TASK FORCE REPORT ON PROPOSAL TO CONSOLIDATE MICROGRAPHICS PRODUCTION FACILITIES (U)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84B00890R000600140012-6
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 47
• Document Creation Date: December 16, 2016
• Document Release Date: July 21, 2005
• Sequence Number: 12
• Publication Date: April 20, 1978
• Content Type: MF

Approved For Release 20 P84B0089OR000600140012-6
giiL
ROUTING AND RECORD SHEET
FROM:
William F. Donnelly (C)
Chief, Information Management Staff, DO
TO: (Officer designation, room number, and
building)
Fo
4'
DD/A Regl2trYl
OFFICER'S
INITIALS
1 April 1981
COMMENTS (Number each comment to show from whom
to whom. Draw a line across column after each comment.)
Li ;:.J
Max,
Your memorandum of 24 March per-
taining to micrographics consolida-
tion appointing to
chair an Agency-wl e task e on
micrographics consolidation has
come to my attention. I am not
opposed to reexamining this issue;
owever, your memorandum refers to
an internal 1977 study. There was
an Agency-wide study on the same
topic which concluded with the
enclosed memorandum dated 20 April
1978. The drafter of your memoran-
dum appears to have skipped a step
which was taken on behalf of the
Executive Committee which resulted
in this report.
I think the summary section of
this report provides the thrust of
the task force's finding at that
time. I wouldn't read any more.
this topic again, I think he should
be provided the enclosed document.
If is to look into
Chief, IMS
FORM 61 0 USE PREVIOUS Approved For Release 2005/08/02 : DP84B00890R000600140012-6
1-79 EDITIONS ? CONE IDE . I .
 Approved For Release 2005/08/02 : CIA-RDP84BRO89OR000600140012-6
O DE NI1PL
20APR :97.3
b MOFAN'DUM FOR:
Executive Advisory Group Members
FROM
Micrographics Task Force
SUBJECT
:
Task Force Report on Proposal to Consolidate
Micrographics Production Facilities (U)
REFERENCES
a
A. Minutes of the 13 December 1977 Executive Advisory
Group Meeting, 20 December 1977
B. Summary of Recommendation for the Consolidation of
Micrographics, 16 August 1977, (EAG 28)
Sumar
1. The Task Force charged with examining a proposal to consolidate
micrographics* production facilities in the Agency has evaluated the
advantages of consolidation, including the potential for cost savings;
analyzed the disadvantages; and developed four options for management
consideration.
2. Taking into account amended personnel and space statistics
resulting from Task Force discussions, the Printing & Photography Division
(P&PD) and the Information Systems Analysis Staff (ISAS) of the
Administration Directorate (DDA) have prepared a revised proposal for
consolidation, herein presented as the first of the options. Its appeal.
rests primarily on an anticipated savings of $244,000 annually, to be
achieved mainly through an elimination of 9 positions. Such savings
cannot be considered definite, however, because the costs of running
a consolidated micrographics production operation in CIA are uncertain.
There are other advantages in consolidation, which include the production
of more uniform microimages, better control over archival products, and
easier conformance with standards, but no serious problems in these areas
exist at present.
3. The economies and efficiencies that might be achieved through
consolidation must be weighed against the potential disadvantages of
such action. The National Foreign Assessment Center (NFAC), the Operations
Directorate (DDO), and the Science and Technology Directorate (DDS&T)
.are convinced that the loss of their own local micrographics facilities
*Micrographics is the creation and use of miniaturized. film images as a
supplement to or replacement for paper copy.
P84B00890R000600140012-6
Q
Vii..; Approved For Rele s
 Approved .For Release 2005/08/02 CIA-RDP84B00890R000600140012-6
would be detrimental to their information handling systems. They are
concerned that difficulties in obtaining timely service, loss of
compartmentation, detraction from smoothly-functioning, integrated
information management programs, reduced emphasis on unique customer
needs, and other disadvantages would result from consolidation. NFAC
is also greatly concerned about the potential negative impact that
consolidation would have on ADSTAR, its microimage document storage
system currently under development, since revised configurations and
timetables would adversely affect the ADSTAR contract. The DDO insists
above all else that compartmentation of sources and methods information
must be maintained. The DDS&T is most concerned about the need to
uphold its commitment to provide timely, quality-assured micrographics
service, through the National Photographic Interpretation Center (NPIC),
to Intelligence Community members.
4. On balance, it is the majority opinion of the Task Force that
an essentially decentralized environment should be retained, in which
components having special micrographic requirements would continue to
operate their own locally-controlled production facilities, while the
main production facility in P&PD would continue to provide central services,
technical guidance and back-up support on request.
Background
5. In_ December 1977 the Executive Advisory Group (EAG) discussed
a paper prepared by the DDA which proposed the consolidation of the
Agency's several micrographics production facilities, to be brought under
the management of P&PD within the Office of Logistics. The paper asserted
that consolidation would permit significant savings in manpower, space,
equipment, and supplies. An anticipated reduction of 19 positions accounted
for most of the $383,000 yearly savings foreseen.
6. EAG members expressed concern that the study had not taken
important factors into account-such as the need for compartmentation, the
implications of the new ADSTAR system being developed (under the manage-
ment of the office of Data Processing) to automate document storage and
retrieval in NFAC and the DDO, and certain costs inherent in a consolidated
arrangement which would tend to offset savings. The EAG agreed that an
inter-directorate task force should be formed to examine the proposal
on a comprehensive basis for EAG review. This approach was taken in
preference to the employment of an outside consulting firm.
7. Accordingly, a part-time task force was appointed, chaired by a
member of the Comptroller's Office and composed of the managers having
jurisdiction over the bulk of the micrographics production work occurring
within their respective directorates.
8. Through a series of discussions and an analysis of the situation
from the point of view of each directorate, the task force has re-evaluated
the merits of consolidation, including the potential for cost savings;
has identified the various disadvantages of consolidation; and has
developed a set of options for EAG consideration which include modified
Approved For Release 2005/08/02 :. CIA-RD 84B00890R000600140012-6
 Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
designs for consolidation--should such action be considered justified.
9. A summary of the Agency's micrographics activity, as it currently
takes place within each of the four directorates, is attached as Annex A.
Revised Proposal for Consolidation
10. Taking into account amended figures resulting from Task Force
discussions, a revised proposal for consolidation has been prepared by
P&PD and ISAS and is herein presented as an option for EAG consideration.
Under this plan, a central P&PD-operated microform production facility
would be created which would routinely receive documents (or data in the
case of computer-output-microform) from Agency components and return them
in microform, as specified by the components. Most of the consolidated
facility would be located in the P&PD Building itself, which would work on
a three-shift, five-day-week schedule. A satellite P&PD operation
located in the Headquarters Building, within the area currently planned
to house NFAC's ADSTAR project, would handle ADSTAR production for NFAC
and the DDO and quick turnaround, high priority requests for all Headquarters
components. DDO, DDS&T, and NFAC microform production facilities would
cease to exist-in the Information Management Staff (IMS), the National
Photographic Interpretation Center (NPIC), the Office of Development and
Engineering (OD&E), and the Office of Central Reference (OCR). Twenty-five
of the positions currently dedicated to micrographics production activity"
in those components would be transferred to P&PD to meet the demands of
the centralized facility; the remainder would be freed for other use by
the directorates. Space occupied by the existing facilities (apart from
the satellite operation) would also revert to the directorates for other
use. Pieces of equipment judged by P&PD to be under-utilized and therefore
surplus to the consolidated facility would be declared excess. Office
of Finance (OF) and Office of Security (OS) micrographics facilities
would remain independent, because they only perform a filming function
(P&PD doing their processing) and so would offer no significant savings
opportunity through inclusion in the consolidation. The Microfilm
Programs Branch (MPB) within ISAS would continue to function as an integral
part of the Agency's Records Management Program; but two of its four positions
(systems analysts) would be transferred to P&PD.
The Potential for Savings Through Consolidation
11. P&PD and ISAS estimate that a total saving of $244,000 yearly may
be achieved through this revised consolidation proposal, as follows:
Salaries
$ 179,000
Space
39,000
Equipment
11,000
Supplies
15,000
$ 244,000
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
 Approved For Release 2005/08/02 : CIA-RDP84B00890R000600140012-6
25X1
25X1
Their estimate is based on the elimination of 9 full-time positions from
micrographics production work, two part-time employees, 4,058 square feet
of floor space, rental and maintenance costs for excess equipment which
has not'been purchased, and reduced supply costs-accomplished through
bulk purchases. (See Annex B for details of the estimate.) The above figures,
do not include savings in employee benefit costs (which amount to about
10 percent of salary) or in "hidden" administrative costs which are involved
in maintaining separate accounts, processing separate requisitions, etc.
However, such items would not change the magnitude of potential savings
appreciably.
12. For purposes of comparison, estimated savings would amount to the
following portions of the Agency's total micrographics production activity
which now exists:
9 of the current icrographics positions (13%)
micrographics personnel (7%)
4058 of the 15,360 square feet of space now devoted to micrographics (26%)
68 of the 145 major pieces of micrographics production equipment
now being used (47%)
25X1 $244,000
production
on the other hand, consider that the proposed staffing of the augmented
central facility would prove to be inadequate, and that to meet demands
P&PD would soon have to add positions, thereby eliminating the largest
portions of the savings achieved. They point out, moreover, that the
night differential involved in a 24-hour P&PD operation would introduce
additional costs which would partially offset savings. They emphasize,
finally, that the directorates would have to retain personnel to log,
wrap, ship, receive, and control documents transported to and from P&PD,
.and to serve as couriers and escorts to handle priority materials,
sensitive correspondence, and special requests. The revised consolidation
,proposal set forth above gives consideration to the latter need, permitting
OCR and NPIC each to retain a single clerk for document handling purposes;
but these two positions may not be enough to satisfy those components'
needs. An additional complicating factor has been the difficulty in
defining the number of positions devoted to micrographics production,
given the fact that some of the people involved in this activity are
responsible for other duties as well. And there are other complexities,
}nnual operating costs for micrographics
13. Estimates of savings, however, are complicated by differences of
opinion among Task Force members as to the actual economies which might
be achieved through consolidation, particularly in salaries-which
constitute most of the savings projected. P&PD believes that position
savings might be even greater than 9, as it feels it has been cautious to
include enough positions to handle the burdens of the consolidated facility
without any degradation of service. DDO, DDS&T and NFAC task force members,
Approved For Release--2005/08/02: CIA-RDP84B00890R000600140012-6
 Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
such as the anticipation of OCR and INS that ADSTAR will permit a reduction
of personnel in any event, something which cannot definitely be resolved
at this time.
14. The $244 thousand yearly savings estimated by P&PD and ISAS,
therefore, cannot-be regarded as definitive. P&PD and ISAS consider
that savings estimate to be conservative, while the DDO, DDS&T and NFAC
are convinced that there could very well be no savings at all, particularly
since the costs of running a new organization are always uncertain.
15. Of course, savings for replacement and new equipment which would
otherwise have to be purchased for the decentralized facilities must also
be a consideration. Once ADSTAR is implemented, however, OCR would require
no other major micrographics equipment, and growth in the IMS and DDS&T
micrographics facilities is expected to be minimal. Nevertheless, some
replacement equipment would have to be purchased in the decentralized
facilities to comply with externally-imposed standards, and this could
amount to a $50,000-$100,000 expenditure during the next few years.
Other Advantages of Consolidation
16. The original proposal for consolidation emphasized the economies
which might be achieved. However, it contended that there would be
further advantages as well:
The Agency would be afforded a one-stop, technically-expert,
full-service production facility.
A central facility would be able to produce more uniform micrographics
products.
A central facility would permit better control over archival
micrographic products.
The duplicate filming which occasionally occurs would be eliminated,
since filming would take place in only one location.
17. Further benefits to be gained through consolidation were identified
during Task Force discussions:
Consolidation would facilitate central planning, control,
and coordination of the Agency's micrographics production function.
It would be easier to assure conformance with micrographics
standards, as regulated by GSA's National Archives and Records
Service, the National Bureau of Standards, and the Intelligence
Community.
The appearance of duplicatory micrographics facilities, with under-
utilized equipment, would be avoided.
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
 Approved For Release 2005/08/02 : CIA-RDP84B OO890R000600140012-6
A career path in the combined micrographics, photography, and
printing field would become available to employees transferred
to P&PD.
Directorate Concerns Regarding Consolidation
18. On the other side of the balance sheet, task force discussions
highlighted numerous drawbacks to consolidation in the area of mission
effectiveness, which must be weighed against the quantifiable economies
and efficiencies which might be achieved through centralized service.
These common concerns, deriving in part from experience with centralization
in other functional areas, are emphasized by the DDO, DDS&T, and NFAC:
Components would lose control over their ability to satisfy micro-
graphics production commitments and special customer requests.
There could be less timely service, particularly on priority
items, due to queuing and the additional time it would take to
handle and transmit materials, despite a three-shift operation.
Current production methods allow a component to assure quality
control through immediate on-the-spot inspection, without having
to-achieve improved copy through cumbersome procedures.
Highly sensitive compartmented products would be handled outside
the responsible directorates. Large amounts of sensitive material
would be concentrated in two (P&PD) locations.
Components' enthusiasm to initiate new and imaginative micrographic
applications would be diminished through their loss of direct
responsibility for enhanced micrographic services.
Components' micrographic production activities constitute important,
integral parts of their total information management programs.
Smoothly operating work flows would be disrupted, since component
micrographic operations have long been integrated within their
overall production activity.
A centralized facility would necessarily concentrate on a smooth
mechanical production process. Being further removed, it would
be less able to understand, appreciate and meet customer needs,
particularly in instances where the product must be tailored
to satisfy unique requirements.
The micrographics technicians who would not be transferred to
P&PD under consolidation are specialists, often with many years of
experience, who would have to be re-trained for other lines of work,
if indeed new jobs could be found for them within CIA.
Approved For Release 2005/08/02 : CIA-RDP84B00890R000600140012-6
 Approved For Release 2005/08/02 : CIA-RDP84B00890R000600140012-6
Components deem it essential to include micrographics management
and production experience as part of their employees' career development
program within the overall field of information management.
Security problems could be caused by documents which may be mis-
directed or lost as the result of increased movement of materials
to and from P&PD.
Centralization could be expected to result in increased bureaucracy,
bookkeeping, and organizational antagonisms. Component shops elicit
the support of their users, while a detached, centralized facility
easily becomes a target for criticism.
19. In addition to the above, the directorates have the following special
concerns:
NFAC's chief concerns lie in the potential negative impact that the proposed
consolidation would have on ADSTAR,_its microimage document storage and
retrieval system currently under development, and on the planning for SAFE,
its computerized information handling system also under development, with
which ADSTAR is to be collocated.
Consolidation would require a change of scope in the ADSTAR contract
as well as in the site preparation contracts which have been negotiated.
This would result in increased costs, altered timetables, and a revised
configuration. The contractor's proposal and current efforts are dependent
on the maintenance of ADSTAR as a dedicated facility and on the availability
of equipment listed in the RFP.
The integration of the minicomputer-controlled subsystems for ADSTAR
input and retrieval do not permit a breakout of,the filming (production)
process. Neither do the individual camera units permit non-ADSTAR filming
due to their need for minicomputer prompting and control and the unique
film addressing information to be placed beneath each ADSTAR image.
The ADSTAR area, which would become the P&PD satellite facility under
the revised consolidated plan, would not be sufficient to perform both
ADSTAR and non-ADSTAR filming on a timely basis, nor would it accommodate
the growth accompanying Project SAFE. In the joint ADSTAR/SAFE environment,
microfilming volumes will be substantially increased as analysts store their
working files in ADSTAR. Also, the joint operation will include direct links
between the SAFE host computer and the ADSTAR minicomputer to complement
input and retrieval activities.
Compartmentation of sources and methods information is of paramount con-
cern to the DDO. The DDO feels it must operate its new ADSTAR system (DORIC/W)
Approved For Release 2005/08/02: CIA-RDP84B00890R000600140012-6
 Approved For Release 2005/08/02 : CIA-RDP84B00890R000600140012-6
in the production, as well as the retrieval, mode. To minimize risk, it wants
the information DORIC/,V will contain to be confined to internal DDO handling.
Many components in the DDO are reluctant to release their materials for
clerical handling outside their immediate working environment. Consolidation
would cause these components to withhold documents from regular and special
microfilming programs and thereby undermine the increasingly successful
DDO micrographics effort.
The DDO, furthermore, plans to integrate its local computer-output-
microform capability with its electrical cable/telepouch document storage
system (COMET) now under development, so that older documents may be periodically
moved into less costly microform storage on a convenient basis.
DDS&T
In its role as a national center, NPIC is responsible for providing
internal micrographics services to its in-house and remotely located
component organizations in support of a national priority exploitation
effort, as well as external micrographics services to Intelligence Community
members located within NPIC's building and to Commonwealth foreign governments.
It is concerned that consolidation could disrupt the timeliness and quality
of this support, and that external support would have to be greatly
curtailed or eliminated if NPIC were to lose direct control of its
micrographic services.
The OD&E micrographics operation is a very small and highly specialized
service. This organization's equipment was purchased specifically to inter-
face with equipment located at industrial contractor facilities. It can be
operated, moreover, by non-micrographic-trained personnel, so that they can
complete their work satisfactorily according to their own special needs
with minimum difficulty and lost time. In some instances, their work must
be accomplished within a short time period, leaving insufficient time for
transport of materials to and from P&PD.
As remote customers, NPIC and OD&E both fear that their frequent
need for-service within 24 hours might not always be satisfied, due to
priority conflicts with other directorates' work and the physical
problems involved in getting materials to and from P&PD in time,
particularly if some products were found to be unsuitable and needed to
be re-photographed.
Options for EAG Consideration
20. The estimated economies and other advantages of consolidation
-must be weighed against the numerous disadvantages cited above, which,
it is clear, are not merely matters of convenience. The two most obvious
options are either to consolidate in accordance with the revised proposal
or to leave micrographics production essentially decentralized. There
are other possibilities falling somewhere in between, but such options
Approved For Release 2005/08/02 : CIA-RDP84B00890R000600140012-6
 Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
have their own advantages and disadvantages and cannot properly be regarded
as "compromise" solutions.
21. The task force has defined four options for EAG consideration:
1) Consolidation in accordance with the revised P&PD/ISAS
proposal. The preceding pages of this paper have described the advantages
and disadvantages of this course of action at length.
2) REtention of a decentralized arrangement, which in the next
two years will be altered considerably by the implementation of large-scale
ADSTAR systems in NFAC and the DDO. Components having special requirements
(OCR, IMS, NPIC, OD&E, OS, and OF) would continue to operate their own
production facilities. P&PD would continue to act as the Agency's primary
micrographics production center and to provide technical guidance and
back-up support. MPB, through the existing, successful Agency-wide
Micrographics Users Group, would continue to coordinate records and standards
aspects of micrographics production and to promote the use of micrographics,
as it has in the past. Components would not compete with P&PD or seek to
further expand their respective micrographics production facilities,
aside from ADSTAR. Upon the request of a component, P&PD and MPB
would provide advice to improve procedures which would save costs,
promote the production of consistent-quality microforms, and eliminate
the need for duplicate filming.
3) Restriction of decentralized micrographics production activity
to the requirements of large dedicated systems. This partial consolida-.
tion would mean, in effect, that the ADSTAR systems of NFAC and the
DDO would remain decentralized as planned. However, OCR and IMS would
no longer perform any other production services for their respective
directorates or for other directorates. The NPIC and OD&E facilities
would be consolidated within P&PD. On the plus side, this move would
begin a process of phased consolidation, while providing several of
its benefits. With the implementation of ADSTAR, NFAC plans to limit
its production activity exclusively to that system anyway. On the
negative side, this option would permit very little savings, would
totally ignore DDS&T's objections to consolidation, and would not
.satisfy the security and planning requirements of the DDO which exist
apart from ADSTAR.
4) Consolidation of the management of all micrographics
production under P&PD, while leaving the outlying facilities in place,
with their existing equipment and personnel, as satellite operations.
The facilities of OCR, IMS, NPIC, OD&E, and of OS and OF as well,
would thus be placed under the budget and jurisdiction of P&PD. The
advantage would be to work toward phased consolidation,,with no immediate
upheaval. while this option would afford no immediate savings, it
would permit other benefits of consolidation to be achieved and would
provide, in effect, a trial period in which directorates could gain
confidence in P&PD responsiveness to their needs and in which a new,
mutually satisfactory configuration could eventually emerge. Aside
Approved For Release 2005/08/02: CFA-RDP84B00890R000600140012-6
 from the lack of immediate economies, disadvantages of this scheme
include the difficulty of determining precisely which areas and
personnel P&PD would manage (given the integration of micrographics
production with other component activities); the unwelcome separation
of micrographics production from comprehensive component information
management and career development programs; the loss of component
control, user orientation, and compartmentation; the unsettling situation
which would be imposed on personnel. involved; and the likelihood that
reversal of the arrangement, should it prove unsatisfactory to customers,.
would be highly problematical and wasteful of resources.
Conclusion
22. Agency-level management must weigh the inherent efficiencies
and possible economies of consolidation against the benefits of continued
decentralization, which center upon mission effectiveness.
There are numerous conceivable alternative courses of action which
would entail partial and/or phased consolidations of various combina-
tions of facilities. Two such alternatives have been defined as options
3 and 4. But, really, the choice comes down to a question of funda-
mental managerial judgment, in choosing between a basically central-
ized or a basically decentralized mode of operation in this unglamorous
but critically important support activity.
Recommendation
23. The Task Force being divided on the issue, it is the majority
opinion that Option 2 is best-that an essentially decentralized micro-
graphics production environment should be retained.
Micrographics as Force
25X1
25X1
William Donnelly
Office of the Comptroller
Administration Directorate
Operations Directorate
Science and Technology Directorate
National Foreign Assessment Center
Approved For Release 2005/08/02: CIA-RDP84B00890R000600140012-6
 Approved For Release 2005/08/02 : CIA-RDP84B00890R000600140012-6
Approved For Release 2005/08/02 : CIA-RDP84B00890R000600140012-6
 Approved FPr Release 2005/08/02: CJA- 4B00$90R000600140012-6
l
SUMMARY OF DDA MICROGRAPHICS ACTIVITY
1. The DDA relies heavily on micrographics in the processing,
use, and storage of information. This includes both Source Document
and Computer Output Microfilm (COM), and it includes microfilm,
obtained on subscription from commercial sources, microfilm received
from other federal agencies, as well as microfilm of records and
information created by the DDA Offices.
2.- All microfilm of records and information created by the
DDA is processed by the Agency's central micrographics production
facility in the Printing F, Photography Division, Office of Logistics
(P$PD/OL). Also, except for two small applications, one in the
Office of Finance and one in the Office of Security, all microfilming,
both Source Document and COM, is accomplished by this same central
production facility. All -DDA micrographics applications are
developed in conjunction with and reviewed periodically by the
Micrographics Program Branch (MPB) DDA. Each of these DDA applica-
tions are set up and scheduled in the production facility by the
PF,PD Systems-Staff.
3. Every Office in the DDA has ongoing micrographics applica-
tions. These range from the Communications Control File, consisting
of an annual growth of two reels of 16mm microfilm, in the Office
of the DDA to the payroll file consisting of 175 microfiche every
two weeks. Microfilm is used by, the DDA Offices for current
reference, for dissemination to other users of DDA information, .~---
for vital records, for storage of noncurrent information, and for
archival preservation of permanently valuable information.
4. As a part of the overall responsibility for developing
a Records Management Program for the Agency, the DDA provides
staff guidance and assistance to each Directorate and Independent
s. 7 o
it
Approved For Release 2005/08/02 CIA-RDP84B00890R000600140012-6
 Of Li c4e -tiitl}o,p g or 1 ~~9 1~/~ ~~FA-R $ ( f8960MM640bT216through
,the MPB, DDA. MPL _s responsible for coordi , ion of the Agency's
Micrographics Program. The objective of this program is to
promote the widest possible use of microforms in the Agency to
improve the efficiency and effectiveness of information handling,.
data storage, and retrieval by saving space and filing equipment;
reducing records to a uniform size for filing and searching;
providing less expensive duplicate copies of records for
multiple users;. including copies of Vital Records and. archival
storage, providing an economical way to distribute copies of
records to users at different locations; and providing thorough
mechanization and automation of the capability of manipulating
large volumes of information. MPB,provides the staff guidance,
systems analysis, 'standards and procedures, training,-promotion,
'5. The DDA operates a central micrographics`-facility in.
-coordination, and program review to accomplish. this objective-.
to the production of micrographics.
6. In calendar year 1977, PFPD produced 3,438,728 original
source document images and 6,864,753 original COM images. Also,
over' 57,000,000 duplicate micrographic images were produced in
1977. P&PD is currently supporting over 70 Source Document'
applications and 180 COM applications from all four Agency
Directorates.- These applications range from very small applications
produced on an ad hoc or annual basis to applications run on a
daily basis, requiring less than a three hour turnaround.
7. PcPD also provides technical and systems support for
Agency applications and equipment purchases. P$PD works together
with MPB and reviews potential micrographics applications from
a production viewpoint. Quality control and technical support
is provided to those users who film their own material and-have
P&PD do the processing and duplication. -
the?.P$PD/OL. This facility has the. capabilities of producing,
processing, and duplicating microforms for all facets of the
technology. The micrographics operation in P&PD operates on.
a two-shift basis, five day per week. The resources of this
facility include production equipment valued in excess of
$700,000 and 16 full-time and 11 part-time positions dedicated.
Approved For Release 2005/08/02 C1A=RDP84B00890R000600140012-6
 Approved For Release 2005/08/02 : CIA-RDP84B0T89OR000600140012-6
NFAC?S USE OF MICROGRAPHICS
The National Foreign Assessment Center, as the central analytical
wing of the CIA, is a prominent producer and consumer of intelligence
-documents recorded on-,microfilm.. : The Office of Central Reference-
maintains a dedicated microform recording facility for.the specific
purposes of filming repository documents for the Agency document library
(OCR/DSB), and to support Interim SAFE branches in NFAC offices..
The OCR Microform Processing Branch operates a camera unit utilizing
step and repeat cameras (35mm 8-up aperture card and NMA microfiche
formats) to record the documents, a laboratory to process, inspect,
control quality, and duplicate the microforms, and a reproduction unit
to make hard copy prints of selected images for document library requesters.
Approximately 300,000 documents a year are filmed for the document
library, an additional 12,000 documents a year are filmed for the Interim
SAFE project, and over 1,000,000 pages a year are reproduced to paper
from microfilm holdings.
The Agency central:document library is maintained by OCR, which
services primarily NFAC'and DDO requestors. Intelligence documents and
selected reference aids are stored on aperture card and microfiche
produced by the Office facility. At present, an automated document
storage and retrieval system (ADSTAR) is being developed under contract
for installation in CY79. The ADSTAR project is a joint effort of
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
 Approved For Release 2005/08/02 : CIA-RDP84B00890R000600140012-6
.and retrieval system, is implemented in the 1980's, ADSTAR will grow to
accept its projected workloads. The system will be the primary storage
and retrieval vehicle for analysts' file material and electrically
received material. Tha capability to permit NFAC analysts to store
their paper files on microfilm, and access them remotely via soft
display terminals, will account for a projected doubling of ADSTAR
input filming to a total of over 6,000,000 pages per year.
NFAC is a prime participant in the Finished intelligence Program
(FIP) under the aegis of the Agency Micrographics Officer. Published
reports are selected by the producing offices, which are then microfilmed
by P&PD and made available via initial. distribution (and document library
As Project SAFE, NFAC's large_.scale information storage, manipulation,
t t.
use of sophisticated solid-state image scanners.
output will be available at local and remote locations through the
OCR/NFAC and ISS/DDO under the management of ODP/DDA. This system
will store documents on 16mm cartridged microfilm, housed in automatic
retrieval modules. Soft copy display, paper output,-and microfiche
retrieval) to the user community.
To illustrate the'importance of micrographics to NFAC,-well over
300 readers and reader/printers have. been located in directorate offices.
This number is continually increasing. as micrographics usage is encouraged
by limited file space and by Interim SAFE branch microfilm files. These
readers and related micrographic devices are routinely serviced by the
technical services shop of OCR.
Approved For Release 2005/08/02 CIA-RDP84B0089OR000600140012-6
 Approved For Release 2005/08/02 CIA-RDP84B00896.R000600140012-6
OCR has a traditional close tie to the Printing and Photography
Division. Micrographics personnel from both offices cooperate in the
Micrographics User Group, the IHC Micrographics Working Group and its
subcommittees, and on a day-today production level. At present, P&PD
provides support to OCR in the Computer-Output Microfilming of electrical
messages, the processing of microfiche film?and captions and occasional
;special filming jobs.
As the CIA agent for the dissemination and storage of intelligence
reports received from the Community, OCR monitors document image quality
on a continuing basis. All documents distributed to NFAC and other
Agency components, whether on microfilm or paper, are subjected to
strict quality standards. The receipt of barely legible microforms
or hard copy paper documents severely limits the transfer of information
to the analyst. Through the use of high resolution cameras, controlled
processing, and regularly maintained equipment OCR ensures that documents
disseminated, stored, and retrieved for the user community maintain the
highest possible legibility. Further, OCR continually endeavors to
upgrade the quality of receipts through representing the CIA in the
lHC Micrographics Working Group and by maintaining open channels of
communications with Community agencies..
Approved For Release 2005/08/02 : CIA-RDP84B00890R000600140012-6
 CONFIDENTIAL
Apprqved (or Release 2005/08/02: CIA-RDP84B0 ( 890R000600140012-6
DO MICROGRAPHICS PROGRAM.
1. GENERAL
The DO?s micrographic program is one of the largest
.in
in the AQenc .. Its facility, with an annual operating.
. -
a capital investment of $31,000 in
.,
micrograp. ~.cs production equipment (excluding . WALNUT and
rental equipment), and- a staff -of
part-time employees, produces a variety o micro.orms in
support of many systems involving virtually every Head-
quarters.component and field installation. Established
systems analysis, approval, and audit procedures ensure
that systems-are efficient, cost effective and user
oriented.
TYPES OF APPLICATIONS
A. 'Conventional Microfilm
These are 16mm cartridge, roll film, and up-
.datable microjacket applications produced on.con-
ventional rotary and planetary cameras for
components which need additional records storage-
space, back-up capability and/or a more efficient
system to control, store, disseminate and retrieve
information. Approximately 300 active and
inactive paper holdings varying in size from a
few feet to more than a thousand feet have been
converted to microfilm since the inception.of the
DO's micrographics program. In the past year, 1.5_-
million microimages were produced via conventional
means.
Our largest; continuing conventional applica-
tion is the 201 file Microjacket System. We are
currently converting 201 files at an average rate
of 4,000 files per month--10-of our part-time
contract employees work full--time on file prepara-
tion. Since inception of the project, 325,000
files (3,600 linear feet) have been converted to
ini croj ackets and then to microfiche for subsequent
distribution to DO file requesters. An audit of
Phase I of the project, covering 140,000 files,
25D(1
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6 -
 Approved ForkRelease 2005/?$jlp;p kt 84B008904 000600140012-6
showed a savings of $57,000 in records storage
alone, and that a clean-up of the files prior
to filming resulted in correction of over 8,000
misfiled documents and destruction of 110 feet
of duplicate records. Most significant-, however,
microfilming of 201 files is eliminating the need
to implement very expensive, inefficient hard copy
storage alternatives.
B. COM (Computer.-Output-Microfilm)
-There are .72 -very cost-effective, on-going COM..
applications in the DO. In the past year over
4.5 million original data pages were output on the
DO COM recorder at a speed of 180-200 pages per
minute. Moreover, the area of CON where very
significant savings are occurring is in microform
duplication. In the past year, over 20 million
CON-generated data pages were duplicated and
distributed to DO recipients in place of expensive;,,
bulky and cumbersome hard copy listings.
The DO recently upgraded its CON recorder with
a mini-computer controlled Datagraphix 4561 system
that enables us to effect meaningful savings in
programming time and effort. We have constructed
a clean room that eliminates the dirt and dust
that formerly plagued us in the higher-reduction
range (48X). State-of-the-art-.film inspection and-
duplication equipment was procured to ensure the
production of high-quality microforms. The DO
produces two microforms on the COM recorder:-
105mm, 48X microfiche and 16mm 24X roll film.
The largest COM application is the ALLSTAR data
base, a back-up system of 1,648 original 48X COAT
3x5 Main Index cards then occupying 5,900 linear
feet of scarce-'space.
Drawing upon the ALLSTAR data base, the DO'S
CON recorder produces over IListings per
year, tailored to the needs of individual field
stations and Headquarters components. These
include 201 lists (alphabetical or by 201 number),
cryptonyrn lists (also either alphabetical or by
201), subject and OPACT file names and numbers,
and travel lists. In each case, the list selects
those data which are relevant to the current -
CONFIDENTIAL
Approved For Release 2005/08/02 CIA RDP84B0089OR000600140012-6
X1
X1
 CONEDi~IA~l~
Approved For Release 2005/08/0 I 84B00890R000600140012-6
operational needs of the com on
is ri u son patterns for this highly selective
(and frequently altered) output are extremely
complex, requiring the closest coordination be-
tween producers and operations personnel. And
the data clearly require compartmentation to
protect sources and methods.
In addition to this CON output, the DO
produces microfiche collections of Book Dispatches
and Book Cables,-not.,all of which, by any means,
are available for general Agency distribution.
We are beginning to produce microfiche copies of
field station indices, again drawing on ALLSTAR,
and here again compartmentation is important.
Such indices have none recently
I where they will replace the
traditional, voluminous and hard-to-destroy 3xS
card files, and other indices are in reparation
C. Micropublishing
The DO has given considerable emphasis to the
use of microforms over the past several years,
an.d all
fie stations are participating in the micro-
publishing program, with great savings in the
cost of necessary research aids and untold savings-
in secure storage space, to say nothing of
advantages in rapid emergency destruction.
With an initial investment of 3.5 million
dollars, WALNUT is the major micrographic system
in the DO. A?total of 5.4 million microimages are
stored on film strips in 1079 cells containing
5,000 microimages each. It is an automated,
computer-supported system designed to service a
large volume of Headquarters requests for indi-
vidual, indexed, source documents via aperture
cards and to provide participating field
installations with aperture card collections of
source documents pertinent to their requirements.
The WALNUT system has operated successfully
for 14 years and has saved untold staff hours
over what it would have taken otherwise to
retrieve hard copy. documents while greatly
CO NFTDENTIAL
Approved For Release 2005/08/02 CIA-RDP84B00890R000600140012-6
X1
2TX1
 CONFIDENT A
Approved For Release 2005/08/02 : CIA-RDP84B0~890R000600140012-6
expediting the Agency's name check process. The
original (and only) three online Document Image
Files have been filled since June 1967, however,
requiring that we maintain a growing number of
cells offline (479 to date). Another problem is
that the WALNUT components are sophisticated and
unique--IBM only made one WALNUT system; consequent-
ly, maintenance is difficult and expensive.. For
example, a. considerable number of replacement parts
have to be custom made; new cells cost $240 each;..
and our IBM maintenance - contract costs $52.,000
per year. WALNUT .has served ins . well and pail I
probably continue"-to do so for a few more years,
but not indefinitely. Accordingly, it will be
replaced in mid-1979 by a system called DORIC/W.
E. DORIC/W
DORIC/W will be a new microform document
storage and retrieval system. Selected document
images stored in WALNUT will be converted to
DORIC/W. DORIC/W will also be the medium for
storing document images of operational dispatches,
certain bulky items, and perhaps administrative-
type reports. Requestors will be initially
provided hard copy throwaway copies of documents
stored in DORIC/W. Subsequently, in Phase II,
microform images in DORIC/W will be converted
.to digitalized form and transmitted electrically
to terminals located in DO divisions and staffs.
The messages can then be viewed on visual display
units.
III. USER EQUIPMENT
There are 690 microfiche readers,.30 microfiche
reader/printers and 49 cartridge/roll film reader/
printers in place-throughout the DO, including the field...
We have a total investment of over $230,791 in user
equipment.
As a result of increased costs to service this equip-
ment, poor vendor response timer and significant amounts
of labor spent escorting vendor service representatives,
the DO found through a detailed study that.it was
essential to establish an "in-house" repair and main-
tenance program. One employee assigned to the DO's
micrographics facility now repairs and maintains all
user equipment plus ISS micrographics production equip-
ment not covered under vendor service contracts. The
CONFIDENTIAL
Approved For Release 2005/08/02 : CIA-RDP84B0089ORD00600140012-6
 Approved For Release 200~rM '/OPbW 84B0g90R000600140012-6
DO's micrographics facility also funds the procurement
and handles the distribution of user equipment. The
program is paying off handsomely in terms of dollar
savings and improved service, better security, and
greater acceptance and use of microforms.
CONFIDENTIAL
Approved For Release 2005/08/02 : CIA-RDP84B00890R000600140012-6
 Approve For Release 2005/08/02: CIA-RDP84BQA 890R000600140012-6
SUMMARY OF DD/S&T MICROGRAPHICS ACTIVITY
I. BACKGROUND
The DD/SLT micrographics operations are limited to the offices-of
I'PIC and OD&E. The scope of the operations in both of these offices is
relatively small when compared to the micrographics activities in the
..other Agency Directorates. For example,. the.. DD/S&T has only six-full time
micrographics personnel and . the.. Directorate's total m cr:ogr.aphic:s production.
output amounts to only 7.3% of the Agency's annual production effort.:
Even though the DD/SF,T's micrographics operations are comparatively
small they are extremely vital to the mission and services provided by
N'PIC and OD&E. Both of these micrographic operations are custom tailored,
to the specific office and customer needs. In addition both operations are
integral parts of office production cycles and work flows.' The loss or
impairment of these services would have a serious effect on the ability
of the DD/S&T to meet its customer needs. and tasking requirements-
II. OD&E MICROGRAPHICS OPERATIONS
The OD&E micrographics operations are built around a contract monitor
industrial contractor interactive system. The ODE micrographics equipment
was specifically purchased to interface with similar equipment currently-."
located at industrial contractor facilities. The ODE equipment is
located at several different and strategic component office sites for
maximum customer utilization. This equipment was also selected so that
it could be operated by the non-micrographic-trained personnel. Thus, the
customer or contract officer who needs a quick response can carry his own
work to the equipment, complete it according to his own special needs,
examine the finished product for quality and completeness, and carry the
finished production back to his office with a minimum amount of trouble and
lost time. .
III. NPIC MICROGRAPHICS OPERATION
At EPIC, the micrographics operations are custom-tailored to support
a priority photographic exploitation effort. In its role as a national
center, NPIC must provide internal and external micrographics support to
intelligence community components. To meet this responsibility the NPIC
Microform Section must:
Approved For Release 2005/08/02 CIA-RDP84B00890R000600140012-6
 Approved(For Release 2005/08/02 : CIA-RDP84Bd 890R000600140012-6
- provide for timely, high-quality micrographic reproductions
of all national imagery-derived exploitation products;
- maintain a master microfiche file of all imagery-derived
exploitation products;
- provide for the timely micro-publishing and dissemination of
microfilm copies of imagery-derived products to members of the
intelligence community including, in particular, NPIC components,
.NTIC tenant organizations, and certain foreign governments;
provide directs timely and customized microfilming services.
to individuals by converting work files, photo interpreter aids and'-
C>
materials to a variety of different microfilm formats.
The NPIC Microform Section spends approximate) two-thirds of its
annual effort supporting internal NPIC and enant component
requirements. This effort includes support to all NP components (IEG,
?PEG, PSG, TSG) and to OIA/CIA, DB-5/DIA, and USAIIG (Army). The remaining
one-third of the Section's effort is devoted to servicing requirements of
intelligence connninity components such as CIA. DIA, Army, Navy, Air Eorce,
State Department, NRO, and other requesters,
NPIC's-micrographics applications and programs are conventional in
nature. The Microform Section's equipment inventory. consists of two
step-and-repeat microfiche cameras, three planetary cameras, and two
rotary cameras, one rotoline camera, and associated film processors and
duplicators for a total of 21 different pieces of micrographic equipment.
With this equipment, NPIC produces 16mm and 35mm roll film, standard
microfiche, microfiche jackets, and aperture cards.
NPIC produces regular microfilm output on 25 different types of NPIC
exploitation products which are, in turn, disseminated regularly to 20 to
30 different customers throughout the intelligence community. NPIC does
not have any special micrographics programs or unique equipment such as
a CCh'1 output capability.
IV. DD/S&T FUTURE MICROGRAPHICS ROLE
The DD/S&T does not intend to greatly expand its micrographics operations
in the future. The Directorate's present requirements are adequately being
met with current micrographic personnel and equipment. The DD/SF;T foresees
no major special equipment purchases, or--major product dissemination
expansions.- Both NPIC and OD&E will, however, attempt to follow a vigorous
program to get more people to use its services and convert their files,
where applicable, to microform formats. NPIC will also attempt to emphasize
r~L.c-ropublishing as a viable dissemination technique. Both applications can,
however, be handled within DD/S1T's present micrographic resources.
$TA
Approved For Release 2005/08102: CIA-RDP84B0089OR000600140012-6
 Approved For Release 2005/08/02 : CIA-RDP84BOP89OR000600140012-6
V. DD/S&T NSICROGRWHIC TIES TO PRINTING AND PHOTOGRAPHY DIVISION
NPIC and OD&E have close ties to the Printing and Photography Division
(P&PD)/OL/DDA. Micrographics personnel from both offices are in close
contact with P&PD on both special and routine day-to-day production
requirements. NPIC is totally dependent upon PE1PD to meet all of its
CON1requirements and OD&E is dependent upon P&PD for occasional special
filming jobs. In addition, the DD/SF;T recognizes P&PD and the Agency's
Micrographics Officer in the Information Systems Analysis Staff (ISAS)/DDA
as the Agency's micrographics experts. As such, NPIC and ODFTE look to
both these organizations for Agency micrographics policy and'technical
icLance. NPIC, and.OD&E also have representatives on the Micrographics
User Group and IHC Micrographics Working Group and its subcommittees.
In addition, the DD/S&T intends to continue to coordinate all micrographics
equipment purchases and future technical problems including micrographics
standards, with P&PD and ISAS.
Approved For Release 2005/08/02 : CIA-KDP84B0089GR000600140012-6
 Approved for Release 2005/08/02 : CIA-RDP84B0~890R000600140012-6
ANNEX B
Approved For Release 2005/08/.02 : CIA-RDP84B0089OR000600140012-6
 Next 2 Page(s) In Document Exempt
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
 Approve For Release 2005/08/02 : CIA-RDP84BQ0890R000600140012-6
REVISED STATISTICS
1162
H QS. BLDG.
..2088 SQ.
X
$9.59 =
$20,023.,92.
STAT
..1260
X
9.44
11,894,40
Amb6 BLDG
.. 800 "
X
9.45 =
7,560.00
STAT
. 160 It
X
9.50 =
1,520.00
P&PD - 3490
-.ISAS 1100
1162
OF: -:760
DDO 4800
NPIC 1800
OD&E 160
OCR 208S
SPACE SAVINGS
TOTALS 15,360 SQ. FT.
4308 SQ. FT.
$40,998.32
- 250 SQ. FT. P&PD BLDG.
2,375.00
4058 SQ. FT. . .
$38,623.32-
UPDATED PROPOSAL
3740 SQ. FT.
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
 EQUIPMENT SAVINGS
Approved For Release 2005/08/02 : CIA-RDP84BQ0890R000600140012-6
Equipment Items Decentralized
I.' Plar_etary Cameras 32
2. Rotary Cameras 9
3.. Rotoliae.Cameras 3
4.. Microfiche Cameras (source doe..) - 12
5. Documate 11
6. Special. Formats 6
7. CON Recorders
16/35mm Film Processors.
105mm Processors
0.' 16/35mm Diazo Duplicators
1i_ 105mm Diazo Duplicators
12.. 16/35mm Vesicular. Duplicators
13. 105mm Vesicular Duplicators
14.' ' 16/35mm Silver Duplicators
15. 16/35/105mm.Silver Duplicators
16. 105mm Silver Duplicator (sheet)
17- , Aperature Card 'Duplicators
18. `. Denisitometers
-19. ?Nicrofiche Cutters
20. 16mm Jacket Stuffers
21. ?. 35mm Jacket * Stuffers
22. "Aperature Card Mounters
23. Cartridge Loaders
24. Film Dryers
25_ Microscopes
Total Pieces of Equipment
Yearly Savings
1. .Rental Costs $5,460.00
2. Maintenance 5,800.00
Total $11,260.00
Centralized.
10
3
Approved For Release 2005/08/02 : CIA-RDP84B00890R0O0600140012-6
 pproved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
SUPPLY SAVINGS
Annual Cost Annual Cost. Savings
Decentralized Centralized
Camera Films
$52,450.30
$45,310-78
$7,139.52
Silver Dupe
10,022.00
9,556.00
466..00
Chemicals
10,925.86
3,803_90..
7,121.96
Approved For Release 2005/08/02 : CIA-RDP84B00890R00060014001.2-6
 Approved( Fbr Release 2005/08/02 : CIA-RDP84B0e00R000600140012-6
1. PERSONNEL ...............$179,S09.00.
2. SPACE ................... 38,623.72
3. EQUIPIN~EENT ............... 11,260.00
4. SUPPLIES ................ 143%727.48-
$244,120.20 TOTAL SAVINGS
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
 STAT Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
 STAT
STAT
Approved For elease 2005/08/02: CIA-RDP84B0080000600140012-PD]D7A Regis .
Co~O
MEMORANDUM FOR: Director, National Foreign Assessment Center
Deputy Director for Operations
Deputy Director for Science and Technology
Deputy Director for Administration
SUBJECT: Micrographics Consolidation
1. An internal 1977 study identified seven separate Agency facilities
involved in the production of micrographics. These facilities were located
in the Offices of Finance, Logistics, and Security, DDA; Off ice of Central
Reference, NFAC; Information Management Staff, DDO; and the Office of Develop-
ment and Engineering and National Photographic Interpretation Center, DDS&T.
2. The study recommended that all of the facilities be consolidated
into one centralized facility for the Agency. For various reasons, the
recommendation was not approved; however, in view of the fact that Agency
micrographics requirements have changed since 1977 and consolidation of the
various facilities offers the potential for significant savings in personnel
and operating costs, it is felt that this recommendation should once again
be reviewed.
3. In order to update the 1977 study and make a recommendation based
on current information, I have appointed Architect of Informa-
tion Handling, DDA, to chair an A enc -wide task force on micrographics
consolidation. In addition to ppointed
Assistant Executive Officer, OL, an. Office o nor
Services, to represent the DDA on the task TorEe.
4. In order to have input from all the involved components, it is
requested that each directorate nominate representatives to the task force.
Names of nominees should be submitted to on extension by
27 March 1981.
5. Any questions concerning this memorandum or the task force should
be directed ti --1
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
 pproved For*lease 2005/08/02: CIA-RDP84B008V 00600140012-6
SUBJECT: Micrographics Consolidation
Distribution:
1 - Each Addressee
-- DDA
1 - OL/P&PD Official
Originating Office:
/s/ James H. ! cDonald
2 3 MAR 1981
Director of Logistics
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
 STAT Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
 Approved& Release 2005/08/02: CIA-RDP84BQO0R000600140 12-601S Registry
2 r
NATIONAL FOREIGN INTELLIGENCE BOARD
DD/A Registry
MEM0RANDUTti1 FOR NATIONAL FOREIGN INTELLIGENCE COUNCIL
SUBJECT: Waiver of Portion-Marking Requirement for In-Plant
Contractor-Generated SCI Documents
1. In response to a request by the Acting Chairman, NFIB, the
Director, Information Security Oversight Office (ISOO) has granted'a
waiver from the portion-marking requirement of Section 1-504 of Executive
Order 12065, for sensitive compartmented information (SCI) material generated
by SCI contractors in contractor facilities. This memorandum is authorization
to implement the provisions of the waiver.
2. The waiver does not apply to information contained in records
designated as permanent by the Archivist of the United States. Further, any
information that will be. used as a source for derivative classification outside
the contractor facility must be portion-marked before its transmittal.
3. The provisions of the waiver are permissive rather than mandatory,
and cognizant Senior Intelligence Officers may continue to require
portion-marking where appropriate. Any document upon which the waiver is
exercised will be marked as follows:
"Warning - this document shall not be used as a
source for derivative classification."
William J. Casey
Chairman
A. Letter from Acting Chairman, NFIB, to Director, ISOO
dated 7 January 1981.
B. Letter from Director, ISOO, to Chairman, NFIB, dated
3 March 1981.
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
 A oved For Release 2005/08/02 : CIA-RDP84B00890R0006001400126
0 The Director of Ccntril !ntclliecnce
U.5 i?e stry
Mr. Steven Garfinkel
Director, Information Security
Oversight Office (Z)
General Services-Administration
18th & F Streets, N.W.
Washington, D.C. 20405
Dear Mr. Garfinkel:
6 JAN IN 't,
As you are aware, for some time the Intelligence Community has
been working on a compartmented information program known as APEX, a
single community-wide system designed to replace the multitude of
compartmented systems already in existence. The primary objective of
APEX is to ensure that only information which is truly sensitive and
deserving of compartmentation is so marked and receives the protection
it deserves. Unfortunately, the conversion to APEX will be costly, both
in terms of dollars and human resources. It is therefore necessary to
determine areas where small modifications to current standards will
produce substantial cost savings.
We have determined that one of those areas is the portion marking
requirement of Executive Order 12065. hhile t.e have no problem with the
portion marking requirement as applied to members of the Intelligence
Community, I do believe that this requirement, if imposed on government
contractors who do work for the Intelligence Community, would result in
costs which would greatly exceed any benefits derived therefrom.
For example, a recent survey of only a few contractors indicates that
the costs of portion marking by contractors will cost tens of millions
of dollars.
It is therefore requested that, in accordance with provisions of
E.O. 12065, you waive the portion marking requirement as it would apply
to in-plant contractor generated sensitive compartmented information.
Approved For Release 2005/08/02 : CIA-RDP84B00890R000600140012-6
 ApprovedWr Release 2005/08/02: CIA-RDP84 9OR000600140012-6
Forwarded herewith is substantiation for the waiver rectuest. Since ve.
intend to implement APEX in early 1981, I. would appreciate your early
and favorable consideration of this matter.
Yours sincerely,
/s/ Frank CQ Carlucci,
Frank C. Carlucci
Acting Chairman,
.National Foreign Intelligence Board
Approved For Release 2005/08/02 : CIA-RDP84B00890R000600140012-6
 Approver Release 2005/08/02: CIA-RDP84BW90R000600140012-6
Enclosure to Letter to Director, Information Security Oversight Office
SUBJECT: Waiver of Portion Marking Requirement for In-Plant,
Contractor Generated APEX Material
The following-is submitted in accordance with ISOO Directive
No. 1, Section I, paragraph G.9:
a. Identification of the-information or classes of documents
for which such waiver is sought.
All contractor generated sensitive compartmented
information (SCI) produced in contractor facilities
under a formal agreement between the government
and the contractor for services or products.
Contractor/consultant produced material generated or
prepared within a government facility will meet the
requirements for portion marking as though it were a
government produced document.
b. A detailed explanation of why the waiver should be
granted.
The requirement for portion marking will increase.
severely the man-hours to produce documents. Such
requirement will require additional personnel resources,
thereby increasing contract costs.
c. The agency's best judgment as to the anticipated
dissemination of the information or class. of documents for which
waiver is sought.
All contractor generated SCI material will be submitted
to_ttie Program Managers for use or further distribution,.
if any, or to others as directed.
Approved For Release 2005/08/02 : CIA-RDP84B00890R000600140012-6
 Approved Release 2005/08/02 : CIA-RDP84BO 0R000600140012-6
d. The extent to which the information subject to the waiver
may form a basis for classification of other documents.
The majority of documentation generated by contractors is
of a technical or engineering nature and is an end product.;
therefore, it is unlikely that such material would be used
as a basis for classification of other documients.
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
 'rx
General Information Security
~~r-~ Services Oversight
VV L Administration C)ffrP
v MAR 193,
Applbed For Release 2005/08/02 : CIA-RD&B0089OR000600140012-6
Honorable William J. Casey
Chairman, National Foreign Intelligence Board
Washington, D.C. 20505
Dear Mr. Chairman:
After careful consideration of the points raised by Mr. Carlucci, and discussions with
officials from the Central Intelligence Agency and other agencies concerned with the SCI
program, I have concluded that portion-marking of SCI material generated in SCI
contractor facilities would pose an inordinate financial burden, far beyond the benefits to
be derived from the portion-marking of this information. Critical to my determination
are the facts that (1) the classified information at issue is not contained in permanently
valuable records of the Government; and (2) the classified information at issue will not
be used as a source for derivative classification decisions outside the contractor facility.
A waiver is hereby granted from the portion-marking requirements of Section 1-504. of
Executive Order 12065, for SCI material generated by SCI contractors in contractor
facilities. To preclude the unnecessary classification or overclassification of
permanently valuable records of the United States, this waiver shall not apply to
information contained in any records so designated by the Archivist of the United
States. Further, any information transmitted outside the in-house contractor facility,
where it may be used as a source document in the derivative classification of other
information, must be portion-marked before its transmittal.
In order that ISOO can monitor this waiver and its exceptions as part of its ongoing
oversight responsibilities, I would appreciate receiving a copy of any instruction intended
to implement this decision. Please don't hesitate to contact me if you have any questions
or comments.
Foreign Intelligence Board, requested a waiver of the portion-marking requirement as it
would apply to sensitive compartmented information (SCI) material generated by SCI
contractors in contractor facilities. The rationale for the waiver is the substantial cost
savings in terms of dollars and human resources.
requirement for specified classes of documents or information. In his letter of
January 7, 1981, the Honorable Frank C. Carlucci, then Acting Chairman National
By the provisions of Section 1-504, Executive Order 12065, each classified document
shall, by marking or other means, indicate clearly which portions are classified, with the
applicable classification designation, and which portions are not classified. The Director
of the Information Security Oversight Office may, for good cause, grant waivers of this
Sincerely,
STEVEN GARFINKEL
Director
On file GSA Release Instructions apply.
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
 STAT Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
 Administration Office
iqg/UgZ?I IvRDP 00890 006001400 TWashin ton D
g C 20405
MAR 3 1981
Honorable William J. Casey
Chairman, National Foreign Intelligence Board
Washington, D.C. 20505
By the provisions of Section 3-401, Executive Order 12065, each classified document
shall, by marking or other means, indicate clearly which portions are classified, with the
applicable classification designation, and which portions are not classified. The Director
of the Information Security Oversight Office may, for good cause, grant waivers of this
requirement for specified classes of documents or information. In his letter of
January 7, 1981, the Honorable Frank C. Carlucci, then Acting Chairman, National
Foreign Intelligence Board, requested a waiver of the portion-marking requirement as it
would apply to sensitive compartmented information (SCI) material generated by SCI
contractors in contractor facilities. The rationale for the waiver is the substantial cost
savings in terms of dollars and human resources.
After careful consideration of the points raised by Mr. Carlucci, and discussions with
officials from the Central Intelligence Agency and other agencies concerned with the SCI - -
program, I have concluded that portion-marking of SCI material generated in SCI
contractor facilities would pose an inordinate financial burden, far beyond the benefits to
be derived from the portion-marking of this information. Critical to my determination
are the facts that (1) the classified information at issue is not contained in permanently
valuable records of the Government; and (2) the classified information at issue will not
be used as a source for derivative classification decisions outside the contractor facility.
A waiver is hereby granted from the portion-marking requirements of Section 1-504 of
Executive Order 12065, for SCI material generated by SCI contractors in contractor
facilities. To preclude the unnecessary classification or over classification of
permanently valuable records of the United States, this waiver shall not apply to
information contained in any records so designated by the Archivist of the United
States. Further, any information transmitted outside the in-house contractor facility,
where it may be used as a source document in the derivative classification of other
information, must be portion-marked before its transmittal.
In order that ISOO can monitor this waiver and its exceptions as part of its ongoing
oversight responsibilities, I would appreciate receiving a copy of any instruction' intended
to implement this decision. Please don't hesitate to contact me if you have any questions
or comments.
Sincerely,
STEVEN GARFINKEL
Director
( \\ Ap rW- or ReleaAi
On file GSA Release Instructions apply.
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
 Apprql For Release 2005/08/02: CIA-RDP> Q8;30R0o040.';fO31
i
CENTRAL INTELLIGENCE AGENCY
Privacy Act of 1974; Annual
11111-1
Publication of Systems of Records
ire1 Jiz _._ ~2
The Privacy Act of 1974 [5 U.S.C. 552a(e)(4)]
requires agencies to publish annually in the Federal
Register a notice of the existence. and character of their
systems of records. The Central Intelligence Agency last
published the full text of its systems of records at 42 FR
48050, September 22, 1977. This was further updated by
documents published at 44 FR 4518, January 22, 1979; 44 FR
21057, April 9, 1979; and 45 FR 6820, January 30, 1980.
Since then, an amendment to a record system was adopted:
CIA-10, June 8, 1981 (46 FR 22417). For the convenience
of the public, this system is republished below.
The full text of the Central Intelligence Agency
systems of records also appears in Privacy Act Issuances,
1980 Compilation, Volume 4, page 83. This volume is
available for inspection at Federal depository libraries
and Federal information centers.
ar"ry E. Fitzwater
Deputy Director for Administration
19 AUG 1981
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
 Appro0 For Release 2005/08/02: CIA-RDP,00890R000600140012-6
System Name: Language Qualifications Register and OTRTEST.
System Location:
Central Intelligence Agency
Washington, D.C. 20505.
Categories of individuals covered by the system:
Employees who claim a foreign language proficiency and
applicants to the Agency who have taken one of the
Agency's foreign language reading proficiency tests.
Categories of records in the system: Employee claim of
foreign language proficiency and identifying biographic
data. Social Security number of employee or applicant (in
OTRTEST subset only), language tested, and answers to each
test question.
Authority for maintenance of the system: Title 5,
U.S.C., Chapter 41.
Central Intelligence Agency Act of 1949, as Amended--
Public Law 81-110.
Section 506(a), Federal Records Act of 1950 (44 U.S.C.,
Section 3101).
Routine use of records maintained in the system,
including categories of users and purposes of such uses:
Used by Agency personnel for processing requests for
foreign language training and for language proficiency
cash awards. Tangential use to norm and validate reading
proficiency and to verify reading test scores.
Policies and practices for storing, retrieving,
accessing, retaining, and disposing of records in the
system: Paper, magnetic tape, and magnetic disk.
Retrievability: Name and language. Within OTRTEST
subset only, Social Security number, language, and date of
test.
Safeguards: Maintained in combination lock safes,
magnetic tapes, and on password controlled disks. Access
on a need to know basis.
Retention and disposal: Record updated semiannually.
Outdated paper record is destroyed by reducing to pulp.
Magnetic tapes are degaussed. OTRTEST subsect updated
weekly. Magnetic disk record is permanent.
Approved For Release 2005/08/02 : CIA-RDP84B0089OR000600140012-6
 Approved For Release 2005/08/02: CIA-RDP 00890R000600140012-6
0 4
System manager(s) and address:
Director of Training and Education
Central Intelligence Agency
Washington, D.C. 20505.
Notification procedure: Individuals seeking to learn, if
this system of records contains information about them
should direct their inquiries to:
Information and Privacy Coordinator
Central Intelligence Agency
Washington, D.C. 20505.
Identification requirements are specified in the CIA
rules published in the Federal Register (32CFR 1901.13).
Inviduals must comply with these rules.
Record access procedures: Request from individuals
should be addressed as indicated in the notification
section above.
Contesting record procedures: The Central Intelligence
Agency's regulations for access to individual records, for
disputing the contents thereof, and for appealing an
initial determination by CIA concerning access to or
correction of records, are promulgated in the CIA rules
section of the Federal Register.
Record source categories: Employees and within the
OTRTEST subset, only, employee and applicant's Social
Security number.
Approved For Release 2005/08/02 : CIA-RDP84B00890R000600140012-6
 AMP
STAT
STAT
ApprovFor Release 2005/08/02: CIA-RDP8*0890R000600140012-6
IPDI sms 6 August 1981
Dis .
Orig & 2 - Federal Register
- DDA Chrono
1 - DDA Subject
1 - OIS Chrono
1 - OIS Subject
1 - Rr4D
1 - IPD Chrono
1 - IPD Subject File
1 - IPD
2 - IPD orres
Approved For Release 2005/08/02 : CIA-RDP84B00890R000600140012-6