(UNTITLED)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00951R000300040007-0
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 14
• Document Creation Date: December 9, 2016
• Document Release Date: December 26, 2000
• Sequence Number: 7
• Content Type: MISC

nITELLflI rise-+page ' 3
Approved For Release 2001/08/01 : CIA- 000300040007-0
25X1A1a
25X1A1a
Fir 0 ? 25X1A9a
In March 1950 the Library began experimenting with a
ak L)
microfilm and print precedure.,and by mid-193M its beg
f
to microfilm all single-comer material on 35 mm. reel film?
and the Library
tpge her to develol the best sort of system to solve the Library
document storage and retrieval problem. In January 1951' and 25X1 Aga
examined equipment at 25X1A5a1
wherein microfilm was
mounted into an IBM aperture or window card s system
allowed each document that was microfilaed to be 7 a separate
entity in itself and not just part of a reel~as was enerai]y the
can in most microfilm applications up to that time*
his deputy,
In. October 1951 told Dr. Andrews that the 25X1A9a
problem was argent and s proposed the the Library z& rafilm
all incoming documents, keeping a copy of the document as wail as
IJI/
the sicrofilm. The latter mould be available at all tiaras both
for viewing purposes and for reproduction in cases where the
requester wished to retain a copy.
December 1951 the _Pro jest Review Comittes anthorizsd %darofil
of all significant incoming intelligence documents" and approved funds
in the amount of for the initial pumhnse of equipment and in 411,
amount of
for the annual costs of personal services and supplies.
/Means, C, CTA Library tp AD/CD, 20 Jay 51
Microfilm Program. Co (in Memos , racy to AD/Ca, 16
LibrazyBai1,y Reading File 1951. Oct 5Y, subs CIA Library Services
s b_ 8 1 2) n 44 Tr~.brary 19149-51.
FilA
W em to Acting DD/A, 15 Oct 53, subs Microfilm Program of the
Office of Collection and Dissemination. S. (in DPr/A 1953 58-98/2
GROUP 1
Excluded from automatic
downgrading and
declassification
 fl1TELLOFAq-page
BioagdRe ease 2001/08/01 : CIA-R 000300040007-0
The classifier used one of these control slips "07v
t on which to write the necessary codes for
ultimate key punching, The typist prepared another
multilith mat to be :Harried with the punched IBM card.
/The resulting Int Qi~ax card c fields Pd - the,
left for t he c e s; n 'l ight n d ~ , i t - card was
I be easily/read b)r _the Hake E ~e
In September 19!1 each class:'fier was ass:_gne
of control cards for distribution purposes. 'A
preparation of multilith mats Acontinu until
1956 when a revised batch system eliminat? the preparation
instead of the classifier's initialsp the stamp ??as -ffixed
in three places: (1) on the face of the document
indicate that inde,:ing had been completed; (2) on the control
an Intellofax stamp bearing his individual number. Used
for the codes, so that key punchers could question a
cla.ssl.fie j. if necessary; and (3) on the B itch Control Sheet
thich stayed with the group of documents through the various
rrocessing steps.
As the Irrtellofax System grew` it became more involved and procedures were
vontantly revised and hopefully impraged. I1 and Library personnel worked
hand-in-hand in developing better and faster methods of processing the
document flow and in taking care of users' needs. A procedure had to be written,
for every exception.
Jachine Division Intellefax Prone 1c LCS Wistorical Files)
'-'~XDDr d- For Release 2001/08/01 . C+A-RDP1 ~09 ~9A ----
 INTELLOEAX-page 31
Approved For Release 2001/08/01 : CI - 1R000300040007-0
For exaiiplea Extra IBM cards
were printed for a number of offices-To'p Secret Control
06's
in order to set ur its own source card file; Contact Office
the In.ellofax card
for every 00B document coded so that fib-could be matched
As the years gressed., the system bec more ived
-JV J,
were needed*
over
until 1967; Reference Branch of the Libra (f t:
Finished Intelligence and Basic Intelligence document
for setting up a cumulative index rvr subject., area
IbK3_
and title this stopped. in 1953 ; and ORE and 031 offices
were engaged in t1 abstract program (see page 34 ).
A special procedure was written for loan documents ~.
h&449 be microfilmed. If more than 14 subject codes
appeared on the control slip., the classifier wrote '-MATS" on
'(see Figure 6)
the Batch Control Sheet AopposIte the CIA control number in
the "coded" column to indicate that additional Iutellofax cards
with 00's own contact card and this procedure continued
hap hand ippdevelop otter and fa er methods
The Mac e Division and the L' ary personne orked
and procedyr were constantly revis and hopef improved
.AO
GROUP I
Excluded from automatic
downgrading and
declassification
Approved For Release-200 8/01 CIA-RBP04 009 tR06030d04'0007-0
 INTELLOFAX--page 2b
Nodex4pproved For Release 2001/08/01 : CIA- 00040007-0
of-the e1a 93. . A coy `r5 9 'rr vvas prepay
ya beta rec
documen
an al
numb
ted bi
typi
,,,sour/ce c
graph
timebu
a mroble
containe d ,only
ce, docuumb nt
he title and
d notati
gox
fling through
the Soua'ie File for doc (r entification.
The early 1950 NODEX Standards included such
topics ors eries as,.'
5,i. percev\4
a. Purely administrative masers
be Consular or commercial functions (replies to
complaints ?oi Americans about lack of service)
c.. Notification os" change in security classification
d. Agendas of various international committees
e. Order of battle (considered a military responsirilit;
f. Transmittals of enclosures not attached and
not scribed adequately enough for indexing
17
Industrial Card File (ICF) reports giving
31 primarily plant data
he Who's Who reports
i. Joint, Weekas (considered cables)
Out of 17,367 documents prdcessed in January 1951,
73125, zere nodexed' or 6---of the total
GROUP 1
Excluded from automatic
downgrading and
declossificatian
 U. INTELLOFAX-page 27
Noddpproved For Release 2001/08/01" CIA-PDP84-00951 R000300040007-0
A printed list entitled "NODEX Standards from Start of
Intellofax System to July 196611 is indicative of the colorful
3-4f
history of the NODEX program.
and FDD products for change as the follo~ring
Translations ~were 'particular targets~f/4j c$ y1 /
dates shw;
August 1954 Nodex FDD SLUnmaries a nd Reference Aids
October 1960 Nodex unAassified translations
July 1963 Nodex all translations
September 1963 Exception made on translations from or about Communist
China
February 1964 Nodex all translations from newspapers, magazines and books
Index all others
March 1965 Index FDD Summaries
WLDC
Eor microfilming of NODEXES
Approved For Release 2001/08/01 CIA-RDP84-00951 R000300040007-0
 Approved For Release 2001/08/,Q*-Q4rq~9?'12000300040007-0
No Foreign Dissem
LL
No Fo n Dissem
GROUP 1
Excluded from automatic
downgrading and
declassification
Approved For Release 2001/08/01: CIA-RDP84-00951 R000300040007-0
 INTELLOFAX--page 23
Data BaAproved For Release 2001/08/01 : C - 0951 R000300040007-0
25X1A9a
tab-,fax service," And this did oc c'u
z,'
that a T/O of 20 professionals in the Analysis Section
would not provide adequate manpower to abstract every document.
In '1ovember the current intake was between 400 and 500
items a day. The 1948 backlog of n pproximately 12,000
50 (predecessor of CS documents from the Clandestine
Services) and 3000 other CIA reports was decreasing b1
150 items per days Of the backlog of non-CIA
reports it was estimated thatt eof the 154,000 items would
not warrant indexing because of content. The unclassified
and restricted documents for 1948 were indexed by Special
projects # 1 ("the poolft~ Documents issued in 1946 and
1947 were processed but only those of priority areas of
interest stated that it [appea"possible that
"we can set a 1 January 1949 target for providing daily
Li report o the Assistant Librarian on 9
March 1949, gave the olloaring status report
of Intellofax crrerage 18
a. All "Al' type reports were currently indexed since
36ptember 1946
be ) Sft type doc iments were selective) indexed, such
/as all State O1R rT ores, and Top secret reports.
c.d All c orresponcdence with an & eecutive Regist- y number.
d All bibliographies on file in the T,ibr4ry
e. All loan items
SLK?R--
GROUP I
Excluded from automatic
downgrading and
declassification
App-ewed- i eleaze 2001100101 CIA-R1 Pe4-00951 8000300040007--0
 INTELLOFAX--page 20
Data BA,PProved For Release 2001/08/01 : C 951 R000300040007-0
concurred because of severe 1952 manpower
cuts and because the OCD Registers picked. up the
found
personality and industrial plant information A in the Daily
Reports. On 6 February the Library discontinued the coding
of all radio broadcast information. Although the IBM
cards were retired to~R cordsCenterrthe Library retained
4A CN
? ri
a A p
to .rl
rnM*-~H
Wo 09'-%
a master printed form of all the coding effort.
The issue of the desirability of restaolishing
25X1A7b
a machine indent to the - Daily Reports was raised
periodically. ~?-? T;'^ ~'ansYx3.taz
2. Early 1ntellof'ax Corvera2e
With the publication of the ISC in March 198
it was possible to start indexing in earnest.. The first,
A: =%~ M W. vl'rux a vrc. vas u -- 410
efforts were confined to 000 reports, One Tralsmi tal Sheet
was wafs prepared for each document : jt contained a b,3bliographi
W
k' - _ ??ry
d:.~.; ...~ 'tLt+.ra0al, l'rw..."`^7 r ok.'f+ i P ~ 0"91- ti~
statement., an abstract of the contents and pertinent rl~r
codes. Until the Central Index had typing personnel and
reproducing equipment to type and reproduce abstracts on the
tabulating cards,, only the punched data appeared on the
IBM cardg-&vxk the Transmittal Sheets were filed in the Library;
abstract only 30 documE:nts a day. Becker noted
Plans called for the receipt of 1J)00 d ocuments
a day. Experience already showed a classifier could
ti
,-Memo, Chtef f Library ts AD/CD,
10 Nov 48, subs Classification
ana a.nae yig 01 a JA -71 W Ip - r-V 1^^.y vu.x;.;
Library Documents, Status a-v1 1"51"
GROUP 1
Excluded from automatic
downgrading and
declassification
, Approved -Fa, ehease 2 eve0101- EIA4- Roro4-e0951Ree03eee4ooo7 0
 IIITEILLOFA~pjrepM F- Release 2001/08/01 : Cl 951 R000300040007-0
Area Classification.
.--?"L eir 1 ns for the development of a classification sche. f
chose the Army Map Service (AMS)
Library"LTassification as the best abd most adaptable
system for coding geographic areas. According to this
system the world was divided into 26 main divisions,, A
through Z. Each alphabetic division was further
subdivided, moving fromr.ght to left with a numeric
designation. For examples
M Europe
1114 Scandinavia
11M Denmark
21M Finland
#1M Norway
41M Sweden
141M Northern Sweden
24M Southorn Sweden
India was divided i o India and Pakistan in 19 s the former
code of 5U became EU fo India and NU fo akistans with
further subdivisions f 707, -t, c -
geo concepts and some es of country relationships
were designated by ire ans f a sl ) which always followed
an area code. For ample, ,fA denoted. a agues Confederation
Axis or Inter tional Organization. Thus, t Arab League
code and updating it to qpecific Intellofax needs
AMS did not maintain its area classification on an
up-to-date basis; therefore, the Analysis Branch the---eetUn
was constantly expanding the
was coded,&/A; the United Nations became i/A. C had been
GROUP 1
Excluded from automatic
downgrading and
declassification
/Analyst Branch Archival Folder - Area Codes -Intellefax
/~~e..~~ Historic ~'ii{ in ISG e3eee4e Of 0
~ A d 1 - Cl A PO , 009
 INTELLOFAX--page 114
Area ved For Release 2001/08/01 : Cl 1R000300040007-0
establish 1 as the code for" the World). /C de.
need or)-dominated countries"
and was used effec vely with the stern Euro can
or Far Eastern s ocs' y this de ice the Ma line Division
could easily/retrieve infor ion on all,4omnunist
countries/(other thar~USSR rhichshad $t s own area code of N).
It was /easy to segregate the Russian' Zone of Germany (WC)
fromlwest Germany ( ) ?
Related Area -
n of-'`t he IBM -card allowed
the h /r i `"
f_ or, igits' columns 7-10,) d~' t he 4'c Soon thereafter,
colui-1l was allotte, to the stash.'-Two years of experience
pointed up the Inability of being able to show any area
relationships. This came to a head with the 1950 Korean
War, when it seemed necessary to be able to show some
combination of Communist China, USSR, North Korea, South
Lln+Ud, ct es
Korea or the . The entire punching area of the IBM
card (other than thy subject f ield)which always r. emained the
first 44igits) Baas revamped, eliminating certain codes
mUtok did not seem .,pcessary, such as day of publication and
o- t a--
date of information and adding 60*0
digit abbreviated area codes to, be used only as related areas
in columns 19-22.
'Archival Folder-Area Codes (13, above)
IV
.)It Aim. ~01
GROUP 1
Excluded from automatic
downgrading and
declassification
ApprovedFor- Re lease 2 951 800030004000
C: ~
 INTELLOFAX--page 15
Area MWved For Release 2001/08/01 : 951 R000300040007-0
space for two r elated areas of
digits eacht Area codes
contained more thanjdigits Vecame abbreviated, such as
228M to SI for The classifier * Indicated/them on
Example: N (6Mj (JN)'. some rely onship,ietween
the"ISSR (N) a (6M) and Russian Zone of
the code sheet with a pa nthesis to pert th key punchers,
Germany (JM)
Area File
The advent of the Korean War also brought out the
need for a separate file arranged by area. Requests
coming in for everything on Korea could not ' answered quick],;f
because the primary file arrangement of the Intellofax card. was
*y 1)
by subject code. Beginning September 1950, tbe n
started an adjunct Area File by preparing one extra card for
each main area there was no card filed by related area. No
subject code was punched into the card. The Are.- F ~
fey'
. continued to serve effectively in
retrieving all information on smaller areas., such as the oblasts
of the USSR and the prvinces of China, 13ecause the Area File
grew so rapidly and was consequently useless for large areas in its
setup without subject codunches, the,,Analysis Branch>`-
de an agreement, concurred in by t4s-
YMthJhe-DIv4--3-Jon., that area cards would be punched Ma* for
Analysis Branch?~3professi
classifiers inde%ers,
and f ~7.yLibrargp
 INTELLOFAX--page 16
AreaAglgn d For Release 2001/08/01 : Cl A ? 4A0951R000300040007-0
the European satell tes, (except 25X6A the Ru 3an
Zone of Germany) USSR oblast`ss ^nd South
American countri si Afric i c ountri2gX iaticAountries
25AAcl. Near'` Nddle a std/tar East)
In 1955 another important change was made to the
Area File, The classifier underlined one subject/area combination
considered most representative of the whole document. The
.A,4
entire digit dabject code was punched into the area cards
but within a given area the card was filed only by the first
Thie, -
digits of the ISC.
cVeKMFO@-
GROUP 1
Excluded from automatic
downgrading and
declassification
Approved For Re ease-2001/90/01 :elA-RDP04.00951 R000300040007-0
 IiJT LLOF ,FrcWeVF Release 2001/08/01 :
fi~k
tr
Other codes devices were tnaugurated~"y
# professional personnel were called by various titles:
classifiers, indexers, coders (the mpst common, but the least professional),
and finally Library or document analysts. In this discussion, they will
be referred to as classifiers.
* See early editions of the ISC.Aift
of information could be uniformly applied to almost all
and equipment i TV 1041O W,
commodity? subject codes in-that ch pter. Tbese "antinnc~ w
tian~3eta~.
repair*-
raps ae rn nt) c cnatruct on ,p t~_a6er~ The e.- a
6t list of one to two-digit "actlcnl' or prefix modifier
w" ? ew 7" ?? wK V V% puwv') w. r.. - -,'- -- i
codes wa#=**4abIieh94 The classifiexentered them on the
code sheet by placing a slash between the modifier and
tLL
-wad subject code. For example, the production of coal was
written as ti./735.l. The slash appeared on the IBM card as
an overpunch in columns 1-6 (subject field).
this important change in the coding process
Prefix mod
eventually b7-2
to a other chapters of the TSC.
i-4
were applied to the military chapters, in ]9514
for such aspects as security, vulnerability, sabotage,
order of battle, dpecifications and description of Alle
miltary equipment.
Approved For Release 2001/08/01 : CIA-RDP84-00951 R000300040007-0
 INTELLQFAX--page 10
ISO Approved For Release 2001/08/01 : C 51 R000300040007-0
'AFFrrvve
a-rime the Library decided to catalog books
according to the ISC, a 900 chapter (Organization of
Information) was added.
The history of the ISC 2.E vin t9h&-thzit~~
was a history of change and hoped for improvement. 980
codes grew to 5,000. A review of the master copies of the
ISC during these years reveals many pages of revisions.
. new editions were published in 195, 1957, 19600
1962, 1964 andh1967. Changes in subject codes necessitated
the preparation of now cards. The printed information
was transferred from the old card to the new card by means
of a heat process, whereas the punched data has converted by
machine under punches to the new,codes, This was a time -
a
k
consuming process and caused b
c
logs in
tile ~~L; biggest change to an entirely new ISO
r'
in 1960 did not involve conversion;-thereafter, the
Inteilofax rds were kept in aeparate fifes--"A't ` file
from 19.x` on and "B" f31e,re-1960) ,
All classification schemes have linnitation5and the
ISO was no exception, particularly since code expansion
was tied into the Ill.otted spaces on the IBM card. Ilb&W
p"m aloe ;4- c h i n - -I ivis 1O ~' T.
egGre e"fi i9? o ed. As mentioned earlier, the
fu37 digit expansion of the 700 chapter went'-into effect in
- Sw'erber X948. By 1950 it,,,bec4ne evident that certain aspects
et'r'D T`T
' ,4w 1. l r\ cjvt
** For iscus ion of
GROUP 1
Excluded from automatic
downgrading and
declassification