will be a Reference Copy available
on loan for a period not to exceed one week. Single copy originals will
be the only Library Reference Copies that will be routed on initial dis-
semination.
To attain this type of optimum service, the CIA Library estimates
the following additions to its current table of organization:
No.
Grade!
Title
Duties
1
05-9
Chief
To supervise the Section.
2
GS-5
Camera'Operators
To run the cameras.
1
GS-5
Film Processor
To process the film in the Library,
1'
GS-4
Film Inspector
To inspect completed film.
2
GS-4
Index Clerks
To index film for control purposes.
2
GS-I&
Preparation Clerks
To prepare the documents for
microfilming.
2
GS-4
Assembly Clerks
To assemble the documents after
filing.
The project presented is URGENT. Approval should be given as soon
as possible, provided all Offices concerned agree that the solution will,
yield the service desired.
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(RECOIRIENDAT fr" fit)
SECURITY INFORMATION
PROJECT II - BIBLIOGRAPHIC SURVEY OF INTELLIGENCE COLLECTIONS
DISCUSSION: The concept of "central intelligence" has given rise
to the development of highly specialized methods and techniques for
intelligence research. Most scientific and educational research work
generally begins with a survey of the major bibliographic sources in
the subject fields In intelligence this is not yet possible. There
is no guide or checklist to the documentation resources and facilities
of the several intelligence agencies; there is no basic reference tool
for intelligence materials; and there is no bibliographic service
available to CIA researchers to which they can turn for information on
the documentary resources in special libraries in the. United States.
CIA researchers have repeatedly requested that a project be
initiated to organize bibliographic sources of information of interest
to intelligence. They believe that such a project is extremely impor-
tant to their, work because it will shorten the time they now spend
investigating "he tzy" sources and provide them with a comprehensive,
well-focused approach to available documentary materials.
The Reference Branch of the CIA Library as much as it is in`
sympathy with the project cannot now, or in the foreseeable future,
undertake'a special project of this type with its assigned staff. To
do the job and do it well would take the services of an additional
six (6) Reference Librarians of QS-11 calibre.
PERSONNEL REQUIRED: (6)5 06-11 Reference Librarians
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(RECOMMENDATION t) SECURITY INFORMATION
PROJECT III - EXPANSION OF THE INDEXING PROC AM
FOR OO ""ANT] DOCUMENTS
Documents: Certain non-current material received by the Library
has never.been indexed. An estimated 10,000 documents represent the
last vestige of older material that should be coded, but have of necessity
been relegated to secondary importance. To completely index these, we
need one Library Analyst.
The Library receives currently many serial publications of intelli-
gence interest. Some of these are: USFA Intelligence Summary, Federal
Reserve Review of Foreign Developments, Arnr Weekly Intelligence Repot a
j
and the ONI Monthly Review. Our Axw4aqJ P Branch b"
ar New York Times-type of index to this category of material, ,o c r n
basis. To do this, we need two Library Analysts and one Clerk-Typist.
Indexing of the non-current material and of intelligence serial
publications would complete a well-rounded indexing program by the
Library. We would then be in a position to cut down the number of
sources to which the research analyst would have to go in order to get
an answer to his problem.
25X1X4
PERSONNEL REQUIRED: Documents: (2) GS-9 Library Analysts
(1) GS-14 Clerk-Typist
Books: (2) GS-7 Catalogers
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(RECOi NNDATION -' SECURITY INFORMATION
PROJECT IV -- BRANCH LIBRARY SERVICE TO UPC
In a memorandum from the AD/S0 to the AD/CD dated 6 February 1951,
it was recommended that the CIA Library render documentary support service
to 050 by establishing a Branch Library in the L-K Bldg. area.. Subse-
quently, the principle was concurred in by Management and two positions
were allocated to the Library for this purpose.
The Library then set out to acquire the necessary reference materials,
library equipment, and professional librarians for a Branch Library in
the L-.K Bldg. area. On 15 April 1951 it was ready with books, equipment,.
and people, but'~due to the unavailability of space, implementation of
the plan was not possible.
With the physical integration of corresponding units in 030 and OPC,
it is clear that the Branch Library requirements for the L-K Bldg. area
have changed since last February. Accordingly, it is requested that two
positions be added to the Branch Library complement in order,that the
Library may render service to both Offices.
PERSONNEL REQUIREDt (1) (3S-7 Librarian
(1) OS--S Librarian
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PROJECT V - CIA LIBRARY REFERENCE SERVICE
The Library has developed its Reference Branch, particularly the
Information. Section, along the lines of bibliographical service. There-
fore, we are now capable of directing researchers to a book, document,
passage, etc., where certain information may be found. The next step
is up to the researcher; he consults the reference and synthesizes his
report.
CIA researchers have requested that the Library expand present
facilities so that Library personnel could perform the synthesis step
for them. The proposed Reference Service would operate like the Legis-
lative Reference:Service at the Library of Congress. The Legislative
Reference Service serves Members of Congress and handles requests for
information that range from comprehensive studies to simple citations.
The Staff of the proposed CIA Library Reference Service would be
composed of top-flight reference experts preferably with a Ph.D* in a
subject field. They would be specialists in science, economics, inter-
national affairs, and Russia, and would provide consultant service to
the users of the, Library.
PERSONNEL REQUIRED: (6) QS-13 Librarians
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