DOCUMENT SYSTEMS GROUP

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00951R000300100008-2
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 16
• Document Creation Date: November 17, 2016
• Document Release Date: August 9, 1999
• Sequence Number: 8
• Content Type: MISC

25X1A9a
25X1A9a
25X1A9a
Approved For Release 20' Mj: CIA~8 0 00000
CHIVE or not CHIVE? Amid survey after survey and a complete
atmhsphere of indecision and doubt as to dil h way OCR should
go because of budget cuts balanced with the age of the computer on the
horizons D/ M finally opted for an intermediary reoganizationa
On 23 September 1966? the Acting Director/CR announced a regrouping
of functional elements which would improve management and operational
efficiency and provide acceleration towards the all-source document and
J
information servicir goals of , IVE. 25X1A9a
The Document Sytsteris Gro p under the management of
(formerly Ex in OCR) as Group Chief consisted of three divisions:
Did-ng and Services Division Chief) p Dissemination and
each division,- oW ?4'W
Files Division ( s Chief) and Machine Support Division
a chronological
Chief) a This chapter will present brief , istoa^y_ of
WbW -4. _ of
A //r //
INDEXING AND SERVICES DIVISION
(ISD)
1966
(SR)
All indexing activities of the Special Register a
(ED) for the first time -
Document Document Division were plaoecjunder t single riepagemente
25X1 A9a 25X1 A9a . _; .] 4,,i,,.
became Chief of the cod sword Branch: and of the
a,
25X1 A9a Collateral Branch. headed the Customer Services Braneh%
J
which included the f ormex SR Special Sectis the CIA Library Inter-
Agency Services (IAS) and Search Units, and the IPI Section of DD.
This Branch handled all processing of finished intelligences title and
OCR Instruction CR 1-21 'Document Systems Grou,P'" 23 September 1966
(in Document Systems Group Folder Box 68?-I 87/2 )
25X1A9a ~-' ti f l sn - 9,y `- so
cl;,,rF t i4{ A; d 19i) 1~i r f ,
* As Mr. M became more and iznvolve4 in reorganization pans f-=-
Efien 1,
25X1 A9a
Ment ,Tere be ;' uc e
25X1A9a his duties as Chief,ISD were assumed b e of Code-
word Brr4nehs in April 1967? When Mro resigned rom the Agency in
25X1 A9a A s ~
.~~~~ ec on
I Y,
Staff pf CRS in December 1967.
 Approved For Release 20(}QNq/Q3rnC~,~r*qkg4-00951 R0003-00100008-2
No Foreign Dissem
COW WWORM, --
No Foreign Dissent
GROUP I
Excluded from automatic
downgrading and
declassification
,Approved For Release 2000/09/03,: CIA-RDP84.0.0951 R000300100008-2
 ISD??3'
Approved For Release 2000/09/03 : CIA-RDP84-00951 R000300100008-2
The first copy of a keyword index to limited-distribution
SI reports was published in October and covered receipts from
1964 through September 1966. The index was prepared using the
direct keypunch-controlled keyword-full title technique.
A description of the Inteilofax System and its services was
written for distribution to all State/INR analysts on 19 October 1966.
There was a brief flurry of Intellikfax requests right after the
receipt of the notild. (State had never been a heavy user of the
Intellofax System and there had been no briefing or indoctrination
scale
on changes- since the; larger . ' briefing of State analysts
in 1958.)
25X1A9a M
inted.an ISD stu4r group to Acamine
methods used'i the --former SR soul Sect, ini
China T,1~sk For Ce ' s SKAN.
1967
The fourth and last edition of the Intelligence Subject Code
produced and printed by a computerized Photon typesetting method
known as EPIC was distributed in March 1967. The Department of Defense
ceived 1000 copies.
Approved For Release 2000/09/03 : CIA-RDP84-00951 R000300100008-2
 Approved For Release 20
K;.~84-00951 R00030010'0008-2
No Foreign
M
CENTRAL
REFERENCE SERVICE
~,tg1,LIG,E
ti
Tal
.
M
90
GROUP 1
!-lIXT'CTTITTAT-TAT A T Excluded from automatic
downgrading and
declassification
Approved For Release 2000/6?/6T11 "lR i3P84-00951 R000300100008-2
 ISD-4 .
Approved For Release 2000/09/03 : CIA-RDP84-00951 R000300100008-2
PIA
Reduction of document search and copying services to DIA
was annibunced in March 1967 as an economy measure to become effective
2/
in July. During calendar 1966, DoD accounted for 1005 of 1128
non-CIA Intellofax requests (non-Agency requests were 45% of the total
Intellofax load), 9O SC1 y tr3:a1 period egan 31 Jtt7,y_, with the
ocK
Acting Chief, ISD as the ; S Coordinator for the test and the point
of contact with DIA.- 't would nit accept any DoD request unless
DIAAP-10 had validated its certified that the services requested were
necessary and that DIA could not answer the request. An exception was
made for accredited NSA$ ACIC and SAC resident representatives who continued to
have direct access to =S facilities. Validated requests which were unusgal
in scope or required a large manpower and resou pes expenditure had to
be approved by the Coordinator before servicing,,, During this 90-day period
it soon became evident that DIA had not effectively communicated the purpose of
the validgtion process to DOD components and was not making a real effort
tots own D= resources could provide a response to an information
requirement. The W Coordinator spent many y /o man hours telling DoD
requesters: where top hoer toy when toy etc., During October 8O r q est8
for intellofax service were received, the highest since March of 1967.
were minimal-
However., requests f or the SI detail files cad 4#10 io-- a reflection
of CRS's prohibition against supplying the DoD d.ocumonts referenced in such
Intellofax
searches. Two examples of DIA validated,,'equests which were returned
(Minicard)
because they covered military subjects which DIA reference service controlled
since 1964,1 were, on combat vehicled and Chicom Navy electronics.y
-;/Memo from DD/I to Director, DIA "Reduction in Intelligence Support
ervices", 31 MarQh 196 SECRET (in Chrono 196 - 92) A
Memo from Acting chief/CR to all OCR D$v stcn j~ J)i Central eference Support
for Department of Defense Components"s 27 July 1967 SECRET (in Chrono 67 69-592)
Memo from Actin Chief'ISD to DLl AP-10 "DoD Requests r Service from Intello-
fax Sy em d Forei Installations Branch entral eference Service"
ApM,p P.bWSKIMQW 06ICkA-IMP 951 R000300100008-2
D
 Approved For Release 2 ? ~J t X 4-009518000300100008-2
No ;Foreign
GROUP 1
Excluded from automatic
TIAL downgrading and
declassification
Approved For Release 2000~~/ e2 1~'~ bP8 - 51 R000300100008-2
 ISD-5
Approved Fo'r Release 2000/09/03 : CIA-RDP84-00951 R000300100008-2
The project to convert the pre-1961 codeword material on Chinese
organizations
to the new oar system implemented in
SK in 1961 was finally completed in Wil and this provided a data
base back to 1957.
A new system of using machine charge cards to replace the
Intel.lofax tape for CIA users provided an immediate document ordering device
for the consumer and eliminated the intermediary Intellofax tape stage, except for
one page documents,
By August the personnel and activities of Search Section/
CSB were transferred to the Document and Pictorial Services Division,
in CCR's successor organizati
one of the newly formed Divisions of "- i is Central -'eferenoe Service (RS)
As new area divisions were formed in the Information Services Group
of CRSf
ISD
and analysts moved to FEPAC in Septerber, to USSR
The remaining area activities of indexing# of Foreign InstallationsDivision
(which had been attached directly to the #/ Office of Director since the
September 1966 reorganization) and the IPI were constituted as the
Indexing and services/Foreign Insta11ation,Division (IS/FI) uncle
25X1A9a
"tutted as Tndp-- nv Qian
Approved For Release 2000/09/03 : CIA-RDP84-00951 R000300100008-2
 Approved For Release 2 PL84-00951 R000'300100008-2
No Foreign
CENTRAL
REFERENCE SERVICE
t1l TIAL
00/ 16Vi lX?l
GROUP 1
Excluded from automatic
downgrading and
declassification
Approved For Release 20 0951 R000300100008-2
 .
DD-8
Approved For Release 2000/09/03 : CIA-RDP84-00951 R000300100008-2
Cable Dissemination-.
OCD*
Cable dissemination became part of liaison Division's
1A
anrgza . o structure in 1951.,x,? Responsible for the ment in
1962)
receipt, dissemination and filing of all incoming cables received in the
Agency as well as for providing reference service from its files, this
Branch was transferred to in November 1956 along
with all the other dissemination functions. Called the OCR Cable Center
it disseminated the non-CIA produced cables on the basis of the requirements in
the -'insemination Guide.
At the behest of OCR in mid-1958' the Management St
had reviewed the organization, prooedure8 and work lead of the Cable
Section of the Special Dissemination Branch. The results of the study in-
dicated that non-CIA cable operations (approximately 14,0000 cables a
month with 14 multiple copies) should be continued as an OCR service.
It also recommended that overtime should be el"ated during the regular
five-day week with dissemination assistance provided on Saturdays and possibly
holidays. To level out the work flog and out down the work load at the end
of the day for the Cable 6ectici, an additional delivery of State Department
cables was made at 1300 each day. The chore of disseminating TDCS reports was
Gable ection
transferred from the .5k"xdv1 ea+r ,na t4 to the Analysis Branch;
these reports were henceforth disseminated as regular reports (as they
treated in coding)
-
'ad always been 1u)
A detailed wide an the cable function appeared_as Reference Aid on
on Non-CIA Produced Cable ss CIA/CR 25-1, June 1959 CONFID
1814,emo from C/Document Division to AD/CR "Management Stud of Cable Section"
10 August 1958 SECRET (Folder Document Division 1955-58 Box 60-548/1)
t r or A' '~3.ni.atr&ticn dec1s"tans '+ B n%-C2A O ble._.
Approved For Release 2000/09/03: CIA-RDP84-00951 R00d3bOT60 8-2
15--Deceaber -;L,959-
 Approved For Rel
No Foreign Dissem
4-00951 R000300100008-2
GROUP 1
Excluded from automatic
downgrading and
declassification
Approved For Release 20001bbftJeitI . P84-00951 R000300100008-2
 DD 2$
25X1X8
25X1X8
Approved For Release 2600/09/03: CIA-RDP84-00951 R000
More on Codin_g__for Dissemination
active Ion
A member of the Document Division was a pe ,. ...- CODIB Task
Team'on Content Control which looked at community dissemination
:activities to see if improvements could be introduced, particularly
at the point in the field-to-analyst flow where control was
much foot-draggixb. b NSA and at CIA
everyone pays lip, s ce to a test of the approved Code: there is
25X1A
'a?' Team in its final report of 1967 admitted/%)W,4 that "although
/
sinplests, 4q
e
andd )- where--field reporting was put on mate for subsequent large ,
c~iis r ation. The objective was to develop a system
for use throughout the Intelligence Community for identifying and
controlling at cr near time of publication the substantive content of
the intelligence items received. The scheme was designed primarily to
by means of
facilitate dissemination of documents simple subject and area codes
appearing on all reproduced
added-U copies of the report. The final upshot of the Content Control
th4fter 2 years of deliberation and establishment of a suitable
activity wast t y NSe ~M~ ",,,nests C.,~ .,^+ c+m~.t?? of (ire "aa9gned
assigned these codes RX to their reports prior to dissemination a4-)
whether any office used them for dissemination is questionable*
code
Certain members of the OCR management team questioned such agonizing by the
"tire community, but stated "If the Task Team had come up with an automated
!dissemination systems based on some breakout of the ISC which would be
compatible with that being used by D;4 and had delivered a nice universal
software pages the time would have been w ell spent,
- ~ n a.,ri -1 rB I./9., . zJ/ 25X1X8 11 1
/Memo from Chiefs "eferene'e Librarian to D/OCR "Notes on CODE Meetings
29 June 1967" 30 June 1967 CONF (in Folder CODIB 69-592)
n ",
A aV crD 1
0& 9~ ~ii~~4
 Approved For Release 9P-84-00951 R000300100008-2
No Foreign iss
GROUP 1
Excluded from automatic
downgrading and
declassification
Approved For Release 20001 9fdT'g6 P84-00951 R'000300100008-2
 STTTT ISTICS
Approved For Release 2IIUuIu"9/03 : CIA-RDP84-00951 R000300100008-2
1959 1960 1961 1962 ' 1963
-brary Book Catalogs ls500oOOO 1, 00 000 ,5 9,7 y,F3 Soy
(sic) ' `739,
000 1. IR7. inn 1. _ ~RA_Knn 439 31?1 1, _191, _9nn (q4f.)
C
d
057
t S
3
D
ource
,
ar
s
,
ocumen
brary
8,080,000
brary Document File (aperture)1,840,oo00
-brary Services
_brary Se Info Requests 83,050
- _.._,.s... 'I Rn ~Cfv
Intellofax Requests 2,0.70
It References Furnished 809,5$)..
Pages Reproduced from Microfilm 561,337
Bibliographies Prepared 1111
)cuments Disseminated 327,283
9,155,900
9,671,700
10,165,000
12s393,000
11,785,
2,189,000
2,487,456
2a742,000
2,972,000
814,800
814,700
88,200
100,397
Oft5eO
on onn
252,000
400,900
7140,500
530,,500
UNI
),900
2,250
2,300
2,601
I -Ow
7117,400
931P400
1
P162000
660,405
1,1014,000
0
0
512
510
90
0
,
843
828
055
430,400
,8
5
,
b0
!1 0
,
125
200
264,700
332,400
350,900
409,56
382,100
1961!.
1966
1967
< Catalogs
;,DM ~
302:600
330,083
)oc Source Card File
5,022,200
5,298,179
nary Intellofax
ll~a8~ 9
18,873,600
20,518,522
Document File (aperture)
>7sf6dd
3,633,900
4,839,554
3a"1
45; VV .
X 94, 3()
3.7'7, /GAO
/ `/
-3`3r 17 6V
VIM
Approved For Release 2000/09/03 : CIA-RDP84-00951 R000300100008-2
-brary Intellofax
 Approved For Release 2000/09/03 CIA-RDP84-00951 R000300100008-2
3
G~~TR~9L
M
m
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Approved For Release 2000/09/03 : CIA-RDP84-00951 R000300100008-2
 25X1 X8
Approved For Release 2000/09/03 : CIA-RDP84-00951 R000300100008-2
GR)WTH OF INTELLIGENCE REPORTING
In 1970 the Chief of the Dissemination Branch prepared a chart
plotting the growth over a ten year period of the three main categories
of intelligence communications collateral cables, collateral reports
and compartmented intelligence reports. The chart showed a significant
growth for collateral cables and a very significant growth for
compartmented intelligence, while collateral document receipts, particubar]y
%J### tended downward during
the 1960's. However, during a specific two year period (1962-63) collateral
reports showed a substantial increase after years of relative stability. The
ensuing period of gradual d eeline only partially offset the very steady growth
of collateral cables throughout the decade. There was doubtless
- and definite],tr evident in the 1970''s-
some tendency in the field to shift from r eports to cables ?
June
From DD Monthly Report 4t 1965
Fiscal Year
DM
1962
1963
1964
1965
No. of Documents
COMINT
or
Collateral
259*072
332,31
306,017
350,921
377,880
409,9446
445:182
5,798
373,639
495,070
9,080
382,l24
Approved For Release 2000/09/03 : CIA-RDP84-00951 R000300100008-2
 Approved For Release ~X,4-009518000300100008-2
No Foreign Dissem
CENTRAL
REFERENCE SERVICE
ly
14
GROUP 1
Excluded from automatic
downgrading and
declassification
Approved For Release 2000/6?/6 rei .lR1' P84-00951 R000300100008-2