FINAL REPORT ON CODING, TASK TEAM NO. 3

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP81S00991R000200150004-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 143
• Document Creation Date: December 9, 2016
• Document Release Date: August 2, 2000
• Sequence Number: 4
• Publication Date: March 1, 1958
• Content Type: MEMO

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C E N T R A L I N T E L L I G E N C E A G E N C Y
OFFICE OF CENTRAL REFERENCE
CODING TASK TEAM REPORT N0. 3
'~R/ 3
1 March 1955
MEMORANDUM FORo Assistant Director, Central Reference
SUBJ'ECT~ Final Report on Coding, Task Team Na. 3
1. Membership
25X1A
25X1 A Special Register, OCR
Materials Division, ORR
25X1 A Special Register, OCR
25X1A Special Register, OCR
Document Div~.sion, OCR
2. Method of Task Team Operation
OCR Task Team No. 3 has recently completed a study of the ISC
(Intelligence Subject Code) and a comparison of the present Intellofax-
aperture card system with a recommended printed bibliography and intact
hard copy system. In the course of the study we investigated the soundness
of 7 specific conclusions of an outside Consultants panel. Our findings
and conclusions lead to the development of 7 basic recorrunendations which, if
adopted, will maintain and materially improve the service provided by OCR.
The recommendations are made with the realization that administra-
tive forces (space, budget, manpower) are factors that ultimately determine
a course of action. The task team has tried to recommend what is needed to
meet all reasonable contingencies while keeping in mind present investments
and systems that must be lived with, but projecting a plan to eventually
achieve-the "ideal`B in intelligence information handling. During the course
of th~.s study, it was found that `"costs" were relatively unimportant from
the standpoint of one system against another. The cost differences in such
systems are so close that the task team did not dwell on that factor unduly,
but tried to determine the best system for the most people.
The methodology used by the task team was to divide the project as
outlined in the project memorandum into 4 main parts. Incorporated in
Part One are the elements in item (1}; in Part Two thaw elements in items
(~) and. (3); in Part Three items (~+), (5), and (7 ); and in Part Four item
(6). Eaeh member of the task team was assigned to make a detailed study
and report on one of the above parts. Each report was then brought before
the whale committee for evaluation and recommendation.
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No tests were made on the ISC. It was felt that additional tests
would show what is already known - that is, that inconsistencies do occur
in the application of the ISC. Since the ISC is now in the process of
extensive revision to correct these descrepancies, it seemed inopportune
to make additional tests.
3. Recommendations
Based on our findings and conclusions, two groups of recommendations
are submitted.
a. Group I includes the following recommendations for the improve-
ment of existing OCR facilitieso
(1) OCR should adopt the Library of Congress subject classi-
fication, subject heading, and cataloging system for books.
(p. TTR/3-10)
(2) The aperture card system must be maintained and improved
by filming "nodex" and controlling poor and single copy items.
(3) An improved Intellofax system for document retrieval
based on a revised ISC should be maintained. (p. TTR/3-29)
b. Group II includes items which represent additions to existing
OCR facilities and which are strongly recommended to improve the
service offered by f~CR. It is recognized that adoption of the
recommendations in this group will require both additional space and
increased expenditures. Therefore, they provide a special challenge
for management ingenuityo
(1) A one-to-five year hard copy file of documents, lay source
and country, should be established to supplement the aperture card
system. A file of this type has been requested by and will be of
real assistance to area research analysts. (p. TTR/3-1$)
(2) A fully annotated manual card catalog should be provided
to supplement the Intellofax system. This catalog will provide
a standard research tool for analysts who wish to conduct their
own searches for material. (p. TTR/3-~9)
(~) A printed index of published FBIS material, similar to
the New Cork Times Index, should be established. This index will
provide a means which presently daes not exist for recovering
FBIS aaterial. It is felt that this recommendation can most easily
be implemented through an external services contract. A decision
as to the desirability of a printed index of? all intelligence
documents should be based on the experience gained in printing an
FBIS index. (p. TTR/3-3o)
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(~-) The Printing Services Division, OL, should provide a
photostat machine close to the Acquisitions Branch, OCR, to
photostat publications received in an inadequate number of
copies. (p. TTR/3-31)
25X1A
Task Team No. 3
Attachments
Fina:L Report for Task Team No. 3
Appendices
A. Memorandum to CIA Librarian, ~ October 1957
B. Memorandum to Deputy Assistant Director,OCR,
15 October 1957
C. Memorandum to Chief, Reference Branch9
CIA Library9 l~+ J'anuary 1957
D. List of tToS, Governmental Libraries Using
the Library of Congx?ess Classification
System
E. Chief, Document Division Draft - Arithmetic
of a hard?copy system
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RINAL REPt~RT 4F TASK TEAM N0. 3-CODING TTR~3-~+
SUNIMAFiY
The findings, conclusions, and recommendations of Task Team No. 3
with respect to 7 specific conclusions of the Oonsultants panel axe
as follows:
"(1) the ISC cannot be applied uniformly
to book and document coding.
The ISC cannot be applied uniformly to book and document coding.
Continuous revisions of the ISC for document indexing and the need for
a permanent, simplified and consistent system for book cataloging and
shelving demand the use of a code structure designed specifically for
books. aCR should adopt the Library of Congress subject classification,
subject heading and cataloging system for books.
"(2) an intact hard copy system would be
more economical of space, provide
speedier service, and be less costly
than the present system."
An intact hard copy system would not be more economical of space, provide
speedier service, or be less costly than the present system. T~liile a hard
copy file would be useful in many instances and would be a vlant it.baThe
stay or supplement to th,e present system - it could not supp
present aperture-card system must be maintained and improved by filming
"nodex" and controlling poor and single copy items. As far as is adminis-
trat3.vely possible, a one-to-five year hard copy File by source and country
should be established to supplement the aperture acrd system.
"(3) the aperture card system is an
inefficient substitute for an intact
hard copy file."
The 'proposed expanded" aperture card system is not an inefficient substi-
tute for an intact hard copy file. Such an aperture card system is quicker
and superior to a'hard copy file (including reproduction by photostat
expediter) system.
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49 (1. ) program efficiency will result in
~'F having a printed bibliography instead
of the Intellofax system.,`
A painted bibliography could never entirely replace the Intellofax
system. The Intellofax (or some flexible system with reasonable detail)
must be maintained for efficient document retrieval. It is felt, however,
that both a "general" and a "reasonably detailed" approach to intelligence
documents are needed. It is strongly recommended that a fully annotated
manual "card Catalog" should be provided to supplement the Intellofax
system.
It is recommended that the FBIS be indexed (probably on an "outside"
contract basis) using a printed format similar to the New York Times Index.
A printed bibliography ("general" index) to all intelligence documents
to supplement the Intellofax would have considerable merit. ()n. the basis
o~ the experience gained in printing an index to the FBIS a decision should
be reached as to the desirability of a printed index to all intelligence
documents: When a more sophisticated machine indexing system (-A+~.nicard)
replaces Intellofax, greater depth should be incorporated into the coding
structure.
~~(5) the IPI could be expanded to include
all documents, books, periodical
articles, and FBIS material."
The IPI could not be expanded to include all documents, books, periodical
articles, and FBIS material. Such a publication. would be impractical from
sheer "'size" alone. An accessions list of books could be published as a
supplement to the IPI, It is recommended that documents and FBIS material
be handled as outlined under item (~+).
~'(6) it is feasible to make photostat
copies of single copy enclosures for
Acquisitions Branch customers.14
From a cost standpoint it is not feasible to make photostat copies of all
books and all enclosures for Acquisitions Branch customers. Every effort
should be mods to acquire multiple copies of such enclosures. A photostat.
machine should be-set up by Printing Services Division, OL, in close
proximity to the Acquisitions Branch to photostat those- items in greatest
demand.. The decision on what to photostat is an administrative problem.
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"(7) a printed bibliography would be cheap
to produce and would prays timely
enough to serve information staff
needs in lieu of Intellaf ax."
A printed bibliography would not be unreasonable in cast and could be
made to be timely. Assuming that a printed bibliography is found feasible
after the test as outlined in item (~+), it alone is not enough to serve
the inf?ormatian staff needs in lieu of Intellofax. It is felt that no
one system will answer all types of information requirements. A general
bibliography-index would answer some requirements that the Intellofax will
nat. `The Intellofax will meet many requirements that the printed index
could never satisfye Bath a "general" and a "detailed?' approach are weeded.
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PART o~
"(1) the ISC cannot be applied uniformly
to book and document coding."
I. Consultantsg Findings
A. "There. is inconsistency in the classification of books."
B. "The present ISC cannot be applied uniformly to the classification
of books and must be revised."
C. "The inadequacies of the ISC complicate the cataloging routine and
make the fob more time consuming. ?1
D. "The lack of definition of the codes and the fact that there may or
may not be codes available on given subjects or too many on others, means
the cataloger must spend an extraordinary amount of time deciding where to
classify a book and, in addition, what other codes or subjects should be
assigned to the book."
E. "Since various aspects of the same things are treated as different
subjects, there is often the necessity for a tedious search of the shelf -
list to determine where other similar books have been placed."
F?. "The lack of definition of the codes results in a considerable
amount of duplication of effort and recataloging and reclassification of
books and complaints from users that like materials do not sit on the
shelves together."
Task Team ~?indings
A, There are basic dissimilarities in both the substance and form of
books and intelligence reports which. have contributed to the Consultantsg
findings referenced above,
1. Books may be described as systematic literary compositions,
representing the considered evaluation of a subject, carefully edited
and published, and intended for an undefined reading public.
2. Intelligence documents, on the other hand, represent the efforts
of the SAC agencies in producing basic, covert, current, economic,
scientific, national, and operational intelligence. They are intended
for a restricted and specified audience. The f armat and content of
intelligence documents may range from a brief, fragmentary sketch to a
formally written report, and from rumor and conjecture to factual,
encyclopedic data>
B< The ISC is a classified list of subject headings for documents and
was specifically designed to cover the topics with which the Agency is con-
cerned. As such, it has been inadequate for book cataloging. (Appendices A & B)
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C. The application of the ISC to book cataloging has resulted in
inconsistencies, distortion of codes, and creation of numerous additional
cards to indicate significant subjects. (Appendices A and C)
Examples of such inadequacies are as follr~wsd
1.. Panama Conference on International Maritime Canals
The ISC does not have a code for international canals or
maritime canals. The ISC classifies all canals under "Inland Waterways"
(756x122). In order to classify this book in the ISC system, it was
indexed. as ':'Administration of Maritime Transportation"' (756,511).
The Library of Congress system would classify this as "Canals,
Interoceanic?' (JX1398 to 1403).
2. Electrical Engineering Education in the USSR
Pour ISC codes had to be used to cover this book adequately,.
however, not one of the four expressed its substantive content. The
ISC codes used veered
Engineering, Electrical (663)
Scientific Scholarships (601.6)
Colleges & Universities (831.2)
Technical 8e Industrial Schools & Training (831,3)
The Library of Congress system would classify this as
"Electrical Engineeringo Study and Teaching -Russia" (TK 192).
3. Three books concerning aircraft engines were classified and
shelved under three distinct ISC codesa
Aircraft Power Plants, Northrup Aeronautical Institute ~- 1
Aircraft Power lant Handbook, C,A,A. Tech, Manual 107 (666328})
Aircraft Engines of the World, Paul H. Wilkinson (462.1)
The?Library of Congress system would classify all three books
as "Aeronautics, Aircraft Engines" (TL 701 to 704).
4. Area classification and shelving of books according to the
ISC system has resulted in inconsistencies such as:
Sel eted Works o KA-w? MArx ~ area cads N/5 (Russia)
a C ob ~P Life and Arivanttl es of Karl r ) - area
code 4M/6 (Germany)
nas xanitAl .. area code l (International)
Critique c-F? ~ ~ f,n~?ha pr~~.z,?a~;.~ ~ area code 1 (International)
Ma.r~x and Engels on ahi n.a _ area Bode 1L
/5 (China)
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A revised ISC cannot correct many of these inadequacies and incon-
sistencies, because of the area approach in classification. The. Library of
Congress system, however, which classifies and shelves books according to
their subjects would solve or lessen marry of these problems.
~. While many of the presently known inadequacies could be corrected
in a revised ISC, it is desirable to adopt a book cataloging system which
will beo
1. permanent (the AHIP Working Group on the Intelligence Subject
Code anticipates that revisions and expansions in the ISC structure
will be made on a continuing basis).
2. simplified (in accordance with ConsultantsB recommendations)
but with built-in provisions for expansions according to book subject
needed
3. consistent with the cataloging system used by many major U.S.
governmental libraries. (Appendix D)
4. designed. specifically for the classification of books.
E. The AHIP Working Group on the ISC has recommended that "the ISC
shall be designed primarily to support the subject classification of
intelligence literatureoe. and should reflect sub,jeets hound in intelli-
gence reportso..."
Since the ISC shall be composed primarily of the subject headings
needed to control. data appearing in intelligence reports, and furthermore
since the AIiIP anticipates continuous revision of the ISC, it is believed
that the ISC structure should not be complicated by numerous special codes
needed only in book cataloging, and that book cataloging should not be
faced with the continuous task of recataloging, remarking, and reshelving
with each revision of the ISC. (See Appendices A, B, and D). ISC revisions
when applied to the book collection will necessitate recat~loging, remarking,
and reshelving in each instance.
~?. The Library of Congress classification system was designed specify
tally for btaoks. Some of the advantages and disadvantages of adopting this
system. in lieu of continuing with the revised ISC, are discussed in
Appendices A, B, and Co
G. Time and money could be saved through the use of duplicate. Library
of Congress catalog cards and through the use of the L~C subject heading list
in determining the proper classification for certain booksp e.g.,
Kets - the LC subject heading list gives the classification code
(17K 759aK), and definition of this word (ethnology m Siberia)
Hydatids the LC subject heading list refers toe medical parasitology
Bicaliagic~,l. Warf are m the LC subject hea~.ing list gives the classifica-
tion code ZJG 47.8) and, related terms such as communicable
diseases, military arts and sciences, etc.
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I~. In addition to being a permanent, simplified bank classification
system, the Library of Congress system has the added advantage of being a
research tool familiar to many individuals who have engaged in academic
ar professional research activitieso
I. The Library of Congress system would need certain refinements and
expansions to meet the needs of CIA.
A, The task team agrees that although the revised ISC possibly could
be made to apply to book ceding, the AHIPmrecommended continuous revision
of the ISC makes the system difficult and time~cansuming when applied to
beak c~.talaging and shelvingo
B. The task team recommends that the Library of Congress subject
classification, subject heading, and cataloging system be adopted far book
cataloging.
PART TW4
?'(~) an intact hard copy system would be
mare economical of space, provide
speedier service, and be less costly
than the present system.99
"(3) the aperture card system is an
inefficient substitute for an intact
hard copy file .t9
Io Consultants9 Findings
A. "The use of the aperture cards should be discontinued in favor of
an intact hard cagy room for documents up to five years old,. after which all
service would be from film of the documents in the same order as the materials
are kept in the hard copy rooms i.e., by issuing agency and series.tA
B. "The IAC Room should be canvert~d into an intact hard copy room,
with space for readers and with Photostat Expediters available so that
analysts who want a copy of a document ar of a page can make it immediately,
without waiting for an order t? be processed through QCR.B?
C. A room of approximately 3,444 square feet would provide for a three-
to~-five year (page 1~+5) or far a five year (page 121) cDllectian of hard copy
documents plus a reasonable number of Photostat Expediters.
D. 1,344 square feet of space m 58~ film storage, 644 for copying, and
16.4e far reading room _ is presently utilized far the aperture card system.
8Y21 th~w aperture card system were eliminated, this would save at least 1,444
square feet of this space.?8
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E. "The assumption that aperture cards satisfy the needs for documents,
however, is f?alseo In addition to the aperture cards, thousands of docu-
ments go into 35 film, which present special problems, and many thousands
more are carried in the IAC Room, which is actually a hard copy file room,
since it includes all of the hard-copies of the documents that are kept,
regardless of whether they come from intelligence agencies, whether they
are classified materials or not."
~?. ??A hard copy file was tried before in the Library, but was given
up because the file was not kept intact4 It could not, at that time, be
kept intact because the photostat expediter which is now in the Agency was
not then availableo"
G. `9In view of the fact that a large hard copy file must be maintained,
and in view of the fact that access to a hard copy file, if the file is
kept intact, would be much quicker in terms of elapsed time than access
through the fi3ing of a film copy and enlarging that film, and in view of
the fact that a very large percentage of the documents are found to be
non-pertinent, an intact hard-copy file appears to be a better approach
than the mixed approach now in useo"
II. Task Team Findings
A. The Cansultantsg space estimate of 3,OQ0 square feet for a fivem
year collection of documents is low. The task team estimates that a
miiaimum of 4,74 square feet of space would be needed for a five-year
collection. This space figure was determined in the following manners
In 1957 Machine Division filmed 241,861 documents totalling
1,494,t~94 pageso (This total includes documents received on
initial dissemination to Document Division and documents,
generally enclosures, borrowed by the Library from other IAC
Agencieso) This averages 6.2 pages per document and enclosure
filmed.
In 1957 Document Division received 398,543 documentsa Utilizing
the 602 page average of Machine Division?s filming program, the
total document intake in 1957 was 2,464,766 or approximately
2,4oa,ooa~ pages o.
Records Management estimates 2,00 pages per linear foot of
working (not tightly packed) storages Based on this estimate,
annual document receipts (using the 1957 figures) would require
1,2Q0 linear feet of storageo
The 2,4f70,000 page estimate is based on current .document receipts into
CIA. If the procurement of enclosures is resolved by higher authority (as
suggested by the Consultants) receipts might increase as much as 54Q,CQ4
pages annually< Space requirements would increase an additional l,CUa
square feet with the addition of riew enclosureso
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One six-section double face standard heigYb range of 12" s?Leel
shelving yields 216 linear feet of storage space. This figure is
based on 6 shelves per section rather than 7 shelves since the top.
shelf would be too high far browsing or servicing without a ladder.
Allowing 100 (or 22 feet ) of storage for manila envelopes and other
dividers, the total available storage space per range is t9~+ linear
feet.
An annual document collection would require 1,200 linear feet of
storage, and each range of shelving has 19~ linear feet of storage.
Therefore, it would require 6.2 ranges of six-section double-face
steel shelving to house a one-year document collection.
one six-section double-face range would require 120 square feet of
space allowing for 1+2" aisles between ranges. Thus, the 6,2 ranges
needed for each year would require 7~+~+ square feet of space, and
the five-year collection would require 3,720 square feet.. The
latter is an exact figure for storage only, and an additional 1,0(30
square feet should be allotted for adm,3,nistrative, workq and growth
factors. The five-year total would be ~+,72p square feet in contrast
to the Consultants? estimate of 3,000 square feet.
The task team.?s estimate is based on ideal conditions. tTtilizing the Records.
Management estimate of 2,000 pages per linear foot, approximately 6,000
pages or over 900 documents could be housed on a three?foot section of steel
shelving. An actual count of three shelves of CSLT?s with large enclosures
in the hard copy collection in Circulation Branch revealed 133,.156, and 192
documents. These are oversize documents and enclosures, but the count
indicates the problem in forecasting space needs. Another study of the space
requirements for a hard copy collection estimated that 7,000 square feet
would be needed. .(See Appendix ~). If ~-drawer file cabinets were used
instead of steel ahelvingg 8,000 square feet would be needed to house the
5-year collection. Any estimate of .total space needs must be based on the
present flow of documents into the Librarya This flow can change overnight
with any drastic change in the world situation. It is hard to conceive
how a hard copy collection would be more economical of space when 3 of the
present stacks of aperture card files occupying 8 square feet of floor space
can house approximately 12+,$00 documents and one ssxus~h~l~eeetoQ~l~paceecan
section of 12 inch document shelving occupying 7.S 9.
house under ideal conditions only 10,51 documentsa
B. Very little of the present Library space devoted to the aperture cards
could be released for a hard copy collection. The Library must continue to
provide aperture card print service.- The variety in size and format of
documents and their enclosures complicates the task of? maintaining complete
hard copy files (and as has been pointed out -forecasting space estimates).
If the collection is to be available for browsing, floor-to-ceiling stacks
are undesirable, and the files cannot be tightly packed. Constant use of
the documents would result in the copies becoming torn and generally unusuable.
Open stacks would result in misfiling by analysts and recovery problems
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would increaseo Since 5~ ?~ the requests from CIA and almost 14C~ cif the
requests Pram the other IAC Agencies come by mail, the files would never be
complete for browsing and many items would always be out far phatostatingo
Co The question of speedier service under a hard copy system as against
the aperture card program is dependent upon the type of service desired by
the analysto It is quicker for an analyst to browse through a stack area
and survey hard copy documentso However, 5~ of the CIA requests are
received by nail, and, the requester has indicated the document he wishes
to see or procured This mail service will continue in the new buildings
Photastating hard copy documents to answer mail requests requires more
time than printing from aperture cardsa An 8~page document (one aperture
card) can be shot in 56 sec?ndso It required ~ minutes. and 55 seconds to
photostat an $mpa~e h~x?d copy doc~aent as observed by a task team membero
Pulling and filing hax?d copy documents for these mail requests would also
require more tune than working with the aperture card fileso Retrieval
of documents older than five years an reel fi3.m, would be slower than from
aperture cax?ds a
HARD COPY C4I~ECTICI~~
Instead ?f
APERTURE CARD SYSTEM
Advantages
la Analysts and area specialists
may browse through reports from
a single past to determine
trends and type of repartingo
20 Provides a nick research survey
by country with the e:~ceptian
of CIA reparts)o
3a Analysts do not have to utilize
valuable research time in viewing
and handling unfamiliar aperture
cards and reel filmo
~o All documents, including pear and
single copy enclosures, are pra?
ceased in one systemo
Sa only current (up to five years)
material is maintained, and thus
selective valuable material is
available far browsing and quick
readingo
Disadvantages
to Requires ~+,7~4 square feet of
spaces
~a Unknown factor of haw much use
analysts would make of the hard
copies for reading and browsingo
3o Requires more time to file, pull,
and phatastat hard copies to
answer mail requests from CIA
analysts and other IAC Agencieso
~e Misf?tling by analysts would
increase recovery problemse
5a Constant use of documents would
result in the copies becoming
tarn and generally unu.sablee
~e Retrieval of documents older than
five years an reel film would be
time cansuaning and difficult to
control and provide serviced
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6d Hard copy file by source enables
analyst to make a manual search
by specific topic or subject
rather than relying upon the
machine search4
7a Library would receive documents
quicker for filing and servicing
if filaning were delayed until
end of ~myear periodo
$o Would eliminate need f?or source
card. files as hard copy file by
source would serve as processing
catalog and files
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7o F?iles would never be complete
because items would be out for
photostating, on routing, or on
:file in the office of major
interest or in a specialized
registero
$~ difficulty in maintaining uniform
filing system to handle oversize,
cole;red overlays, and map enclo~
suresa
90 File copies would be removed to
answer `high leVelt9 Or "after
hours69 requestso In many instances
once the file copy has been re-
moved, it cannot be replaceda
loo Would not solve the "poor copy"
problemo
llo Filming would have to continue at
the initial receipt point for the
Vital Materials Program and the
archives copy ~ of?ter 5 years so
that the hard copy would be de-
layed in reaching the files
12o Library would be forced to main-
tain a service organization to
provide documents from three
distinct and different systems m
hard copy prior to 195+, aperture
card system, and new hard copy
collectiono This would require
additional T~oA
~ Assum~.ng an inviolate hard copy collection filed by source and then post
and series with photostat service for retention printso The aperture card
system would consist of aperture cards filed by IAC number, document source
card files, and viewers for reading purposesa
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HARD CpP~' CaLLDC'i'I4N~?
To Supplement
APEft~tTRE CARD SYST~I
Advantages
1. Analysts do not have to view
documents on f il~n but can view
references supplied by Intellom
fax in hard copy before requestm
ing aperture card printsa
disadvantages
le Additional. service w?uld require
x+,720 square feet of space,
$23,?~ for shelving, and a total
annual personnel cost of $~2,~+30.
2. Analysts can make quick manual
searches by post bef?vre or
instead of requesting anachine
searchesa
3. Analysts would be able to browse
through the stack erase
~o Quick service to answer `?after
hoursP' requests without relying
upon machine reproductiono
5a Can also be utilized by outside
agency personnel who have
requested Intellofax service.
6. 1~Iay cut down reproduction costs
from aperture card prints as
analysts will view hard copy
wrhere they probably would request
prints of filar rather than view
in,g o
7. Provides a file for `"poor copy"
materials that cannot be loaned
but maintained for reading in
the Library...
$o only current (up to five years)
anaterial'i? maintained, and thus
selective valuable aaterial is
available for browsing and quick
reading..
20 tTnknown factor of how much use
analysts would make of this
supplemental service
3. Additional reproduction costs to
provide the hard copy File with
single copy and 9"scarce supply?'
documents.
~a Difficu.lty to maintain uniform
filing system to handle oversize,
colored overlays, and map enclo-
suresa
5. Hard copy material would not be
loaned. Analysts would have to
utilize the Library copy for
reading in the hard copy file room.
Asauaaling hard copy file by source, post and series within a complete
aperture-card fileq
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D. Within reason, the cost factor of an~r system sho'u].d be secondary
to providing quick and accurate serviceo Economizing on expenditures for
processing and retrieving information which has been collected through the
expenditure of substantial funds is not sound. Emphasis should be placed
on providing flexible service to meet the needs of the individual analyst
and the intelligence communitya If a hard copy collection were substituted
for the aperture card program, many of the present costs of the aperture
program would continue since service would have tv be supplied from. the
existing card filesa palming should continue at the initial processing
poizit for the Vital Materials Program and to make the proposed film retire-
ment pro~x?atar effective. If filming is postponed until the document is
five years old, as proposed by the Consultants, the hard copy, in many
instances, would not be suitable for filming. Additional T/0 would be
needed to institute the hard copy programo
Eo (?ne of the mayor problems in documentary storage and retrieval is
enclosures to documentsa The A13IP Working Group on Citation of Document
F~closures has estimated that 5~ of the Air and Davy Documents, ~~ of the
Army,- 15?jo of State, and 3c~ of` CIA reports bear enclosures a Many of these
enclosures are single copies, colored overlays, maps, oversize items, or
poor copies. In these instances,- they do not always. lend themselves to
filming. The problem of housing and servicing enclosures is inherent in a
hard copy collection or an aperture card system. Efforts have been made to
film all (approximately 95~ of those received) enclosures so that originals
may be disseminateda Document Division generally is required to route
original enclosures per instructions of the originating office or to meet
reading requirements of CIA off?iceso To complicate the pictux?e, the enclo-
sures which are returned are usually of little immediate interest. In
order to provide service on enclosures which cannot be read from aperture
card prints, the Library maintains large hard copy files of enclosures
returned from rousting and also attempts to recover the enclosure that is
being routede This is a time-consuming and most often fruitless task.
The offices do not maintain logs of incoming material, and the standard
answer is that the material has not been received or was forwarded to the
next office on routingo In some instances, analysts may lift part or all.
of the enclosure for their individual filesa
E?. The aperture card system was adopted in 1~5~ to meet space limita-
tions within the Library and to provide better service through retention
printse The system as a flexible and quick means of information storage
and retrieval in a minimum of space has not been inefficient, but some
.policies- implementing the system, such as processing of poor copy and
nodex items, have resulted in criticisms and deficiencies. The deficiencies
may be overcome, not through discarding the aperture card system, but by
improving and expanding ita In 1957s 73'336 documents were nodexed. Most
of these nodexed documents were not filmed and mounted in aperture carded
The requester is confused when he receives a retention copy of one State
document and a loan copy of another. E3ne copy can be clipped and maintained.
in-the file, while he is responsible for returning the other copy intact to
the yibrary.
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~. The. selectivity employed in specialized collections within CIA
torees the Library to provide service it is not always equipped to give.
Certain types of photographic enclosures are not serviced in Graphics
Register so that Library attempts to praeure them through inter-library
loan from the originating agency. This is a time_consuming procedure
(with the Library acting as a middleman since the material is generally
filed in a section in the other Agency similar to Graphics Register), and
the analyst may experience a long delay before his request is satisfied.
In other instars~es enclosures may be received in the Map Library, Industrial
Register, etc., through other channels. The Library is not arrays informed
that the materials are in CIA and available for servicing.
~. i'S?ocessing policy decisions should consider servicing and retrieving..
Extra time allotted for initial processing may save time in retrieving.
Policy decisions as to whether to fi71n enclosures, to route or tile. enclo=
sores in the Library, or to procure an enclosure without waiting for an
analyst9s request should be mutually agreed upon by all components affected..
I. ~?om the standpoint of management, microti]rn is a practical and
economical method of document storage. However, many analysts do not like
to view film on readers and ask for prints to avoid viewinga Nevertheless,
a total of 9,322 documents on film were viewed in the Library in 1957 The
task team believes that the complaints against the use of film plus the
advantages of checking hard copy documents from a particular post warrant
the establishment on a trial basis of a one?tomfive year hard copy file.
This file would serve as a backstop to the aperture card system and would
also determine what use, if any, analysts would make of hard copy tiles.
The hard copies could be destroyed after a, specified period of time. In
most instances, prints would be made from the aperture cards. In order to
assure complete hard copy files, prints of single copy items would be made- 25X1A
from the aperture cards. Since the hard copy file is an added service, it
will mean additional administrative costs in space, manpower, and budget.
It has already been determined (see page TTR~3ml2) that a tivemyear hard
copy collection would require ~+,72a square feet of space. Annual shelving
requirements would be 6.2 ranges of six section double>face 12`$ steel docu~
went shelving or a tivemyear requirement of 31 ranges The cost of the five-
year shelving has been estimated by the manufacturer at - (not erected)
and - (erected).. A T/0 of six, 1 GSm6 supervisor and 5 GS-5 file
clerks, could adequately staff the collectiono This estimate is based on 25X1A
current document receipts of approximately 33,333 per month in addition to
the monthly average of 778 documents viewed in the Library in 1957.. The
latter figure would .most likely increase if a hard copy File were established.
Each staff member would be required to file and pull approximately 5 C40
to 6,OQ(1 documents a month. Total annual personnel costs would be
6ahether or not analysts want to browse through hard copy files will probably
be determined by Task Team Number 10 (Reference).
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A. Continue the aperture card program and expand the filming program.
All legible documents, including those which are nadexed, should be Filmed
and mounted in aperture cardso Illegible documents and enclosures should
not be routed until an adequate copy exists in the Library for servicing>
The use' of 35mm f i]sn sh?uld be limited, and facilities should be provided
for the Library to give print service on this film.
B. The Document and 1Kachine Divisions should give special handling to
poor copy documents and enclosuresa Library personnel must exercise close
surveillance of all enclosures, particularly poor and single copy items.
Poor copy or thermotax enclosu~?es should be re-typed before Filming.
Report?producing offices in CIA should be required to send legible copies.
for filming to the master File in aCR. Efforts should be expanded to
procure other IAC Agencies? enclosures For filming in Document Division
rather than relying upon inter-library loan facilities at a later date<
Document Division should arrange for filming programs in the other IAC
Agencies in order to procure copies of enclosures at the initial receipt
pointo
Cb All documentary material that cannot be filmed should reside in
the Librarye Notices of availability of this material in the Library
should be routed, and loans on this material should be carefully regulated
and controlledo
D. A onemto-five year collection of hard copy documents should be
established to supplement the aperture card program. This File would serve
the specialized area needs of selective users, and analysts could view the
hard copy documents intend of working with un.Familiar aperture cards, reel.
film, and microfilm readers. The availability of hard copies for analysts?
use would permit manual searches by post and browsing. Prints would
continue to be made tram the aperture card files. In order to make the
file complete, aperture prints could be made for single copy items or
enclosures that must be routed.
E. Processing time in Document and I~-achine Divisions should be care-
Fu11y monitored to prevent delays in servicing. All policy decisions
regarding processing documents should be careFully weighed against retrieval
time. The Library should take an active part in all document processing
decisions which affect servicing.
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49(x} program efficiency gill result in
having a printed bibliography instead
of the Intellofax system The Task-Team
finds that the current policy and criteria are primarily inadequately
articulated and incompletely developed. Although it is not necessary
that all details be spelled out in written form, there are some practices
which are sufficiently important to warrant official approval or disapproval.
a. GTritten and de facto standards.
(1) The broad selection policy, dated 20 February 1951, quoted on
page ll of the Consultants' Report, is apparently the first
formal statement of its kind. Prior to that time, the Library
acquired reference works, by gift and purchase, concentrating
on the works necessary to the reference librarian's trade?
The policy quoted ersonrselectionsi,~s d tedfl8 dunengl956act~es.
The next Yoajor pap
2 October 1957 paper is a minor revision thereof. See Appendix A.
They are primarily reports on criteria and anethods, essentially
a summax?y of practices developed over the years. The CIA
Librarian"s rebuttal. paper on acquisition policy, cited in
paragraph II, B, 2 above also contains a broad statement of
policy. The major premises and principles of those papers
may be paraphrased as followse
(a) Space and economy are limiting considerations. In addition,
there are important research libraries located nearby.
(b) Reference works ax?e selected on the basis of their pertinence
to the interests of the Agency, using as a guide generally
the subjects listed in the Intelligence Subject. Code.
(c) The collection of publicaareas ofoClA responsibili~diesaasc
and should cover as many
the Library has knowledge.
(d) Books for the general collection are selected on the basis
of established area priorities and specified subject categories
(e) Emphasis is placed on all publications relating to the USSR,
and. the same consideration is given to the Satellite States?
(f) Books on non-Bloc areas are selected to provide recent
significant studies and all standaz?d background books.
(g) Books, the content of which is identified by subject and
not related to an area, are selected in relation to the
general subjects of the Intelligence Subject Code.
(h) New publications are selected by reviewing bibliographies,
library journals, and other selection aids; by scanning
book purchase orders; and by screening books received from
Publications Procurement Officers and materials received
from other internal sources> This is conventional library
selection technique.
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(~) There are certain principles and practices which are not
prescribed in officially endorsed policy. Although the AD~CR
approved the criteria contained in Appendix A, there is no
evidence that the standards described below have been reviewed
and approved 'by higher authority. The de facto standards xaay
be stated as follows
(a) The Selection Officer does not choose materials in so
called exotic languages, that is, Oriental and other non-
Roman alphabet languages except Russian? In addition, she
selects only English language serials for the :main library.
(b) Acquisitions Branch procures all serials obtainable-from
the USSR and Mainland China even if there are no particular
requirements therefor. The same is true for the rest of
the Bloc except that coverage is z~re selective for East
Germany and Poland.
(c) Acquisitions Branch provides FDD withe~h~ of~~'i~liits~
select publications in exotic languag
exploitation requirements.
(d) Substantial reliance is placed on important research
libraries nearby for '"historical material" i.n fields covered.
by them, but no consideration is given to the holdings
of other IAC agency libraries except occasionally State
Department.
(e) Area priorities as^e not adhered to rigidly and are sometimes
(f)
ignored.
Space limitations account fvr a rigid weeding program.
(g) Circulation Branch decides how many copies of a publication
to purchase based upon prospective needs of borrowers.
(h) The branch librarians make their own selection decisions,
limiting the branches ?to sma11 reference collections.
They scan book purchase orders from components they serve
and also re-order annuals.
b. The selection staff needs more .comprehensive and concrete guidance
from. higher authority. Considering the uncertainities involved, the
selection librarians appear to merit commendation for their perforznanc4?
In order to constitute reasonable guidance, a statement of selection
standards should contain certain elementsa There should beo
(1) A common understanding among the selection staff, advisers on
selection, and Library users of the Libraryfls role in CIA, its
relationship to its users, and the quality of the collections
desired<
(2) A.definition of what are "current" publications in contrast to
"'historical" materials and what constitutes a "live" collection
as a basis for weeding.
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(~)
A statement on how and to what extent the proximity of important
research .libraries is a factor iri selection,
Guidance on how much foreign .language material is to be selected.
for the main library. The number of books being cataloged. in
English and foreign languages is about equal. Only about 2~
of the book circulation is in foreign language.
(5) Guidance on when to shift subject and area emphasis, e.g., to
areas threatened by Soviet infiltration.
(6) Specification on how or to what extent the Intelligence Subject
Code and various collection guides are to be used as selec?~ion
aids.
(7)
Formal delineation of the respective interests of the Library and
the Registers with regard to materials of d3x?ect interest to'
the Registers. Papers have been drafted at the selection working
level but not officially adopted as policy.
($) Provision for deposit of specified categories of publications as
part of the Vital Materials program.
(9) A prescribed method of regular follow-up on pracurement orders
not fulfilled. The results of several attempts made so far
have been .disappointing. This is a deficiency of the PPU system.
(10) A current statement of the Selection Officer"s powers and
responsibilities, administrative channels to be used to achieve
the objectives of the program, and the distribution of functions
which are in fact distributed.
c. Formulations of selection doctrine tend to be philosophical or vague i?
the same measure as theories of intelligence. There are, also,
varying interpretations of the role and functions of CIA in the
intelligence community. These, in turn, condition definitions of
the. mission of the CIA. Library. There may be said to be three approaches
to the develapment of selection staxidax?ds. A considered combination
of these approaches may provide best for the short axed long-range
interests of the Agency.
(1)
Present method. The current selection criteria are intended
to delimit broad subject categories 3.n terms of space and time,
that is, with area priorities and emphasis on "'current'? materials.,
The subject categories are refined by successive definitions
of the terms used. 25X1A
(2) Liberal procurement. There have been i.n recent ears annual
selection budgets for the main library of
The library spends almost as much .money for sa].ax?ies of personne~..
engaged or assisting in selection. It may be false economy to
apply restrictive selection criteria.
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~a) I~ook~~i~nd periodicals are cheaper than people. 't'he cos
of s: book is less than that of a short i.nfoxmation report
even though the Latter does not represent a direct expenditure
by CTA. If one considers publications as simply another
form of intelligence materials, it seems parsimonious
not to procure in a liberal manner. Obtain for the
intelligence analyst as much as he can use. ~e cost will
be a very minor portion of the intelligence collection
budget.
fib) _Doth the L7.S. and,Gxeat Dritain publish only about 23,000
original editions a year. Of that number, only about
13,000 could have any possible relevance to intelligence.
Of ;the number published in English, F?x?ench, and Lerman,
Onlyi~about 25,000 ,a year could have any possible relevance
to intelligence.
~3) A~walogy ta,inte~ligenGe requirements. The Library would develop
publications requirements for scheduled projects ,just as other
activ:it~es plan the collection of information. The method for
doing so is described in paragz?aph Tl, ~, 3 above.
d. OC1~ has had no control over-the amount of space allotted for Library
use. Space has been d remains a limitation on selection. books
.selected for the mainibrary are ipso facto cataloged. Not all
items selected need be cataloged and not all of them need be shelved
on Libra~?y stacks .
~1) There are methods, whereby space can be used flexibily. I~`by
books could be~xetired to warehouse shelving in Records Center
when. relatively inactive. More speciai.i~ed publications can
be assigned to appropriate branch libraries and collections
of Agency components and retired when inactive. Some p`c.~:~cations
can be disseminated in accordance with requirements by Acquisitions
Branch or treated as documents by Document 13ivision.
~2) There a~?e under consideration methods of reducing cataloging
costs, such as using Library of Congress cards and simplified
techniques otherwise. Materials purchased under a liberal
concept, for which there is no ir[unediate need, can be withheld
from Library shelving until the need becomes apparent. An
example of such a need is the current increased OSl interact
in Soviet education=
e. The branch libraries axe useful primarily as a channel for ordering
books ~`roz~ the main library and as information centers for Library
facilities. Their collections of materials are inadequate as
reference a~;enters. Most offices perfex to try to acquire what they
need fox t'~.eir own office collections. More often than not, they
p~?efer to ~sse specialised research libraries in the az?ea
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~. C~~x?rent standards and practices on matters discussed below are
considered correct and -desirable.
a. The Library's px?iznax??y function is as a sex?vice to OlA even though.
it offers its services to personnel of othex? TAC agencies. Tts
usefulness to others is greatest when it is most successful in
orienting itself precisely 'to the needs and interests of CIA. Tt
is in its character as the CTA Library that it becomes identifiable,
and its particular values comprehensible, to the outside user.
b. especial book collections maintained by branches or higher components
in various parts of the Agency aggregate an important C;I.A asset.
I~~[ost of them are highly s~aeciali~ed, and because they are maintained
by the user, self-interest insures a jealous concern. with their
continuing high quality. 25X1 A
(l) Notable among such collections are sev?ral devoted to specialised
areas of science in OSI; the local geographic and directory
materials in Cs~sR~6, and the biographic directories in OCR~~.
'The foreign language materials held in branch. Library,
~ilthough a part of the CTA Library, are functionally simila~?
to this grorxp of sp~c3al collections because of their very
close relationship toiC~O~:E?DL and their responsiveness to the
requirements of that Division. Although these collectians
differ widely in the extent and intensity of coverage and. in
other respects, they have certain characteristics in common:
The overall Agency interest in these materials is concentrated,
probably from $0 to 9~ per cent, in the component znaintainin.g
the collection.' The amount of materials on the specialised
area covered is probably greater than would be warranted 3n
'the CTA Library itself.
(~) These materials,. however infrequently, can fulfill informational
needs of other Agency components. It appears that the more
complete knowledge the selection staff has of the nature, scope,
and purpose of these collections, the better assistance it can
give in suggesting titles for inclusion in the collections.
Conversely, the. more the reference librarians know about these
collections, the better equipped they will be to refer to such
collections when other researchers seek information that might
be found in them.
(3)
These independent collections, based on substantial self
interest of the maintaining components should be given some
~?orm of official auxiliary status within the Agency Library
-trarrseworle. This status should carry with it the privilege of
receiving assistance from the selection staff on a continuing
basis. It should carry the obligation of sex?vicing, assisting,
or ope~~ing the collections to~other Agency personnel referred
to then by the reference librarians on subjects covered by
each collection. The reference librarians? knowledge of such
collections could vary from complete cataloguing (the ;~a;'fa
collection is now c~~,t~~:? o?pal b;~~ the x,~ibras?,y) to a gene?a_
statement of the scope and. ~~ ~r*:.`~r~~. 5 a - ~. ~ ~ h ;;~~~ ~o ~i.br~~,r
Appendix B ~ 1?a:sk scam. ~"x?a~tae of Reference
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TTTR/~.--Ap~~~dix A
2 October 1957
MEMORANDt1t~! -FOR : CIA Librarian
THROUGH Chief, Reference Branch
SUBJECT a Selection Policies of the CIA Library.
The revised report an the criteria and methods used for the selection of
books far the CIA Library is submitted for your information.
25X1A
Chief, $election Section
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3O September 1857
CRITERIA FOR '733E SELECTION OF BOOKS FOR THE CIA LIBRARY.
INZ~ODLTCTION
The following report will discuss the policies used for the selection of books
to be added to the CIA Library. Mast of these policies have evolved over the
years since the Library .was started and are based on a practical approach to the
needs of the Agency, with the due consideration to the wealth of library resources
in the Washington area. It is acknowledged that these policies cannot be considered.
hard and fast. Flexibility .must be admitted to allow for changing needs and interest.
The fields of interest of an intelligence agency are so diverse that a library
servicing-such an agency could conceivably add almost every new domestic and foreign
publication to its collection with the expectation that eventually all would prove
useful to someone. That, of course, is impossible. The Library has limited space
for storage of books; money is always a consideration; and important research library+:<
are available in the area. Limitations have had to be imposed. The primary emphasis
has been on the collection of material on the USSR, the Satellites, China, and
perimeter areas in the fields of interest to the Agency. Secondary emphasis has
been placed on the collection of material on the subjects of intelligence, espionage,
and scientific warfare. Other subjects will be discussed in the body of the report.
~I. SOURCES
New publications are selected for the Library by checking the book notices in
the standard foreign and domestic bibliographies, library journals, publishers?
catalogs, and other selection aids. The Selection Officer and the Assistant Selectir~~i
Officer cheek all English language publications.. Foreign language publications are
checked by the language specialists in the Inforzbation Section of the Reference Brane~
A-list of periodicals regularly checked for new publications followso
1. American Documentation
~. ASLIB Book-list
3. ASLIB Information
4. Biblio
5. Bibliografia Hispanics
6. Bibliografiya Jugoslavi,je
7. Bibliographic de Belgique
f~. Bibliog~?aphie de la France
~. Boletim Bibliograf'ico Brasileiro
lO. Boletim Bibliograpiio Mexicano
11. Bookseller-
12. College and Research Libraries
13. Dansk Bogfortegnelse.
14. Deutsche Nationalbibliographie Series A)
1~. Deutsche Nationalbibliographie Series B)
16. Journal of Documentation
1(. Knizhanaya Letopis
18. Library Association Record
1~. Library of Congress Information Bulletin
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":j. Library of Congress P~uarterly ~'ournal of Current Acquisitions
21. Library Journal
22. New Technical Books
23. Nieuwe Titgaven in Nederland
2~+. Oesterreische Bibliographic
25. Public Affairs Information Service Bulletin
26. Publishers Weekly
27. Retail Bookseller
2$. Schweizer Buch, Series A
29. Schweizer Buch, Series B
3O, Special Libraries
31. Stechcrt-Hefner Book News
32. Subscription Books Bulletin
33. Svensk Bokfarteckning
34. Technical Book Review Tndex
35. UNESCO Bulletin for Libraries
36. Weekly Accessions Liet, Department of State
37. Wilson Library Bulletin
All Agency book purchase orders which are received in the Search Unit are scanned
daily by the Selection Section for titles of interest to the Library. Books ordered
by all offices of the Agency are examined and screened for cataloging in the Acquisitia~x:.
Branch of the Library by the Selection Officer and the .Assistant Selection Officer.
In addition, analysts and other readers are encouraged to inform the Selection Officer
of publications which they recommend for the Library collection,
Many books eame~to the Library constantly on a "no-order" basis. Much of the
foreign language material is received from the Publications Procurement Officers
in the foreign posts. These books are screened every week by-the Selection Officer
who spends a day in Y Building for that purpose. Enclosures to documents axe examirlea.
daily by the Assistant Selection Officer. for publications which should be cataloged
for the Library. In addition, much material is received from. the Map Library, the
Branch Libraries, and the Book Desk. All of this is searched and screened in the
Selection Section.
TI. RE~?ERENCE AND BIBLIOGRAPHIC COLLECTIONS
The Reference Branch endeavors tt+ maintain an up to-date collection of reference
works to provide facilities for bibliographic and information research for the Agency.
Reviews and announcements of new reference publications are usually found in professios~~.:
library journals and iri publishers' trade announcements. .The basis for selection of
new reference books is their pertinence to the interests of CIA, using as a guide
generally the subjects which appear in the Intelligence Sub,~ect Code, The Reference
Collection provides the following types of publications:
A. Biblia~r?aphies. The Library places emphasis an providing both .general and
special bibliographies, national and trade bibliographies, index and abstracting
services, accession lists, lists of dissertations, etc. Files of these are bound
and kept in the Bibliographic Room. Back issues and missing issues axe procured
when possible through the United States Book Exchange.
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:~~s. I~a.recta~?_i es and Y'earbaoks . The Library provides as far as passible the
mc~M~~i~, rec~;nt edi-~ions of the fc~l.lowin.g types of domestic and foreign directories
`~ and yearbooks:
General place directories
Telephone directories
Specialized directories of subjects or classes ~f people
General trade directories
Specific trade directories
Directories of societies and institutions
Directories of telegraphic addresses
C, Encyclopedias. The Library provides the standard general encyclopedias
both foreign and domestic and the specialized encyclopedias of interest to CIA.
~. Dictionaries. The Library provides an extensive collection of dictionaries.
The emphasis is placed on bilingual dictionaries from the foreign language to English.
However, monolingual and polyglot dictionaries are also provided. Both general and
subject dictionaries are procured.
}~. Biographical Reference Works. The Library provides both foreign and domestic
Who's Who publications of a contemporary nature.
F, Material about Libraries. The Library provides publications relating to
libraries and to library science. This includes all new publications relating to
automation in the field of data processing.
~ G. Treaty Collections. International and various countries, old-and recent.
A. The books in the CIA Library are arranged by area and subject and the approach
to the selection of books to add to the Library is also by area and subject. The
areas in order of importance are: USSR, Satellite States, Communist China, Middle
East, Southeast Asia, Western Europe and the British Commonwealth, Africa, North
and South America, the Arctic and .Antarctic Regions. '
Emphasis is placed an all publications relating to the ~TSSR. Books in English
on all phases of Russia?s history, development., economy, science, culture, and
politics are purchased. Books in the Russian language which are screened in Y
Building are considered from the point of v3.ew, so fax as can be ascertained, of
the Agency's interests. Recent technical books, collections of scientific papers
by academicians, books on industrial management, agronomy, communications,
meteorolagy,.mining, regional travels Russian history, geography, automobiles,
tractors, locomotives, construction industry, weapons, civil defense, nuclear energy,
laws, guide baaks, etc. are all retained far the Library. Books not added to the
Library have included backs of a purely theoretical nature (such as an .elementary
textbook of physics or chemistry), books an archeology, art, descriptions of other
countries, literature of other countries, some but not all agricultural and medical
books, technological-books an .subjects not of ma~ar interest to the Agency (i.e.
meat packing), and novels.
The same'consideration is given to the Satellite States and to those publications
~r received from them.
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~~oks on other areas in the world are purchased with. the idea in mind of herring
a11, recezit signif icant studies and all standard background books on those areas.
Naturally, more books are considered for the presently disturbed areas than for
other areas, but no country should be entirely neglected.
An exception is noted here. Since the ma~ar interest of CIA is in the field of
foreign intelligence, the Library has not selected books on the domestic politics
or the current sociological scene in the United States. Many of these books are
important and in demand. When requests have multiplied for a book of this nature
and it is not feasible to borrow it, the volume has been purchased.
~. Unti1 the inception of the historical Intelligence Collection the Library
purchased .all books on the sub~eet of intelligence, espionage, guerrilla warfare,
.evasion and escape, and cryptography. Most of the volumes have now been transferred
to the Historical Intelligence Collection and now titles-are selected by Mr. Pforzheimer
The Selection Section notifies Mr. Pforzheimer of such titles which it .may find.
C. Other subjects.
The general subjects of the Intelligence Subject Code are considered in
ordering books for the Library. The Selection Section tries to purchase books of
merit with some lasting worth, excluding the trivial and ephemeral. It is not possibly;
to list here every topic. upon which the Library purchases books. Some points will
be noted about certain topics.
In the field of political thought books on Marxism and Communism are emphasize
4. The CIA Library is not now spending a minimum of 25X1 A
25X1A to develop its collections, as ose
"collections" were def3.ned by the Consultants. (See APPENDIX B,
Part 5.)
25X1A
Task Team Jud~nent on the FY 59 Publications Procurement Bud.get
~? FY 59 publications procurement budget was prepared on
the basis of previously established and time-tested procedures
w~i.ich have now been formalized in CRAG document No. 2-5$.
These procedures are based on the principle that the publications
procurement budget is the sum in money tex?ms of the publications
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procux?ent requirements of Agency camponentse including the
Library. It is cair~.cidental. that the- F~' S9 budget is 25X1A
the s~an~: ax~atuat as th~.t recommended by the Consultar~.ts. The
Lib:~ian used the saffie cx?iteria to recommend that sum as did
the Task Team to fudge its e.degtaacy -but these cx?iteria are
entirely different from those which were used by the Consultants
in their determa.,r~tion that the bank budget should be 25X1 A
REC4Mt~I~ATIC~W 25X 1 A
The CIA. ublicatians procurement budget far F"Y 59 should 'be maintained
1V. Is the I~te of i4archase in Any Ws,y Affected by Staff and S;~ce Lisr~~?atians?
1. Space and staff limitatiar~s are not s, factor in the decision to
$urch~,se books deemed to bP of basic impastan.ce to the cal.lections.
Space limitations are a factor in the weeding program and in
decisions to purchase books of law priority o~? marginal interest.
2. Weeding is a, nece~;sary function of nrarmal. Libx~ry activity.
3b Mare space is n~^eded to house the e.an.d.~.ng Library collections.
~. F7S3I~~tGS
le Zn pointing out fps in the ClA. Library co77oectian, the Consultants
stated that "~.~.ca~. of space is indic~a,ted as the principal reason
far the relatively slog gxawth of the book collection and for. the
absence from the shelves of much obviously basic m~.terial." To
alleviate the cx?oTae~d spsce condi~?.,ions, the Cansultan#~,s found the,t
a pragx~am of weeding the present collection had been instituted, irs
the Libx~x~y. ~.e Consul,tants felt that the tuns spent in weeding
could be more profitably used in the selection pragr~am and that
members of the Agency staff should, be utilized in building the
book collections ~.'be Consultants concluded that the "decision not
tea purchase needed books is frequently based an sp~.ce and ?~taff
limitatian,~"
2. A survey of a~vailr~,ble spaces in the Main "Library and the four
Lranch Libraries ws.s t~xr.dertaken by the ~,sk Team to determine the
ea~tent of c~?owding in the stack areas o 'tie findings of the survey
were as fallows~
a. $~?9~ a~' the available shelf spacy~; is filled.
b. ~o of the I,ibx~,ry cal.lectian ia3 charged out an loan ~l~o far .a
definite lcaan period and ~7~ an indefinite loan .
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c. Expansion of stack space in. presently available areas can
be made only by reducing reading area or office type space.
Iri some instances, safety regulations prohibit the addition
of stacks because of floor weight restrictions.
d. A weeding program has been and is being carried out in the
Main Librax~r and the Branch Libraries in order to snake room
for new accessions.
25X1A
3a The resu~,.ts of the suruey indicate that available space in the
Library is approsching capacity. However, the assertion by
the Consultants that the rate of purchase for additions to the
collections and the absence of certain basic materials is
primarily based on space limitations does not appear to be
valid.. Am analysis of expendituret~ for additions to the Library
collections showed that the rate of purchasa has rer~ined nearly
constant for the Est five years in spite of increasingly crowded
conditionso This ~roul.d seem to indicate that the rate of purchase
was determined by basic Library policy as to the size and content
of its collection. aimi'larly, there is no evidence to show that
absence from the shelves of materials that the Consultants
considered to be of basic importance is primarily the result
of lack of shelf space. The determine,tion of what materials are
of basic importance is made on the basis of established selection
criteria,-and an e~,mi.nation of the selection program indicates
that materials are procured without regard to syas.ce when deemed of
importance to the central collections.
~. The Consultants claim that staff limitations affect the rate of
purchase cannot be substantiated, and no evidence wc~.s offered as
to how they arrived at this conclusion. The rs,te of purchase
is determined by the Selection Section of the Reference Branch
consisting of two Selections Cfficerso Increasing the size of
this staff would not, per se, increase the rate of purchase
since this is a result of basic Library pol.icye
5. The Consultants$ recommendation that the Agency staff should
actively participate in the book selection for the central
collections has been implemented. In a memorandum from the
CIA. Librarian to all ma~ar components of the Agency in October
197, it ~aa,s requested ths.t each component appoint members of
its staff to a.ct as consultants in the selection programo This
program has had a promising beginning and is serving as a means
for utilizing the knowledge of all members of the Agency staff
in adding books to the collection.
6. The weeding progx?em, which has been carried out in the Main
Library as we]..7. as the Branch Libraries, is a direst result
of lack of shelf sps,ceo Most of the materials being discarded
are duplicate copies of books no .longer in demand, volumes
superseded b more recent editions, and outd~.ted periodicals.
The Bre,nch Library is presently ~a,egotiating to
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materials, and, if successful, wil.J.. gain enough space to
handle their expansion needs until the move to the new
building. ~.i the opinion of the 'T'ask Team, the weeding
program is a normal and necessary procedure which not only
eliminates material from the collection that has outlived
its usefulness, but which provides a good means for fudging
the value of the present holdingso
7. Although the Task Team was unable to substantiate the
Consultants? finding that the rate of purchase of needed
books is affected by staff and s~xce limitations, an
analysis of the present stack spaces clearly indicates that
continued growth of the Library collection wi11 be limited
by space considerationso Assuming that adequate space has
been pravided for an extended collection in the new building,
the immediate problem is how to provide for continued growth
during the next two-three year period prior to the move to
the new site. Several alternatives are worth considering:
a. E,nd shelf spe,ce in presently avai].?able areas by
rearrangment of the stacks to make room for more
shelving, utilization of reading spaces for stack
areas, and continuation of a vigorous weeding program.
b. Establishment of an overflow stack area in newly
acquired spaces.
8a The Task Team has discarded the first proposal since it does
not appear .likely that enough space can be mined by this
method to handle the normal e~~pansion rate of the collection
for the next two-three yea,rsd The most critical. space
problem exists in the Main Library, which is a7.most 100'~i
utilized, and irmnedi.ate effox?ts should be made to obtain
mare space to house this collection. The Records Management
Staff is presently surveying the Fourth Wing of M Building
to determine if mare shelf space can be obtained by a
rearrangemexat of the stacks o Pre1~.,minary results of this
survey do not look promising. Conversion of reading room.
space to stack areas is not desirable and expansion of the
weeding program would in the long run be self-defeating.
25X1A
9. The Task Team has concluded that the estsblishment of a new
stack area to handle the overflow from the Main Library offers
the best solution to the present space problem. Since apace
is not available fora greatly expanded collection in M
Building, the following alternatives are suggestedo
a. Utilize existing spaces in If the 30,OOp
volume captured Japanese collection is disposed of,
there will be space to house an overflow in the existing
. stacks a There is also a vaxLlted area, of approximately 3QC~
squhre feet pres~~xtly being used as the Acquisitions
Branch conference room which could be converted to stack
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b. tTtilize existing spaces in the Stadium. The
Catalog Section moved out of an area of approximately
15DO square feet. Although this space has been
reallocated to other units, room could. be made
available for a stack area in the Stadium.
c. Request the Office of Logistics to negotiate with
PBS for additional space not presently occupied by
CIA.
14. The decision. as to what alternative to choose is dependent upon
an estimate of the space required in the next two-three years<
This estimate, in turn, is dependent upon the policy determination
as to what the rate of purchase shall be during this period.
11. E?ne additional finding of the Task Team should be Hated. In
discussions with NSA Library personnel, many of the problems en-
countered by NSA in their move from widely dispersed quarters to
a central building appeared similar to those which will be faced
by CIA in its move to the new building. One result of their
move was that a large number of banks on .lean to user offices
were returt~.ed, thus greatly expanding the can-the-shelf ha.ldings
of the central Library facility. This and other experiences
seem worthy of further investiga~ian '~~ members of the CIA
Library Staff in planning the move i~o the new site.
1. An overflow stack area should be established to handle expansion
during the period prior to the move to the new building.
2. The experience of the NSA Library in moving to new quarters
should be investigated as an aid in the planning of the CIA
Library move to the new building.
V.'. Should the present budget philosophy be revised?
1. The tJCR budget philosophy for publications procurement, as set
forth in the Central Reference Advisory Group issuance. entitled
''`Policy on Budgeting for Publications Procurement" (CRAG 2-58
dated 13 January 195'8), is a clear statement of OCR responsi-
bility and procedures in this field. (See APPENDIX A)
2. The budget philosophy as adopted by CRAG establishes a satisfactory
method far the development and execution of the book budget.
3. The bank budget is and has been under the central of the Assistant
Director, E)CR. This is contrary to a finding of the Library
Consultants.
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1. In connection with 4~aplementing certain of the Consultants"
recommendations, ar. examination of the budget philosophy
for publications pr urement was undertaken by Management
Staff and Acquisitions Branch officials prior to the formation
of the Task Teams. As a result of their investi~.tians, a
draft policy state~aent was prepared and submitted to the AD~CR.
After the Task Teams were organized, Task Team Six was requested
to review the draft and make any necessary changes. P~linar
changes were. suggested by the Team and the redraft was c~or-
dinated with the O~DD~I, Office of the Comptroller, and
certain cognizant officials in user offices. The final
version was submitted to the ADJCR and. adopted by CRAG at
its first meeting on 1$ ~Tanuary 195.
Tn connection with. the OCR budget philosophy, the Library
Consultants stated that "the book budget is not undex? the
control of the Assistant Director, OCR, which is contrary to
normal research library practices." Although no evidence
was offered to support this statement, it appears likely that
the Consultants were referring to the procedure whereby OCR
requests user Offices to participate in the development of
the book budget by submitting estimates of their future
requirements< Since OCR has the responsib~,lity for procuring
required books and periodicals as a centralized procurement
service and must bear the Cast of these requirements, the
Consultants concluded that OCR does not have control of the
book budget. The statement of policy as adopted by CRAG
clarifies this point by stating that "C)CR will be responsible
far the prepa;ratiox~ of the budget estimates for the CIA
publications procurement program", and "w3.11 establish and
control the sub-allotments far the operating components"a.
The total funds for the program are allocated by the Comptroller
to OCR and the administering of these funds is the responsibility
of OCR officialso Shau7~d insufficient funds be dw~ailable for
the operation of the total program, a procedure exists whereby
OCR msy obtain additional funds from the user offices to meet
their requirements. This procedure is necessary only when the
fatal requirements far the program have been underestimated ar
when the budgeted allocation has begin limited by higher authority.
,~. In OCR"s annual presentation of the book budget, the Task Team
found that OCR has experienced difficulty in justifying the
program to the Office of the Comptrollers Ialost of the review
concerns the system of the control ("~iow many copies of the N.Y.
Times are bought and why?") rather than the relative importance
of books, newspapers, and periodicals to the intelligence efforto
The attitude of the Office of the Comptroller seems to be that
since user offices are not expending their awn funds for
publications, there is a lack of restraint- -~.~+ . ~?equesting- publica-
tions for office use; i.e., there is e~ccessiue wastefulness in
the program. The Task Team found that a control system does exist
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in which an authorizing official in each Agency component
(Publications Procurement Certifying Officer) reviews requests
for book purchases and certifies their validityo If control is
the questionable feature, then the system of certifying purchases
within Agency components should be reviewed. to insure that the
validity of the requests are certified by competent authority,
rather than, attempting to control the program by budgetary
limitations. The Consultants conde~.ed this process. as shortsight-
edness and. pointed out that "when the total spent for books is
compared with the grand tots..L needed to operate the Agency, the
sum becomes insignificant indeeda" The Task Force concurs in
this finding.
~. Much of the difficulty encountered in the operation of the
publications procurement program stems from a lack of understanding
by operating components of the purpose, scope and procedures of
the program. The CRAG issuaxace way an effective starting paint
in clearing up misunderstandings and establishing policy and
procedures for the preps,ratian of the book budgeto As a foll,~w-up
to this action, the Task Team feels that the publication of an
Agency regulation on the total publications procurement program
would be mast helpful in giving the activity a firmer base from
which to operate, and in developing a clearer understanding by
Agency employees of this activity.
1. The CIA. Librarian undertake to write and coordinate an Agency
regulation an the procurement of domestic and foreign books,
periodicals, and newsps,pers for Agency use explaining the purpose
and scope of the publications procurement program, detailing
responsibilities of OCR and user offices, and providing procedures
for publications procurement.
2. The Central Reference Advisory Group investig~.te the system of
certifying purchases within Agency components to insure that
adequate controls exists
The policy on budgeting for publications procurement as adop-~ed
by the Central. Reference Advisory Group be retained.
VI. Should the budget for expenc3~-,bles and the 'budget for the main collections
be separate?
1. Creation of separate budgets for expendables (in the operating
offices) and far the main OCR call.ections wi11 not automatically
increase the funds available for the OCR collections.
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2. Separating the budget for ea~pendables and the budget far the main
collections would furthe~? complicate the bookkeeping procedures of
the Acquisitions Branch, s.nd would hamper the effectiveness of a
centralized procurement service.
3. The procedure for developing the book budget a,s adopted by CRAG is
a, workable system incorporating the advants.ges of centralization
and., at the same time, rna,intaining adequate controls.
1. The Consultants presupposed a large sum of money, labeled "C?A
Publications Procurement" from which purchases are made for the
operating components, after which the remaining money is used
for the OCR collections. The Consultants believedthat if the
operating offices control their own funds for purchase of publica-
tions and reduce the volume of such purchases, the smaller amount
of expenditure, when subtracted from the total amount far "CIA
Publications Procurement" will. leave a, larger residue for use by
OCR to supplement its main collections. In fact, if there were
two separate 'budgets (i.e., one far each of the operating offices
and one for OCR), each would have to be justified in accordaaice
with normal budget ~usitification procedures. TYaus, OCR would have
to ,justify funds for its main collections in the same ma,nn.cr as
at present. Whether or not this would result in an increase in
such funds would depend solely upon the quality of OCR9s justifica-
tion rather than ~,pon the amounts requested by operating offices
in their 'budgeting.
2. The procedure whereby offices would prepare separate budgets for
their publications requirements could be effected in several wayst
a. The offices could set up separate a1.3..otment accounts for
publicatiaan procurement and authorize the Iieputy Chief,
Acquisitions Branch to obligate against the authorization.
This would result in the establishment of 54-60 new allotment
accounts with consequent increased bookkeeping responsibilities.
b. The authorized funds obtained by offices as a result of tl~.eir
budget justifications could be transferred to a centralized
allotment account controlled by OCR. If an office should require
more funds for publications procurement, it would be required
t4 transfer additio~.l funds to OCR. tdnder the present system,
increased requirements in one office cs.n be met from surplus funds
in other offices, ioe., the present system. is more fle~cible.
c. The accounting responsibilities of the Acqu~itions Branch could
be decentralized to the C7ffice of the Comptroller and. the Acquisi-
tions Branch act as a procurement agent only. This would result
in increased paper work and. a slow down in the procurement
procedure that woa.:t.d gres,tly hamper the effectiveness of 'the
program.
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3. Tlie statement of policy s~nd procecl,.,a.?~e on budge?tirag for publications
procurement, as e,dapted 'by the Central. Reference Advisox?y Group in
January 195 (sec A~'PENBI.~ A), is e, better system for achieving the
desired objee:tives than the system of sepax~,te budgets for expendrsbles
and, the OCR e:olv7..ections. It s the advantages of greater fle~.bility,
centralization. of accounting, and. better util.i~,tion of library
expertise resu~.ting in a More economic e~dt~.i.nistering of the program.
If the procedure seems teats cumbersome, it is because of the requirements
of higher authority fear adegi~te controls ar~.d sufficient jtxstifice.tion of
the program<
1< The budget for expendables s,nd the budget for the main trollc~ctions
should not be sepa:te. The existing proe:c~dt~xe of cer~tralizcd
'budget preparation ~,nd execution should be x?ete,ined<
VII, Do the fiscal controls and procedures in Ac~,uisitions Branch need changing2
1. The NJans,gement Staff su~ztey of the recaard~keeping procedures fdr
publications procurement, as carried, on by the Deputy Chief of
the Acquisitions Branch, has succepe~,ed in partially reducing the
burden of rec+~rd-k~^eping in the Bxz~..nch.
2. The fiscal.contro~.s and procedures should be further studied by
~igency eacperts in the field of accounting<
3. The cash procurement prcacer3ure is being utilized to its fullest
pxae:tical extent under pre~;ent operating conditions .
~-. 2'he lega~L status of the cash procurement operation needs
clarification.
1. The Consultents recommend,ecl that '"the proposal of the ~.nagement
Staff to undertake a detailed study of fiscal, control and.
bookkeeping as nor practiced `by the Acquisitions Branch" be
i~nplemented< 1'F'iis ~zs accomplished in part in the summer and
fall. of-197 s.nd cu.2,minated in the publication of a N~nagement
Staff Report entitled '"Ae~cous~.ting for OCR Publications
~x?ocuremex?t" d~~ted 1.~ Oentober 1.97< The objectives of the
study were;
a. "To reduce the burden of the Deputy Ghief, AeP~,usitions Branch,
CIA Libz~.ry, in. managing the fiscal records for Agency
publication: p~reae~u.rement.~?
b. "To devise a mcax~e efficient su'bseript~ion renewal procedure
for foreign pu'b~.ie:s,tions and dc~me:stic ar.~us,l. pub].fe~,tions.,'
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2? As a, result of this study, members of the Nta~.lagemP:r~t St?a~ff have
been worktr.g w3.th members of fhe Acquisitions Branch to implement
certain of its recommend~ti:ansa The main accomplishments to date
are as follows a 25X1 C
a. The bookkeeping and management
activity has been delegated from. the Deputy Chief, Acquisitions
Branch to the Ghief, Special Ps~ocux?ement~ iJnit.
b. A procedure has been devised and is in the process of being
insta.Ll.ed for ms,chine accounting for fcsreign subscriptions.
c. Steps are being t~.ken to izapx?ove the procedures for machine
accounting far other foreign procurement and covert procurement.
d. Amore economic systean ha.s been devised for creating and
maintaining th.e Cyrillic list of Russian publications.
Some accounting reports previously prepared manually by the
Ileputy Chief, Acquisitions Branch, anal Chief, Aomestic Section
have been converted to automatic machine methods.
3. Although improvements have been effected in IB~i accounting systems
far the Branch, the mayor problem of simplifying manually kept
fiscal records has not been completely salved, a.*xd the I.~puty
Chief, Acquisitions Branch, continues to devote a ma,~or portion
of his time in preparing and maintaining budget arad fiscal records.
Guidance from the Uffice of the Comptroller is required to perform
a technical analysa.s of accounting operations in this Branch. This
would have the dtts,l advantage of improving the bookkeeping procedures
and of establishing closer contact between the dffice of the
Comptroller and the Acquisitions Branch.
~. I.n their study of the acquisition program, the ?Ct~nsul~tarts found 25X1 A
that "full utilization of the cash purchase praced~~^? is not made." ~
and recommended that "more books ~,nd other material ~e purchased
through the cash procurement procedure" . As an exam;~:te of the
suggested ch~+.nges they recommended. that it should be passible "for
personnel buying with cash. also to buy from 25X1 A
5. Purchasing publications far cash
in the United States is dependent open the establishment of fie
agents to da the bu~,yi.ng. The matter of domestic procurement through
the use of agents in the field, is cvr.~?ently being studied by Task
Team Seven. Should such a system be adapted, it is possible to make
cash available in the field for publication procurement. At the
resent time the Gx~ hies Register hs.s an arrsngemcnt with the
25X1 A whereby cash advances are rAade far the purchase
25X1 C A sir~ai]~r ar~,ngement could be made for publications
if agents are established in the field.
C _r{_
Approved For Release 2000 ~/01 : I -RDP81 S009918000200150004-2
 Approved For Release 2000/09~0~-~C~I~mF~DP81 S00991 R0002~g0~4-2
6. Cash procurcmer~t, ~,~ prescaat~r prscticed in tkte IDeamestic Section,
has ?nc m?~.in ~a,d~ran~'~gc ?~ less red t~,;~. I%:ie sltex?rs,tive sncthod
~~ domestic procuremt~nt bar the purc:hc.r~e order proeec~urc, takes mare
time ~,nd p~:aplc ~aecause e3S' the greaten vc7lutr~ of ~.pcr involved,.
~.arger typing ~xork7..os,dA s,~ad mare dc?~iled s.cceatuxting iaroccdure.
The main clcmen~t~s taf the cs,sh pr?acurement system s.rc ;
a. Cash is made svs,ilable to the domestic Section thx~ugh the
use Qf an u~,uc~~olaercd. r~:volving f"u~d amcstirsg ~to -
b. Its tree is li~nitcd to items svai;~iale in the .loca~], bosak
market
c. Requirem~+rats of 1~,w a?~d d~grxxcy r~;~a.l~?tisrr~t~ limit greater use
of this pced~.re:.
25X1A
Tra their study cif the Gash pa~ct~.rement capc~~,tic~n, the I+~ariagcam~nt Staff
questioned the pro~cdtiti~?e can the g~auuds t1Ev~,t .~ency rcgu.7.s~.tions
prohibit the use o:E unvouchcrcd funds far "~,dmi~xistrstive rcanvenience" .
Since they feel tY~~t the use caf this Rind is ~.ixaly a matter of
?administrative cc~n~reni+~ncc?', they are prc>pcasi~:g t~.t it be changed tea
vouehered funds by either?>
s,. abolishing the revolving fu.ai .d, s,nd cst~.blishing a mcadificd version
eaf the pu~?~hs,se order system.,. car
b. Establishing a vouchcred im~srest ftuzd c,s a rcp:Ls.rvcmcnt to the
unvouchered revolving fund.
The Task Team finels that the a,beal,ishing of the revolving fund axed
es-F,ablishing a purchase carder preacedure is not a good solution
since it would increase -the i~ork lcas,d cif the ~amcstic Sectie+u..
Establishment Qf a votaehercd irs~prest ~`~.~d. mould retain ail the
advants,gcs of the ~arcgcxat system. end resc+lve the l~:gal questions
inualued. Hcawever, e~.cy rcg~tions limit imprest funds tea
25X1 A
_ although ".exception tea this limitation may be requested with
~ustificatie~n an the bs.sis of the p~.rticu.].s,r situation involved".
Sinee no less than.-i~a ncerlcd to the capex?s.tion, atx exception
tea the regu7~,tion ~aoul.d have to be obts~i~.rd. frown the ?ffice oaf the
Comptroller iu. carer tea set up the fuud.a ~o effcarts have been made
by E~CR or members caf the i~.x~e,ge~ment ~tts?ff to discouer if such cn
exception is possible.. Ins.smuch as the ~.cg~lity of the procedure
is in doubt, some se+lutioxa to the probl~;m sh