RETRIEVAL OF DOCUMENTS AT VMR.

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP67-00896R000100080101-3
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 2
• Document Creation Date: December 19, 2016
• Sequence Number: 101
• Content Type: MEMORANDUM FOR

Approved For Release 2006/10/17: CIA-RDP67-00896R000100080101-3
2 April 1958
MEMORANDUM FOR: Chief, Document Division.
THROUGH Chief, Processing Branch.
SUBJECT : Retrieval of Documents at VMR.
1. PROBLEM:
Retrieval of Documents at VMR.
2. BACKGROUND AND DISCUSSION:
a. At the present two systems exist at VMR for the retrieval
of documents received by CIA for storage. Documents can be retrieved
by common control numbers or by subject and area. With the exception
of CIA reports, no system exists for the prompt recovery of specific
documents identified only by the report series of the issuing agency,
e.g. American Embassy, Paris, Desp. 1585, 11 March 1958.
b. Provided that the subject of the requested non-CIA report is
known, a three stage search for the specific document can be made.
First the Intellofax run is made. Allowing for maximum definition
(locator, security classification, and date being available), the
Intellofax run could produce as many as one hundred references.
These would provide the common control numbers, but no other informa-
tion, since bibliographic citations do not appear on the Intellofax
cards at VMR. The next step would be a search of the aperture work
cards in order to obtain the proper reel numbers. Finally, the reels
would be searched from end to end (batch numbers do not appear on the
aperture work cards); it is conceivable that 10,000 feet of reel film
would have to be searched in order to obtain the specific document:
Consideration of an additional means of retrieval, by source,
would appear to be in order. Since the Agency may be called upon
to service the entire Intelligence Community under emergency condit-
:Lons,it should be prepared to provide rapid retrieval of documents by
the report series of the issuing Agency. The system presently used
would be inadequate; it requires more manpower than would be available,
it is too time consuming, and it does not guarantee success. It should
be anticipated that the volume of requests would be for specific docu-
ments and not for documents by subject; the CIA Library requests for
specific documents consist of approximately eighty percent of the total
requests at present.
Approved For Release 2006/10/17: CIA-RDP67-00896R000100080101-3
 Approved For Release 2006/10/17: CIA-RDP67-00896R000100080101-3
4. RECOMMENDATIONS:
a. A source card file should be provided for VMR. Either
a duplicate should be sent to VMR from Document Division, or the
source card file in Ly/Circulation should be filmed by the rotary
camera. The latter technique would avoid the expense of filing
the duplicate, but would mean a slightly less current source file
at VMR.
b. In either instance a further saving of time in the
retrieval would be made by including the reel number on the source
card. This would amount to having the microfilm clerks indicate
the reel numbers on the batch envelope for the typists. The source
file would reference the reel. and batch numbers, thereby obviating
the need to search the aperture work cards.
c. The aperture work card file should be retained for the
servicing of requests which provide the common control numbers.
ZW1 A9a
Chief, Distribution Section
Approved For Release 2006/10/17 CIA-RDP67-00896R000100080101-3