MANAGEMENT REVIEW MICRO-GRAPHIC REPORTING

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP75-00163R000100060061-5
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 20
• Document Creation Date: December 12, 2016
• Document Release Date: March 27, 2002
• Sequence Number: 61
• Publication Date: June 1, 1970
• Content Type: REPORT

N 1
G E-M ENT
R EV I. EW
MICRO-GRAPHIC
REPORTING
MICROFORM
OUTPUT
UNDERGOES
 The Secretary of the Navy
John H. Chafee
The Special Assistant to the Secretary of the Navy
James G. Woodruff
Director, Office of Information Systems Planning and Development
Captain W. M. Oller, SC, USN
The Editor
D. E. L. Tuttle
Vol. XV, Nos. 5/6
New Role For Microforms
By The Special Assistant To The Secretary Of The Navy James G. Woodruff ................................. 3
An Overview Of Microforms For Navy Management
By Charles De Vore ....................................................................... 4
How Microforms Help Solve Typical Information Problems
By Robert H. Cain ........................................................................ 7
Guide For A Microform Systems Designer
By Commander Robert C. Baker, USN ..................... . .................................... 12
Micromation For Data Dissemination
By Calhoun Smith ....................................................................... 14
Computer Micro-Graphics To Speed "Third-Generation" Management
By Thomas G. Doran ..................................................................... 17
COVER:
Computer-Output Microfilm within an automatic data-processing equipment environment is illustrated on the cover of this month's
microform issue of the NAVY MANAGEMENT REVIEW. The Micro-Graphic Report system illustrated produces a graphic display
of three sample business-system data segments (inventory, procurement, and maintenance) for easier and more effective high-level
management review and decision. Use of this Micro-Graphic Report concept is detailed in an article herein entitled "Computer
Micro-Graphics To Speed `Third-Generation' Management. "
PURPOSE of the NA VY MANAGEMENT Review is to promote better management in Navy and Marine Corps operations and to be
a key channel of communication for management improvement in the Naval Establishment. It is dedicated to informing, stimulat-
ing, and describing programs and techniques that readers can apply to their own management problems as well as to publicize
actual accomplishments in such a way that they can be considered for use in all or other parts of the Naval Establishment. It is
published by the Navy Management Review Staff Office, Office of Information Systems Planning and Development in the Office
of The Special Assistant to The Secretary of the Navy, Main Navy Building, Room 0122, Washington, D.C., 20360.
* * * * * *
APPROVAL for the periodical was granted to the Office of the Secretary of the Navy by the Executive Office of the President of the
United States. Issuance of this publication approved in accordance with Department of the Navy Publications and Printing Regu-
lations NA VEXOS (NA VSO) P-35 (Rev July 1958). Opinions expressed do not necessarily represent those of the Navy Depart-
ment. Contents will not alter official instructions. Endorsement of any commercial product must not be inferred. Requests to
reprint material should be addressed to the Editor.
MAGAZINE DISCONTINUED: The NAVY MANAGEMENT REVIEW (NAVSO P-910) will cease with this issue.
NAVY MANAGEMENT R& tWved For Release 200 /05/08: CIA-RDP75-00163R000100 0#i1970
 New Role For Microforms
Microforms of various kinds are moving rapidly into a new and productive role as an integral part of modern
management information systems. Microform has come a long way from its first best use in reducing all kinds of
records to rolls of film (microfilm). "Microform" is a term used to encompass many kinds and uses of microfilm.
When microform is a principal output of an Automatic Data Processing (ADP) system, or is computer-based, it is
known as "COM" - an acronym for Computer-Output Microfilm.
As with any new tool, Navy management and technicians must look carefully at its attributes, costs, and limita-
tions before deciding when and where to use it. It must be compared with alternatives. In some cases, a microform
memory will be better than magnetic tape. Microform may be superior as a non-impact printer or as a graphic dis-
play. Opportunities abound for cost/effective use of microform in information storage and retrieval systems.
Articles in this issue of the NAVY MANAGEMENT REVIEW provide ideas and experiences from managers cur-
rently working with microform systems. They represent present-day continuation of initial microfilm efforts vigor-
ously pioneered by the Navy, first in World War II with records storage and disposal, and later, in the 1950's in one use was about of the first at Naval applications
Ship Research
Systems Command Laboratory at Dahlgren, Virginia.
I commend microform technology and encourage careful study of its potential values, remembering that a cau-
tious, well-planned system design and conversion is extremely important. The need for thorough systems analysis
in this case is especially acute because of the wide variety of microform and means for conversion now on the
scene.
JAMES G. WOODRUFF
The Special Assistant to the Secretary of the Navy
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NAVY MANAGEMENT
 Ark' aVed rview eOrMicro orms0For ONavy6Mana9ement
By Charles DeVore
Scientific Staff Assistant
Navy Technical Information Program Division
Headquarters Naval Material Command
A significant example of the recent acceptance of
microforms within the Executive Branch of the Federal
Government is the production in the past year of 20
million microfiche by five agencies - the Department
of Commerce Clearinghouse for Federal Scientific and
Technical Information, the Department of Health, Edu-
cation, and Welfare's Office of Education, the National
Aeronautics and Space Administration, the Atomic Ener-
gy Commission, and the Department of Defense. Since a
100-page report can be reproduced on two microfiche
measuring only four-by-six inches each, these microfiche
represent a reduction of about one billion pages of paper
with resulting savings in space, storage equipment, trans-
portation, paper, and reprinting costs. (See photos.)
"Microform" is the general name for any film or
paper format containing images of larger original docu-
ments greatly reduced in size (micro-images). Among the
microforms in most common use are microfiche, micro-
film, micro-opaques, and aperture cards.
"Microfiche" is a single sheet of small film record-
ing multiple micro-images in a resulting grid pattern.
Produced in several sizes and formats, standard specifi-
cations for microfiche were developed in 1964 by the
Committee on Scientific and Technical Information
(COSATI). Located in the Executive Office of the
President, COSATI is a standing committee of the Fed-
eral Council for Science and Technology. The Council
is a confederation of Federal departments and agencies
whose chairman is named by the President of the United
States. The COSATI specifications have been adopted by
many Federal and non-Federal agencies as well as foreign
governments. One of the microfiche formats utilizing the
COSATI standards provides for a piece of film measuring
approximatively four-by-six inches (104-by-148 millime-
ters) containing 60 images or frames (arranged in five
rows of 12 frames each). This requires a 20-time (20X)
photographic reduction from the size of the original
document. Another COSATI standard microfiche format
provides for 98 images and utilizes a 24-time (24X) re-
duction. The principal application for microfiche is in
reproducing multi-page records such as catalogs, reports,
and technical publications.
Recent developments in image miniaturization by
industry have produced "superfiche" and "ultrafiche".
Similar to "microfiche", they provide for more images
on a single sheet of film at greater reductions. "Nupei-
fiche" involves reductions ranging from 40-to-100 times
smaller than the original document, whereas "ultrafiche"
makes possible reductions in size of over 100X with
more than 2,000 images on a four-by-six inches or six-
by-eight inches piece of film. One process of "ultra-
fiche" (involving a reduction of 220-to-one) would per-
mit all the books on the 270 miles of shelving in the
Library of Congress to be stored in six standard filing
cabinets. Although this is not scheduled for the library,
a "superfiche" or "ultrafiche" microform system is
planned for use on Navy catalog data as the result of
recent tests of several microform systems undertakcii by
the Naval Supply Systems Command.
"Microfilm" is the most common microform. Micro-
film is a fine-grain, high-resolution reel in roll or cart-
ridge format of photographic film containing micro-images.
It may be in the usual 16 or 35 millimeter size or in the
larger 70 or 105 mm size film. A 16-mm film cartridge,
for example, could record about 1,500 micro-images
with a 24X reduction.
Microfilm is not a recent development. It was used
extensively in World War II. A familiar application dur-
ing that period was the "V-mail" microfilm used by the
public for overseas correspondence. Wartime use of mi-
crofilm also promoted its adoption as a security medium
for storing government and industrial records.
One application of microfilm known as Computer-
Output Microfilm (COM) was introduced by the U. S.
Department of the Navy about 10 years ago. It transfers
to microfilm at computer-channel speeds and into Eng-
lish format the digital data from automatic data process-
ing equipment. A reverse of this microfilm technique is
used by the U. S. Bureau of the Census. Known as the
Film Optical Scanning Device for Input to the Computers
(FOSDIC), this unique system converts the data from the
microfilm into binary inputs (bits) on magnetic tape that
will, in turn, be read and processed by-the computer.
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MICROFICHE POWER FILE: The nearly 1.5 million reports shown above (left) stored in some 30,000 square feet at the U. S.
Department of Commerce Clearinghouse for Federal Scientific and Technical Information can be contained in six semi-automatic
power files such as the one (with operator) shown (right) which contains about 400,000 microfiche records. This power file holds
copies of some 250,000 reports available for semi-automatic retrieval. (Photos courtesy of Clearinghouse For Federal Scientific
and Technical Information, U. S. Department of Commerce.)
Many libraries use a microform system called better than the original document and poor quality of
"micro-opaques" for card catalogs. A sheet of opaque microfiche is often due to the poor quality of the orig-
material, it comes in various sizes ranging from three-
by-five to six-by-nine inches and contains about 80-to-
100 images. The concept was evolved about thirty years
ago.
Navy engineers are most familiar with another
microform known as the "aperture card". It consists of
a computer tabulation card with a subject area and a
rectangular cutout or hole specifically designed to hold
a frame (or several frames) of microfilm. One of its main
applications is in engineering drawing systems.
The latest application of this microform, however,
is by the U. S. Patent Office. It uses a new process of
the "aperture card" for issued U. S. patents. A single
"aperture card" is used to record each eight pages of a
patent. Already adopted by several other countries, the
new process is being considered for acceptance on an
international basis.
Since microforms reduce original documents to
miniature size, it is essential for users to be able to
"blow back" the reduced images to a readable size. A
complete microform system, therefore, includes a photo-
graphic recorder or duplicator; a subsystem to retrieve
requirea microforms with speed; and a viewer (reader)
and viewer/printer. (See photo).
Good photographic recoruers or duplicators are
available but the poor quality of some microfiche re-
production has been responsible for failure by many to
accept microfiche. No reproduction, however, can be
MICROFORM VIEWERS: A microfiche reader (left) and
an aperture card reader (right) to "blow back" images for
users of the information recorded on the reduced-size film.
Sample microfiche records are shown before the micro-
fiche reader and sample aperture cards in front of the
aperture card reader. (Photo Courtesy of Defense Docu-
mentation Center.)
1 _J
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final material. Improvements in microfiche quality,
however, are being made. New "positive" microfiche,
for example, results in a black-on-white image rather
than the more common "negative" microfiche of white-
on-black. There is technological capability also for
color microfiche.
Documents on microform must be readily accessible
to users. A reliable retrieval subsystem to locate micro-
form material is essential. (See photo.)
Low-cost viewers under $100 and viewer/printers
under $300 are available. Several light-weight portable
viewers are being offered commercially. Low-cost
equipment is achieved sometimes, however, at the ex-
pense of desirable features in the larger and more ex-
pensive equipments.
A recent listing of viewer (reader) and viewer/printer
(reader/printer) equipment for microforms was pub-
lished in March 1970 by the Defense Documentation
Center (Report DDC-TR-70-1 entitled "Microfiche
Viewing Equipment").
Among the advantages of all microforms are reduced
costs for initial printing, processing, and transporting of
documents and savings in space and storage equipment.
With these cost benefits established, one may well ask,
"Why aren't microtorms more widely used?" A first
answer, of course, is a normai resistance to change.
When one is accustomed to having a paper copy of a
report on which one can make marginal notes, one is
reluctant to change to a different format which no
longer provides that convenience. Then, too, there is
VIEWER/PRINTER: The reader/printer shown above has a
wide-screen attachment. Users may view selected informa-
tion from the microform and then print permanent record
copies for their files.
what has been referred to as the "pack-rat" or
"squirrel" syndrome for accumulating stacks of paper.
One solution to "paper pollution", of course, would
be to charge for paper copies of reports, since it has
been estimated that a reader is seldom, if ever, inter-
ested in more than 10 percent of a particular report -
and even that estimate may be high. Thus the Defense
Documentation Center initiated a service charge in July
1968 of three dollars a copy for paper (hard) copies of
reports while making microfiche available without
charge. Within less than a year, the Center reported
reversal in the trend of requests for reports in hard-
copy format. Requests for reports in microfiche now
account for 80 percent of the total. The user makes a
photo copy of the microfiche report if he wants a
permanent copy and has access to a microform viewer/
printer.
Future Acceptance
An important factor which will contribute to the
acceptance of microform in the future is its increased
(Continued Page 16)
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MAY-JUNE 1970
 Approved For Release 2002/05/08 : CIA-RDP75-00163R000100060061-5
How Microforms Help Solve
Typical Information Problems
By Robert H. Cain
Assistant Director, Paperwork Standards And Automation Division
Office Of Records Management, National Archives And Records Service
General Services Administration
With the advent of the computer, management
turned its attention from microform and looked to the
computer as the new medium for solving its information
processing-and-storage problems. During the years that
followed, however, there have been many advocates
who never wavered in their conviction that the unique
qualities of microform will cause it to become increas-
ingly important to national, state, and local government
and to industry. These supporters have been improving
the quality and versatility of the microform and its re-
lated equipment so that it is a far different tool now
than it was a few years ago.
Future computerized data banks; the extension of
the computer as a daily working tool of an office; and
the widespread use of remote terminals will dictate a
need for maintaining selected, essential, high-use data
in machine-language code. And, on the other hand,
future needs for greater compactness, speed, conven-
ience, and economy in the storage, retrieval, and dis-
semination of large volumes of static or semi-static
data, as well as documentary and reference materials,
will dictate increased usage of the microform.
Consequently, management needs to challenge and
reappraise all of its information-handling practices from
cradle to grave. Each record series and each document
collection should be analyzed with a view to determin-
ing which data should be recorded in machine-language
code and where it would pay to use the microform.
All steps and processes involved in document prepara-
tion, distribution, and use should be studied similarly.
Typical Problems
This article is concerned with identifying a dozen
typical information problems or needs which might be
solved, all or in part, by the use of the microform. It
is not possible to ignore the computer altogether, how-
ever, since, in many instances, it is a full partner to the
microform or it plays another important role in provid-
ing the answer to a particular problem or need.
It is not the intention of this article to imply that
the microform should be considered a panacea for all
of the dozen problems cited in the following paragraphs:
(Nor is it likely that in any given situation, only one of
the following problems exists. One objective, therefore,
should be to find out, in any given situation, how many
of these problems exist. Each existing problem becomes,
in effect, another vote for a microform system. A de-
tailed cost/benefits study and some testing always are
needed to arrive at the final conclusion.)
Problem: File Integrity
? Errors in filing;
? Accidental loss or destruction of information;
? Alteration and obliteration of information; and
? Users failure to return documents.
Errors in filing occur in spite of the best efforts of
file supervisors. If the file is a large one, it may be days,
months, or years before a missing document turns up.
Whenever a document is removed from a file and for-
warded to a user, it risks being lost in transit, accidently
destroyed, damaged, or not returned. These, of course,
are serious problems when dealing with important doc-
uments such as those affecting individual rights and
claims.
Often, the best way to insure absolute file integrity
is by converting documents to a microform system. The
user is provided access by furnishing a film-to-film copy,
or an enlarged paper copy for his use.
Problem: Document Accessibility
? Travel problem; and
? Competition problem.
It is usually possible to keep small collections of
documents that occupy a file cabinet or book case
near the users. But, the larger document collections, by
necessity, usually are located at some distance. This
means that either the document or the user has to
travel back and forth to the storage site.
Further, there are times when the same document
NAVY MANAGEMENT REVIEW 7 MAY-JUNE 1970
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 Approved For Release 2002/05/08 : CIA-RDP75-00163R000100060061-5
is needed at the same time by more than one user and
each has to wait his turn to get it. These problems, of
course, cause work delays. They also tend to reduce
the usefulness of the information contained in the doc-
uments, since the users are inclined to try to do without
them if they can.
Both problems could be solved through the use of
a microform system. Once the documents are converted
to a microform, inexpensive duplicate sets can be estab-
lished at various locations in the users' work areas. A
second choice, which solves the competition problem,
only, is to make film-to-film copies and send them to
the users when they ask for them.
Problem: Document Preservation and Protection
? Prevention of wear and defacement of valuable
irreplaceable documents;
? Protection of indispensable operating records
against a disaster; and
? Protection of classified documents.
The Library of Congress and the National Archives
use microfilm extensively for preservation of important
documents. The microfilm copies, rather than originals,
are made available to scholars and researchers.
Microfilm is used by many agencies for protection of
indispensable operating records against a fire or national
disaster. The film is usually kept in a remote, protected
depository which, in most instances, is equipped with
machines and supplies for making film-to-film copies
or paper enlargements.
The original copies of classified documents may be
microfilmed so that either the original or copy of the
document is always secure. However, control of the
microfilm copies presents its own special problems.
Problem: Storage and Handling of Large- and
Nonstandard-Size Documents
? Special equipment needs;
? Folding and unfolding of oversize documents; and
? Storage of documents with irregular sizes and
shapes.
Oversize documents, such as tracings, drawings, and
maps, can be recorded on microfilm, thus eliminating
the problems of special-equipment requirements and the
need for unfolding and folding the documents each time
they are used. However, the original documents must
conform to certain quality standards in order to produce
a satisfactory microfilm substitute.
Documents having irregular sizes and shapes can be
reduced to a uniform size through microfilm. Improved
color microfilm is available if color is a significant
factor.
About The Author:
Robert H. Cain is the
Assistant Director of
the Paperwork Stand-
ards and Automation
Division of the Nation-
al Archives and Records
Service in the General
Services Administration
(GSA). He received re-
cently the GSA's
Meritorious Service
Award for his initiative and leadership in performance of his
additional duties as a staff specialist on information retrieval
and as a consultant in this field to other Federal Government
agencies.
He was working for the Navy Department before 1941
and, during World War II, served with the Army Air Force-
flying 50 combat missions in the European Theater. He was
with the Veterans Administration from 1945-61.
He conducted seminars and workshops for several years
on information retrieval and has written numerous Federal
Government publications and articles for magazines and
professional journals.
His memberships include the American Society for
Information Science, the Society for American Archivists,
and the American Microfilm Association. He has served as
seminar chairman for the American Management Association.
His education includes completion of courses required
for qualification as a Chartered Life Underwriter. He also
attended the University of Richmond, Virginia, the De-
partment of Agriculture Graduate School, and The
American University, Washington, D.C.
Problem: Document Servicing and Control
? Man-hour requirements for pulling folders and
preparing document charge outs;
? Man-hour requirements for filing returned
documents;
? Man-hour requirements for following up on un-
returned documents; and
? Man-hour requirements for routine document
maintenance.
If a microform system is used, inexpensive diazo
copies of the documents can be made and given to the
user instead of loaning the file copy. The user disposes
of the duplicate copy when he is through with it. Thus,
there is no document charge out and refile problem,
and file maintenance is reduced to a minimum.
Because personnel costs are increasing constantly
and it is difficult sometimes to obtain file clerks, it is
to be expected that there will be increasing situations
where it will pay to change to a microform system.
Problem: Document Acquisition
? Rising cost of hard copy publications; and
? Acquisition of rare and one-of-a-kind documents.
NAVY M14 ,Q )g1!kVc ,,use 2002/05/08: CIA- RDP75-00163R000100060061-5
 The rising costs of publicAp)y9N cFi9rp ease 200NOVAB b f~DRi7&x0Q4*8P,00ffl01 60016+"
copy are making it necessary for many libraries, offices,
and others to curb their document-acquisition programs.
In those instances where a document is available in
either paper copy or microform, savings of 70-to-90
percent can be realized by purchasing it in microform.
There are many times also when desired documents
are rare or out of print. If such documents are needed
urgently, the simplest and, usually, cheapest way is to
have microform replicas made. This may make it nec-
essary for the acquisitioning office to bear the micro-
filming costs. It is a small price, however, to pay for
valuable documents. Many governments and private
organizations follow such a practice.
Problem: Document Printing, Distribution, and Stocking
? High costs for printing, collating, and packaging
of paper documents;
? Transportation and handling costs;
? Stock control and replenishments costs; and
? Time-delay problem.
Many government agencies discovered some years
ago that the most economical and efficient way to re-
produce, distribute, and fill individual requests for un-
published reports is by means of the microform. Federal
agencies within the Department of Defense, in particular,
also are saving untold thousands of dollars each year by
using the microform for reproduction and distribution
of engineering drawings of military equipment. The
U. S. Patent Office is following a similar course for
publication and distribution of patents. The Naval
Supply Systems Command has decided to use a micro-
form system for publishing its 9,000-page, 20-volume
series of Navy Catalog Data.
As the use of microforms expands and microform
readers become more commonplace, there will be an
increasing demand to make printed documents available
in microform as well as paper copy. In instances where
government agencies are not preparing a microform
copy, commercial publishers often fill the void.
Not only is it sometimes possible to reduce the initial
printing costs, but significant savings are realized in
handling and transporting of documents. Stocking usu-
ally can be eliminated altogether, since the microform
at the original source or at any distribution point can
be used to reproduce on demand low-cost film-to-film
copies or enlarged paper copies. The original microform
can be produced readily by photographing paper docu-
ments. However, with the advent of computer-assisted
document preparation,.editing, index preparation, for-
matting, and Computer-Output-Microfilm (COM) equip-
-ient, direct publication of documents in microform
now possible. The computer-output magnetic tape
For many agencies, these new techniques offer the
means for substantial reduction in the time lag between
document drafting and receipt by the users.
Problem: Updating and Maintenance of Manuals
and Catalogs
Total costs for individual updating of manuals
and catalogs kept at numerous locations;
Errors and delays in individual updating of
manuals and catalogs; and
Keeping large, heavily-used manuals and catalogs
intact and in good condition.
The updating of maintenance and procedural manuals,
catalogs, and similar publications can be a time-consum.
ing and thorny problem if there are many of them and
they are maintained at numerous locations. Errors are
made in entering the changes, while the insertion of
some changes is delayed or never made at all. If the
manuals and catalogs receive heavy use as they often
do in a maintenance shop, the pages are likely to be
torn and lost. When detailed information is needed at
the job site, the mechanic may have to copy the infor-
mation by hand or remove the page.
In most agencies, no one knows just what this is
costing or the full effects of not having current, accu-
rate data on hand at each user location. However, in
those instances where a detailed study was made, such
as at some of the airlines, the savings were sufficient to
pay for the cost of the microform system in a short time.
Additional benefits, appearing under other problem head-
ings in this article, also are being realized.
One of the ways to solve these problems through
microform is to maintain a single master copy in cut-
sheet form at a central point. Changes are entered in
this master copy as they occur. The entire master copy
is periodically re-photographed, reproduced in microform
copy, and distributed to the users; whereupon, they sim-
ply dispose of the entire old copy. The microform readers
are often equipped with a paper copier so that mechanics
can make throw-away copies to take back to their job
sites, if desired. The microform might also be produced,
in some situations, through the use of the computer and
COM equipment, as previously described.
Problem: Equipment and Space for Document Storage
? Availability of adequate space to house docu-
ments;
? Space costs; and
? Equipment costs.
While space-and-equipment savings are often an im-
portant plus in a microform cost/benefits analysis, it is
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 seldotAp0 Q 9CbffMflrR0W ej;Q9;WfUPNsCWRDP7`.p-Pgt1P5gR&,10006p061d-5 their original paper form.
ose
l
I
p
a
one.
nactive records, for example, can sometimes
be stored at a General Services Administration Federal
Records Center for a period of perhaps as long as from
10 to 70 years for what it would have cost to micro-
film them. The current annual cost for maintaining
documents in a Federal Records Center is approximately
Problem: Retrieval Speed and Costs
? Random lookup of individual items of data;
? Examination of graphic information; and
? Scanning and retrieving information in textual
documents and indexes.
In situations where there are a large volume of data
which can be converted readily to a microform, retriev-
al speeds sometimes can be increased for a very small
additional cost by use of this medium. This is particu-
larly true of instances where retrieval involves random
lookup of individual items of discrete data such as a
social security number, date of birth, or street address.
Special devices and techniques are often used to make
retrieval easier and faster.
Manufacturers of roll microfilm equipment, for ex-
ample, offer self-threading readers using film cartridges.
Techniques such as automatic image counting, binary-
coded film, code lines, and an odometer-like device can
be employed to locate rapidly specific microfilm images.
The Division of Disbursement, Treasury Department, for
example, has, through the use of microfilm, reduced file
searching time on check issues by 80 percent.
If there is a continuing need for examination of
graphic information - such as large maps, engineering
drawings and photographs - microform often will make
the job faster as well as easier. Also, scanning or browsing
of large collections of textual material and indexes is
sometimes easier and faster if they are available in micro-
form.
Over-all retrieval speeds and costs can often be im-
proved because of the fact that when using a microform
system it is possible to store needed documents and data
at the user's work station, rather than having to keep
them at a remote location.
? Collection and transportation of large volumes
of data;
? Verification of data on documents passing
through the system; and
? Logging documents.
Collection and transportation of large volumes of
data such as questionnaires and reports can be a "knotty"
The U. S. Census Bureau, Department of Commerce,
solves this problem by having the census questionnaires
microfilmed at various locations in the field. The micro-
film is then shipped to their headquarters office at Suit-
land, Maryland, where it is placed upon a microfilm
optical mark reader known as FOSDIC ("Foto" Optical
Sensing Device for Input to Computer). It converts the
data to machine language code for processing by com-
puters. The Census Bureau also uses the FOSDIC system
for collecting and converting internal administrative
data.
The Veterans Administration and other agencies re-
ceive large volumes of checks from the public. The
checks are microfilmed while being processed through the
system in order to verify any data that may later be
questioned. For similar reasons, organizations using
Optical Character Recognition equipment for computer
input sometimes microfilm incoming documents.
The Division of Disbursement, Treasury Department,
must maintain a record of each of the H% million checks
it issues each day. In the past, this was done by prepara-
tion of a paper record. Using COM equipment now, the
record is produced directly from magnetic tape, making
it possible to place the issue record for 102,000 or more
checks on a single roll of microfilm. Duplicate micro-
film copies of each month's veterans'-benefit check is-
sues are sent to over 50 Veterans Administration
regional offices throughout the United States where
the microfilm is used to answer approximately 8,000
inquiries a month, conduct post-audit operations, ob-
tain an historical record of payments inspecific cases,
and locate addresses.
If it is necessary to log documents in and out,
microfilming is usually a far simpler and cheaper method
than keeping records by hand. Many libraries use this
technique for charging out books.
Equipment manufacturers have developed light-
weight portable cameras, including some that are battery
operated, which add to the practicability of using a
microform for all of these purposes.
Problem: Computer Data Storage and Accessibility
? Storage and retrieval of machine language backup
data;
? Storage and retrieval of static or semi-static data;
and
? Direct access to computer master file.
It doesn't take long for a computer to fill a 1,500-
foot reel of magnetic tape with data. If it is kept busy
all day, the computer may have produced dozens of
tape reels to add to the tape library. It is little wonder,
then, that some computer installations have thousands
NAVY 1J 6 WbdtR fte 2002/05/08: CIA-P-OP75-00163R000100060061-5 MAY-JUNE 19'"`
 A r~vedd F.or a II e 2002($~iNs:, plalleRQ~&6 k~Ot7~OW06"
of tape reels or millions of p u a car s in tf ~r DP
and must often restrict the computer master files to country. It is, of course, aware that microforms are not
summary data. While this backup data resulting from without their faults and disadvantages. In addition addition to
input processing end other machine runs is essential problems of personnel, equipment, and supply costs with
usually to system documentation, it is often too costly, microform information systems, a major obstacle may be
due to its great volume, to retain it in machine lan- obtaining user acceptance. For a microform to serve as a
guage and search it by computer. The Social Security satisfactory substitute for paper copy, it must be as leg-
Administration was among the first to use the micro- ible and easy to use as its paper counterpart. Success
form and the first to procure a COM device to solve depends upon the quality of the original documents; the
this problem. film; the camera; the camera operator's work; the quality
While the computer provides the fastest and most of film processing; the suitability of the microform type;
accurate means for compiling, updating, and organizing and the adequacy of viewing equipment. A weakness in
static and semistatic data, the size-and-cost limitations any of these areas may cause the microform system to
of mass memories and the time requirements often fail.
The condition of the documents not only largely
make it impractical to use the computer to retrieve
data from these files. Often, the best solution to the governs the quality of the finished microform but is a
problem is to convert data recorded on magnetic tape major cost factor in the filming operation. Typical prob-
to a microform by means of COM equipment. The lems are poor light reflecting contrast between the read-
Census Bureau has developed another version of its ing matter and the paper; extremely fine lines or printing;
FOSDIC optical mark reader which can read and pro- lack of uniformity in color, sizes, and thickness of docu-
cess data on a microfilm copy of punched cards. The ments; intermingling of one-sided and two-sided docu-
ments; need for removal of staples, pins, and other
U. S. Weather Bureau at Asheville, North Carolina, is
using this system for processing its file of some 40 fasteners; and need for sequence checking and screening
million cards. to remove extraneous material. Such problems as these
Such computer data bases as inventories, transporta- account for the fact that, as mentioned earlier, it is
tion schedules, rates, and special tables can be converted often possible to maintain records in a Federal Record
periodically to microfilm and then searched by means of Center for many years for what it would cost to micro-
standard microfilm readers. Where static information film them. Within the next 10 years, it can be expected
such as airplane flight schedules ties in with dynamic that most of the existing large-folder file systems in the
data like reservations data maintained "on-line" with the Federal Government will be converted to microform.
therefore,
computer, special remote terminals have been designed Steps should be taken as soon as possible,
to permit the users to interrogate both data bases at to clean up and revise such systems so that the essen-
the same time. tial papers will be susceptible to low-cost, high-quality
Most large Automatic Data Processing (ADP) systems, microfilming.
by necessity, must use batch-processing techniques and Most of such problems could be avoided, of course,
access the master file on a cyclical basis; perhaps, once through proper planning and care in establishment and
or twice a day, once a week, or possibly less frequently. maintenance of a document file. When establishing
During the interim, the data is locked up in the tape either a microform or paper-document file, serious con-
reels and inquiries must wait until the next processing sideration should be given also to capturing and main-
cycle comes around to be answered. The Air Force taining key identifying data in machine language. Using
source data automation techniques, this can be done
Finance and Accounting Center at Denver, Colorado,
which processes and maintains pay and allotment data for a small additional cost at the same time the labels
for Air Force military personnel, has solved the prob- are typed. The machine-language record should prove
lem of round-the-clock inquiries by converting, period- highly useful as a means for automatic preparation of
ically, the data to microform by means of COM equip- finding aids, inventory lists, and new labels by a compu-
ment. Inquiries and requests for changes can now be ter and the purging of the file.
handled quickly and efficiently by nonskilled personnel The wisest course of action in establishing any new,
equipped with microfilm readers. long-term file is to plan and maintain it as though it
t be later microfilmed. The chances are that it
Information Retrieval Guidance
The National Archives and Records Services of the
11 rieneral Services Administration provides information and
is (dance in all phases of information retrieval, and also
were o
will be!
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 A overd For ease 2002/05/08 : CIA-RDP75-00163R000100060061-5
'vide or A Microform Systems Designer
By Commander Robert C. Baker, USN*
Senior Information Systems Analyst
Office of Information Systems Planning and Development
Department of the Navy
A microform system consists of a set of equipments
that allow information to be stored and used on micro-
form. It is made up of three equipment subsystems:
? A photographic subsystem (recorder, duplicator);
? A retrieval subsystem; and
? A viewer, printer subsystem.
The following could serve as a guide to the areas that
a microform system designer needs to explore in order to
gather facts that will specify the kinds of microform
equipment that will allow the microform system to be re-
sponsive to the needs of the persons who operate the
equipment. As a result of analyzing the way persons oper-
ate a microform system, a system designer can determine
the specific equipment needed in each of the three equip-
ment subsystems of a microform system.
Importance of Index
An additional "subsystem" is required, however, to
make a microform system work: The index. Without an
index that is responsive to the needs of the user, docu-
ments on microfilm or hard copies are as good as lost.
Information from microform documents is used gener-
ally to be responsive to three broad classes of tasks:
? To locate the answer to a specific question;
? To locate all of the information in the system that
relates to a specific topic; and
? To keep aware of new information in a specific area
or group of areas.
After determining the nature of the specific task for his
system, the systems designer must develop, or select, an
indexing system that will match that task. This will be a
demanding task that should begin with a thorough review
of existing indexing keys such as policy, invoice, drawing
number, or subject headings.
The indexing system should be designed first since it
will help to determine how the documents will be placed
in the file (microformed) and the nature of retrieval
equipment.
placed on microform is the "user." The person who de-
signs a microform system, therefore, should consider, as a
minimum, the factors in the following paragraphs.
Recorder Analysis
A designer should analyze the organization responsible
for recording information on microfilm, taking into ac-
count that:
? Paper forms, books, and photographs become torn,
discolored, wrinkled, soiled and fragile with age and
that, as these conditions become severe, the photo-
graphic process becomes more difficult and reaches
the point where special procedures and/or equip-
ment may be required. (Frequent or intensive use of
original documents before micro-recording may im-
pose similar difficulties.)
? The physical size of the document to be reduced to
microform influences the frame size and, therefore,
the reduction ratio of the photographic subsystems.
Occasionally, the original documents will exhibit a
wide range of sizes. Large maps and drawings are
difficult to accommodate in a system using letter-
size documents. Photographic systems to accom-
modate extreme ranges are more expensive than sim-
ilar systems designed to accommodate one-or-two
document sizes. Accordingly, it may be necessary to
design a system to accommodate the majority of the
documents and to handle the over-sized documents
by other processing.
? To replace documents by microform, the original
document must be reproduced on film. The docu-
ment and its information are reduced in size and
generally transformed to a black-and-white image.
An analysis of the document must be made tode-
termine if significant information is "color-coded."
(For example, red-debit figures are not distinguish-
able from black-credit figures after being photo-
graphed with black-and-white film.) A system
designer must determine, therefore, how important
Those who operate a microform system generally be-
long to two basic groups-recorder or user. The "recorder"
is the organization, agency, or office that places the infor-
mation on microform. The organization, agency, or office
that stores and/or uses the information that has bee..
*This article by Comdr. Baker is based upon remarks
of Thomas C. Bagg of the National Bureau of Stand-
ards before the 1969 meeting of the National Micro-
film Association.
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NAVY Mt ? 1vrENTq
12 MAY-JUNE 1970
 Approved For Release 2002/05/08 : CIA-RDP75-00163R000100060061-5
color is for preserving the information on a docu-
ment. Additionally, the systems designer must con-
sider the size of the smallest character and the reso-
lution required for recording the closest lines. This
determines the maximum reduction ratio which can
be used throughout the system. Resolution (ability
to separate closely-spaced objects) is only one of
several image parameters required for legibility; line
density; opacity of character images; contrast (dif-
ference of opacity between character images and
background); and sharpness (rapid change in con-
trast at edge of character images) also are necessary
qualities. Only resolution and gross densities, how-
ever, can be measured conveniently. There are no
good legibility tests. The systems designer must
rely, therefore, upon real-life tests to determine the
legibility of a microform product.
? Some documents are complete in one page and
others are in book form with many pages. Docu-
ments can represent all of the gradations in between.
The format of the document will determine the type
of mechanism needed to display the document for
photograph and the manner in which the information
is oriented on the microform.
? Almost invariably, the justification for a particular
equipment configuration will rest with the volume
of documents to be handled. If the collection to be
recorded is small, it may be more economical to
have the filming done by a local commercial micro-
filmer. If it is a very large collection or one which
grows rapidly, in-house filming may be quicker and
more economical. The rate at which changes are
made to the original documents and/or the rate at
which the original documents are replaced along
About The Author: Commander
Robert C. Baker, USN, is a
Senior Information Systems
Analyst in the Department of
the Navy Staff Office of Infor-
mation Systems Planning and
Development. Prior to his
present assignment he served as
the Operations Officer aboard
USS BIDDLE (DLG 34) and
Executive Officer aboard USS SUFFOLK COUNTY (LST 1173).
Commander Baker graduated from The Pennsylvania State
University, University Park, Pa. He also has a Master of Arts
degree from the Ohio State University, Colombus, Ohio, and a
Master of Science degree from the U.S. Naval Postgraduate
School at Monterey, California.
number of copies that are sent to each addressee)
will determine the volume of work for the system
that makes copies of the microformed document. It
is necessary, therefore, to examine the distribution
of the microformed documents in detail. The fre-
quency with which the documents are now distrib-
uted is a good point of departure for considering
how frequently the microform document and changes
thereto should be distributed. However, considera-
tion should be given to the economy and usefulness
of changing the frequency of the distributions of the
microformed documents and incorporating the "to
date" changes. Centrally-produced microform doc-
uments allow changes to be made once and a com-
plete up-to-date document distributed. This proce-
dure saves the field activities the effort and time
involved with making the change and in addition
insures that all of the documents throughout the
system are the same.
with the original number of documents determine User Analysis
the volume of work to be handled by the microform
system. In addition to the above considerations, the designer of
? The manner in which changes are incorporated into a microform system should consider the following factors
the microformed records is important. Changes that that can be determined by analyzing the organization that
have to be made immediately may dictate a system uses the information placed on the microform. Micro-
that can reproduce single or small-lot items econom- form, by the fact it can not be read by the unaided eye,
ically; otherwise, changes may be allowed to accu- requires that the user have available to him equipment that
mulate until they can be processed economically. will allow him to search out and read the information con-
Some changes will be "added to" the original docu- tained on the microform. The equipment in this part of
ment-with both the original and the change being the total microform system must be designed and/or se-
retained in microform. Others will supercede the lected with as much care and thought as the equipment in
original document completely and require that the the photographic subsystem; otherwise, the entire system
original document be removed from the microform is useless.
file and the change replace it. It seems clear that all The manner in which the 'microformed documents are
combinations and permutations of timeliness and used will determine the characteristics of the equipment
replacement requirements may exist and may have used.
to be accommodated. ? The number of persons who use each microformed
? The distribution of the microformed documents document and the number of times each person uses
(both the number of individual addressees and the (Continued Page 20)
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 Approved For Release 2002/05/08 : CIA-RDP75-00163R000100060061-5
Micromation For Data Dissemination
By Calhoun Smith
Computer Specialist
Data Systems Division, Headquarters Marine Corps
Computers perform a tremendous amount of work in
solving complex information management problems and
updating voluminous files. An undesirable feature, how-
ever, has been overwhelming mountains of paper-printed
output-much of which no one reads. In some situations,
this time-and-space consuming output can be replaced by
semi real-time, direct-inquiry systems which display on a
Cathode Ray Tube (CRT) device, or a typewriter-like
printer, the desired record or piece of information from
the file. This is expensive, however, in programming effort
and systems equipment. Another method of avoiding the
"paper-mill" hallmark of computer operations is becoming
widely used and constitutes a major improvement in the
effectiveness of computer utilization. It is called "COM."
"COM"-the microfilm industry's abbreviation for
Computer-Output Microfilm-is the "third-generation"
method of mass-data dissemination. It provides for the
transfer, at tape-drive or computer-channel speeds rather
than impact-printer speeds of alphanumeric data from
magnetic tape or computer memory to microfilm. Coin-
cidentally, data is converted from digital to legible English
form. For the ultimate user, it combines the rapid re-
sponse of the CRT display-device with the permanence of
a printed record. For the computer operations manager, it
releases the computer from "typewriter" drudgery and can
have the effect of up to 20 (1,100-line-per-minute)
printers working simultaneously off line. Transfer rates of
up to 500,000 characters per second can be obtained.
With the proper family of off-line equipment, one opera-
tor can produce developed microfilm images of approxi-
mately 100,000 standard size computer print pages (14"
x 11"-64/132-character/lines) in an eight-hour shift.
For the office manager, it provides improved accessibility
of data with roughly a 500-to-I reduction in storage space.
This may be translated also to a saving in numbers of
personnel.
Three Types
Computer-Output Microfilm currently is produced by
three methods: One method is to photograph an alphanu-
meric display of data on the face of a CRT. The second
method is, in effect, to cut off the bulb of the CRT and
pass the film by the "throat" of the tube where it is
"written nn" by the electron beam emitted by the "gun"
at the base of the throat, much as one would burn an in-
scription on wood with a hot poker. This is called an
Electron Beam Recorder or "EBR." The third method is
a type of microfilm printer only recently announced. A
number of manufacturers produce the first type; one man-
ufacturer produces the second type; and one manufacturer
is planning to supply the third type.
The first two methods require input of formatted digi-
tal data on magnetic tape via a tape drive connected to a
converter. The converter employs electronic circuitry to
convert the digital data to analog signals which are directed
to the electron gun of the CRT. In the first method and
most widely used equipment, the electron "gun" in the
CRT emits a stream of electrons which is passed through
the desired aperture of a character matrix and causes the
image of the character to be displayed on the face of the
tube. The microfilm camera faces this CRT and as the
characters are formed on the CRT-each in its proper
space and line of the page or "frame"-the image is re-
corded on the microfilm. When the desired data for that
page has been recorded, an instruction or action record on
the magnetic tape causes the camera to space the film up
and a new page is started. This method uses ordinary
"wet" process silver film. Output of five pages per second
can be obtained.
In the EBR equipment, a dry silver film is used in the
camera. Latent images are etched on this film by the
electron beam which is moved by the analog signals gen-
erated by the electronic circuitry. The line spacing and
film movement is similar to the first method. The film is
then passed through an in-line heat treatment which brings
out (develops) the latent images on the film and a readable
finished product is thus produced in one pass. Again, out-
put of approximately five pages per second is possible.
The first method produces exposed negative film which
then must be run through a developer in a separate sequen-
tial operation.
In both methods, a forms slide may be used to project
the image of a "preprinted" paper form onto the film so
that the heading information need not be repetitiously
recorded on the magnetic-tape input.
The new third type of private-industry microfilm
printer is designed to operate as a standard output periph-
eral with a Central Processing Unit (CPU). It connects di-
rectly to a CPU multiplexor or selector sub-channel and is
buffered to accept up to 500,000 characters per second.
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NAVY MANAGEMENT REVIEW 14 MAY-JUNE 1970
 Approved For Release 2002/0
Throughput, however, is equivalent to writing on a 30,000-
character-per-second tape drive and produces about 10,000
132-character lines per minute. This unit looks the same
to the CPU as a paper printer. The significant technical
advance embodied in this new microfilm printer is the sys-
tem of light-emitting diodes and fiber optics (glass-like
strands which can transmit light on a curved path). This
method is reported to eliminate many of the adjustments
required in other microfilm printers to maintain proper
character resolution. The characters are formed by using
an electronic translation matrix, a bank of light-emitting
diodes, and a bundle of fiber optics for each character
space in a line of print. The assembly is factory-aligned
and sealed, supposedly never requiring adjustment. The
film is passed by the line of fiber optic bundles and a
whole line of print is recorded on the microfilm at one
instant, then the film is spaced and the next line of print
is emitted from the ends of the fiber-optic bundles onto
the film. It is quite similar to the operation of a standard-
line printer and it is said not to require any program
changes to utilize this unit in lieu of a standard printer.
Just give it an address when defining the system and use
this address in job control cards. This new method is re-
stricted to on-line operation.
In the most efficient third-generation systems not using
COM, the report output is formatted on a print tape
which, in a multi-programming mode, is then fed to the
impact printer under control of a special output handler
running in a small partition allocated by the operating sys-
tem or supervisor. In a COM system, likewise, the output
is formatted on a magnetic tape for later off-line conver-
sion to microfilm. This completely releases the computer
from comparatively low-speed printer output. As in for-
matting an impact-printer report tape, the programmer
must follow certain conventions specific to the equipment
in use.
Report-Tape Records
Generally, the conventions are as follows: Most COM
functions are controlled by records on the report tape.
Tape records are either "print" records or "action" rec-
ords. Print records contain line spacing and horizontal and
vertical tabbing control characters and data. Print records
are separated by a record mark. Action records cause film
movement and must be followed by an Inter-Record-Gap
(IRG). The stop-start time of the tape drive incidental to
the IRG is utilized for advancing the film the proper dis-
tance for recording the next frame. No data is recorded or
"printed" from an action record. Action codes are avail-
able for halts to provide a break for operator manipulation
between stacked reports on a particular run; end of file or
reel; and "No-Operations" (No-Op) to enable block pad-
ding to the next IRG when required. Blocks of records
About The Author: Calhoun Smith is a Computer Specialist in
the Data Systems Division of Headquarters Marine Corps. He
monitors the implementation and development of Computer-
Output Microfilm processes in Marine Corps data systems.
The author served nearly 30 years in the Marine Corps of
which the latter eight years was as a Data Processing Officer
(1952-1960). After retiring in 1961, he performed duty as a
systems analyst in connection with implementation of a Navy
system, became operations manager of a data processing facility
for a Navy contractor, and, finally, returned to work for the
Marine Corps in 1967.
should conform to frame size or content, as a rule, to op-
timize throughput. The details to be considered by the
programmer vary with the different manufacturers' equip-
ments and are covered by complete programmer reference
manuals. The preceding was provided to indicate that no
great programming burden is involved in implementing
COM. For a going system, conversion programs or equip-
ment features are available to translate existing print tape
macros to COM macros or to treat existing print tapes as
specially formatted COM input tapes.
Speed Plus Legibility
One of the most fascinating facets of the COM system
is the speed with which data can be presented in legible
form for the ultimate user. As mentioned earlier, a COM
system can produce 100,000 pages of data in an eight-hour
shift. One might say "Yes, but this provides only one orig-
inal copy of the data." True, but this "master" can be
used to produce any desired number of film copies-in an
overlapped mode on the proper equipment. The first com-
plete copies can be delivered or mailed to the user within
an hour after the final reel of film is completed on the
magnetic tape to microfilm operation. This copying phase
replaces the standard decollating and bursting/binding
phase of a standard multi-copy printer run. In the many
applications requiring more than six copies, the elimina-
tion of additional runs on the printer becomes a major
savings factor which increases in direct proportion to mul-
tiples of six copies. Also to be considered is the fact that
many times the sixth copy of a run is hardly legible but
the sixtieth copy of a microfilm run is the same as the first
(given correct processing quality.)
The comparative cost of producing microfilm copies
versus paper-printed copies must be measured for each ap-
plication. This is because of the various types of equip-
ment and numbers of copies which bear on the cost con-
siderations. The following analysis will provide, however,
an idea of the type of savings to be expected. Consider an
application resulting in a monthly report of 5,000 pages
(50 132-character lines/page plus header lines) which is
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distrib o rs. ree ive-part print runs are used
activit
f
di
f
to produce the best paper printed output. The two meth-
ods considered are equal during the preparation, file up-
date, and the output on a print tape. The computer sys-
tem consists of a computer, a printer, and five tape drives
running under a standard Operating System.
The micromation system consists of a COM printer
with a tape drive, a film developer, and a duplicator. An
example of a comparative cost for first shift operations
shows a total cost of over $1,000 for paper printing com-
pared to about $100 for microfilming.
A further savings to be considered depends on how
many copies of a report must be mailed. The weight ratio
of printed report copy to microfilm copy is about 50-to-1.
The larger the file volume and the more frequently printed
out, the greater the savings to be obtained by converting to
microfilm. Large, fairly static, descriptive files such as
stock lists, parts catalogues, and applications data are ex-
cellent candidates for conversion to microfilm. A large
dynamic file, frequently updated, and involving reference
by many users at widely separated locations (geograph-
ically), such as a personnel locator file, is currently the most
advantageous example of a microfilmed reference file in
use by the Marine Corps.
Quite a number of manufacturers are now producing
microfilm converters. These equipments vary considerably
in capability as to speed of data transfer, versatility as to
camera, and compatibility with various manufacturers'
computer equipment such as tape drives and CPU's. Some
converters can be connected directly to the CPU channel,
thereby receiving data at computer speed and eliminating
the "print tape" step. Such an arrangement is highly crit-
ical at this time, however, and must be carefully planned
y
or recor
ng o
data on microfilm as well as the
subsequent processing.
The off-line, unified microfilm production systems
have the widest application. New developments in equip-
ment, however, maintain a dynamic aspect in the field of
C.O.M. The advent of a new camera, for example, has
brought a new versatility of form to microfilmed data, in-
cluding automatic production of microfiche on 105 mm
film.
The capability for automatic production of microfiche
has provided incentive toward development of microfiche
viewers which are much simpler in design and operation,
not needing a motorized transport system such as is re-
quired for roll film. Using greater reduction ratios for re-
cording data on microfilm and given viewing equipment
(readers) with compatible "blowback", or remagnification
ratios, more and more data can be accommodated in less
and less space and yet accessed or viewed more and more
rapidly.
Micromation appears to be the greatest boon to mass
dissemination of data since the third-generation computer
came along to process it faster.
Overview of Microfilms
and technically implemented to obviate delays in com- (Continued from Page 6)
purer operation due to film loading and unloading and
checking for legibility of output.
The latest announced microfilm printer, as mentioned
earlier, is engineered only for direct connection to the
CPU channel and receives program data direct from mem-
ory via the channel. In deciding whether to have an on-
line system, consideration must be given to whether or
not a magnetic tape record of the output is required, the
percentage of processing which will result in microfilmed
output, and that, should the converter go down, those
programs using it could not be run in their normal manner
and sequence. The system planner should consider also
the availability of commercial facilities for development,
reproduction, and distribution of microfilm and copies.
Such an arrangement has been found advantageous at this
time by the Marine Corps. In some cases, it may be pref-
erable to have steps subsequent to the recording of data or,
film performed by an administrative services facility rather
than by the data-processing installation. In other cases, it
may be desirable to send the magnetic tape to an outside
exposure to students in universities and the military
service schools. This is particularly true for "micro-
fiche". (Examples of military service schools are the
U. S. Naval Academy at Annapoils, Maryiand, ana
the U. S. Naval Postgraduate School at Monterey,
California.)
Another incentive for future acceptance of micro-
fiche is the trend toward micro-publishing. For example,
the 170,000-member Institute of Electrical and Elec-
tronics Engineers now offers its major periodicals to
subscribers in "microfiche" format in place of printed
copies. The printing of thousands of paper technical
journals may disappear from the future scene. Imagine
this microform issue of NAVY MANAGEMENT
REVIEW on "microfiche"!
NAVY MA wlffOkWo'RSWFlse 2002/05/08: CIA-ROP75-00163R000100060061-5 MAY-JUNE 1970
 Computer ?lluicro- rapK c$P `$?1"FIVE
"!Third-Generation" Management
By Thomas G. Doran
Advanced Technology Branch, Management Information Systems Directorate,
U. S. Army Materiel Command Headquarters
In all too many instances, the characteristics of
management information systems today remain similar
to those of several years ago. The much-heralded advent
of third-generation computers did not automatically re-
sult in third generation management information systems.
Management, while well aware of the potential of the
computer, is only too aware that voluminous paper re-
ports are still the computer's most frequent output.
It is increasingly evident that if the team of manage-
ment and the management systems analysts are to pro-
vide improved systems and concepts for dynamic man-
agement and decision making, it must break with the
tradition of the past decade. Designers of some sophis-
ticated systems promise the manager direct access to his
data. The end result, too often, however, is another
unwieldy and complex alphanumeric message; this time,
on the face of a Cathode-Ray Tube (CRT) terminal.
Such displays are not effective tools for communication
to middle- and top-management. People often under-
stand information best when it is displayed in graphic
form.
Computer graphics provide a management systems
analyst with an almost unlimited array of graphic
formats for displaying information and focusing the
attention of the manager. An awareness of the potential
of computer graphics can be a step to better communi-
cation of management data.
Non-Impact Printer Project
Late in 1966, systems designers of the Army Material
Command (AMC) initiated efforts aimed at improving the
flow of computer information to the operational levels
of the Command and to the Army in the field. Concurrent
with that effort, research commenced on various computer
techniques which could support improved information
displays for all levels of management. Subsequently, in
early 1967, the Department of the Army approved a
three-phase project known as the AMC Non-Impact
Printer Project (NIPP).
The objective of phases one and two of the Project
was to determine, by prototype tests, the feasibility of
operating high-speed Computer-Output Microfilm (COM)
and film-processing centers within an Automatic Data
Processing (ADP) environment. In early 1968, the De-
partment of the Army agreed that results of the tests
warranted expansion of COM to other Army facilities
where warranted by ADP print volumes.
One of the major aspects which weighed heavily in
this decision, was the enthusiastic acceptance of micro-
filmed data at both the operational level of AMC and
the Army in the field. Eight COM systems are in opera-
tion now within AMC, with others planned for the
future. The COM systems have stemmed effectively
the avalanche of paper into the operational level of the
Command.
Collectively, during the 12 months preceding Septem-
ber 1969, a staggering total, exceeding 100-million pages
of computer paper, was eliminated from the functional
areas of AMC. Advantages were not confined to the
customers of ADP services: By diverting computer
printing to their "off-line" COM systems, hard-pressed
ADP managers were able to free over 20,000 hours of
computer time.
Graphic-Format Management Reports
The third phase of NIPP was devoted to the develop-
ment of ADP techniques required to produce manage-
ment reports in graphic format. Through the use of
computer records, a special graphic software package
and CRT Printer-Plotter (a new dimension) was added
to displays of management information. This technique,
known as Micro-Graphic Reporting (MGR), owes its
success to a small group of business and scientific com-
puter programmers and management systems analysts of
the U. S. Army Missile Command (MICOM), a major
subordinate command of AMC. Working from a concept
paper, the scientific programmers of MICOM supplied
the hands-on programming experience required to drive
the CRT Printer-Plotter while their business programmers
supplied the data base and display requirements needed
to support the many facets of a management informa-
tion system. The final product derived from the effort
is a highly versatile, graphic software package which will
accept statistics and quantitative factors from such in-
NAVY MANAGEMENT i'j prwed For Release 2002/05/08: CIA-RDP75-00163R000100( V#W 1970
 formar or1grs elease 2002/05/0 CIA-RDP75-00163R000100060061-5
t~gho ics, personnel, or mance tion. By using the full resources of a visual language,
and plot them into a variety of time-phased graphic dis- assimilation of information is greatly enhanced; while,
plays. (See Cover Illustration.) conversely, the possibility of misinterpretation is greatly
While CRT Printer-Plotters have been in use for over reduced. To quote an old adage: "A picture is worth a
a decade, their use, in general, has been confined to thousand words."
scientific and engineering recording applications such Finally, by having access to information-undeteri-
as flight trajectories, oil logging, and atomic recordings. orated by the effect of extensive time delays-manage-
Why designers of business-information systems have ment has a chance to act and make timely adjustments
done little to exploit plotters, on even a moderate scale, which will improve the likelihood of their meeting ob-
it can probably be attributed to a lack of awareness of jectives. The use of graphics as a management tool is
the subject. The myth that plotters were difficult to not new. What is new is that management can now ex-
program was no doubt a constraining factor also. In the pect and get from the management information system
MICOM exercise, however, the business-type program- a new dimension to analyze his problems and support
mers have handled the programming problem with little, his decisions.
if any, difficulty. In April 1969, the Director of the Management In-
The Micro-Graphic Report concept is designed to formation System for AMC, directed the MGR concept
provide mid- and top-management the information needed be put into operation. Almost coincident with that de-
and in a format conducive to quick understanding and, cision, he assigned the Logistic Systems Support Agency
most important, in a time-frame conducive to effective at the Letterkenny Army Depot in Chambersburg,
management decisions. The MGR concept, using 16 mm Pennsylvania, the mission to act as the consolidating
microfilm output from a CRT Printer/Plotter, encom- point for an AMC Command Information System. One
passes the display of three segments of business sys- of the initial tasks was to implement Micrographics
tem data. First is the "operational" line-item data Reporting.
required for daily clerical needs. (For example, the status The initial MGR products go directly to the heart of
of procurement contracts and work orders would be dis- AMC's vast operations, depicting performance related to the
played in tabular form.) The second segment, appropriate many facets of a logistic system. Graphically portrayed in
to "mid-management," displays in graphic format the time-phased displays, for example, are performance in stock
highlights of the completed cycle such as pin-pointing availability (ability to fill a requisition from stock) and per-
workloads and problem areas. (Relating to procurement, centages and number of backorders versus requisitions at
the displays, for example, might reflect the collective each Army National Inventory Control Point (NICP).
amounts of obligations relating to contracts awarded Performance indicators from Army Depots, also are dis-
during the month in such categories as small business, played. (Examples are the number of receipts, number of
cost-plus-fixed-fee, and competitive.) The third and shipments, and tons of storage.) Each group of MGR dis-
final segment of the MGR report is designed to provide plays, reflecting performance at the NICP's and Depots,
"top management" with displays which reflect perform- is preceded by a MGR display which depicts the consoli-
ance and trends against objectives offer a wide time dated AMC performance and provides management with
frame. (For example, the Director of Procurement may the overall picture as well as the pieces which make up the
establish objectives to award a certain percent of the whole picture. Distribution of the MGR products is made
overall fiscal year contract funds to small business and to Command Group levels of AMC Headquarters; Major
the balance through competitive procurement.) Subordinate Commands; and Depots.
The MGR software plots the annual objective to The MGR displays, currently viewed in microfilm
scaled displays with a display being produced for each readers, also are adaptable to large screen displays for
procurement category. Against each display, actual per- group conference discussions. To assure a high degree of
formance for each month is plotted in the form of a uniform interpretation, each group of MGR products is
continuous and variable trend line. Twelve months of accompanied by an information brochure which describes
actual performance is accommodated normally in each each display and defines the data elements used in its
display. make up.
By producing all three levels of information from Branching out from the areas of supply, inventory,
a common data base, coincident with the same computer and transportation, MGR's are now produced in the areas
cycle, several advantages are accrued: First, all levels of of procurement, quality-assurance, maintenance, and re-
management have access to the bits and pieces which search and development. Other areas are under develop-
make up the complete picture. The MGR's are pro- ment and will be added as data flow networks are estab-
duced automatically; thereby, greatly reducing the lished. As the statistical data base for each functional
possibility of management acting on filtered informa- area is structured, it becomes a segment of a Micromaster
NAVY 1f DlpAotR1in1 a1n a 2002/05/08: CIA-RAP75-00163R000100060061-5 MAY-JUNE 1970
 File stored in random-accesrUlra9y4 Past i ~I a 2002/
exception reporting and selective correlation techniques
will be applied. By use of these techniques all important
facets, such as inventory or procurement problems, and
major items or weapon systems will be displayed graphi-
cally side-by-side for review by top management. Use of
the interleaved-graphic concept with a large screen and
random-access display system will allow managers to sit
together and view the MGRs while interacting with each
other on obvious relationships of men, money, and mate-
rial problems. In many cases, presentation of the cor-
related picture will provide management with enough
information for immediate adjustments and decisions.
Perhaps even more important, it may provide the basis
f d what not to attempt. Having enough in-
on
AboutTre Aut or: orme~rly6s~'Itl2fJkt'~TSrTitT~l1'~~rRa~G.
Doran is now in the Advanced Technology Branch of the
Management Information Systems Directorate of the U. S.
Army Materiel Command (AMC) Headquarters. He has di-
rected the installation of eight Computer-Output Microfilm
(COM) systems within AMC and assisted with installation of
COM systems at Army facilities in European and Pacific
Theaters. He directed the research, development, and imple-
mentation of the first Micro-Graphic Reporting (MGR) System
to be made operational within the Army.
The author of various reports on COM and MGR, his over-
all experience includes 20 years in Naval Aviation, four years
of Computer Programming, and five years of Automatic Data
Processing Systems Analysis.
or ecrsrons
formation to avoid costly mistakes is a very high must routines, he can manipulate the data until he arrives
when it comes to the management of high blocks of our at a series of alternative plans. Graphic displays, repre-
national resources. The same exception reporting tech- senting the results, could project charts which reflect
niques, of course, would apply to systems and programs various workload units and related costs of each main-
where "exceptionally good" performance is noted as well. tenance/overhaul program. While the Operations Re-
In this manner, top managers who have neither the time search Analyst may not solve all the problems, he can
nor inclination to look at every static display produced show management the alternatives and allow sound
by the MGR system can appreciate the successes of the executive judgment to turn the analysis into effective
operation while applying corrective action to any prob- management decisions.
lem areas. Responsibility for overall review of the MGR The future of computer graphics holds many addi-
for each functional area lies in the respective Directorate tional surprises, some of which are not too far away.
or mid-management level of a Command. Already, several successful experiments have been com-
By taking these basic steps to establish a sound pleted using color for a new dimension of understanding.
statistical data base and deal with the real-world prob- Only months away is programmable color produced on
lems of making its supporting-data-flow network opera- high-resolution CRT Printer/Plotters for filmed graphics,
tional, AMC is preparing itself for more dynamic con- geographical displays, and motion pictures. There will
cepts of management support. The Micro-Graphic Re- be soon "on-line" color CRT display terminals. At first
porting Technique and its static-display concept probably brush, programmable color may sound like frosting on
will continue as a requirement for many years to come. the cake, but results of early film tests have opened up
To place all statistical data associated with a Command a "motherlode" of exciting applications in the areas of
Information System in a real-time computer available management, engineering, and publications. Probably the
to many-remote stations would prove extremely costly. best exercise for appreciation of color graphics is to com-
An intermediate step is to develop computer techniques pare black-and-white and color drawings of a circuit lay-
which will support "scheduled" interactive exercises out. Such a comparison leaves little doubt as to what
between operations research analysts or management color does toward improved understanding of a presenta-
executives and various modules of the statistical data tion.
base. Within the management environment, the use of
The first real link between the operations research Micro-Graphic Reporting will do much in the Decade of
analyst and the management executive could be an the Seventies to make the computer a closer ally in the
"on-line" graphic display. At scheduled intervals, the decision-making processes. The speed-up and simplifica-
operations research analyst could call for certain files tion of reports by graphic techniques will support long-
to be placed "on-line" to a computer which may be range planning and, hopefully, reduce much of the ten-
many miles from the display device. For example, sion currently associated with "third-generation" manage-
should a management executive desire to determine ment. It will provide management with an opportunity
the optimum workload and cost requirements for a to be better informed, more confident and in control
series of new maintenance/ overhaul programs, an of its mission.
operations research analyst would load into the com-
puter the known production rates, cost factors, and
resources parameters. By using appropriate computer * * * * *
NAVY MANAGEMENT,RpteVed For Release 2002195/08: CIA-RDP75-00163R0001000JU?E 1970
 ApprbMedEos-RBlmse 2002/05/08: CIA-RDP75-00163R000100060061=5
DIVISION OF PUBLIC OOCUMCNTs
WASHINGTON, D.C. 20402
Microform Systems Designer
(Continued From Page 13)
microformed documents will determine the number
and location of the microform viewer units. The
timeliness with which microformed documents must
be retrieved will be the determining factor in devel-
oping requirements for the retrieval subsystem. It is
important to consider not only the fastest time re-
sponse required but also the slowest response allow-
able and the number of times of the total usage each
of these times is to be accommodated. Only exten-
uating demands would require a system to be de-
signed to meet a timeliness requirement that would
be imposed only infrequently.
? Microformed documents may be used for several
reasons, each of which would impose different re-
quirements. The user may want to see or compare
an item of information on a document or a docu-
ment itself; he may want to collect or assemble all
available information on a specific subject or docu-
ments concerning a specific subject; or he may wish
to modify or change the document or its informa-
tion. Each of these needs places different demands
upon the system for a full-size copy of the document
that the worker can create himself and use apart
from the microform system. Additionally, the final
requirement (the ability for the user to modify or
change the microformed document) generally is be-
yond the capability of current equipment-except
for simple "line-overs" or coded, punched holes.
? The user must be able to understand the information
ort the microformed document as if he were looking
at the original document. The requirement for legi-
bility defined earlier is imposed upon the equipment
of the viewer/printer subsystem every bit as much as
upon the photographic subsystem. The user must
be able to read the smallest character, resolve the
closest line pair, translate graphic information from
the screen of the reader or the paper copy he re-
ceives from the printer just as if he were looking at
the original document.
NAVY MANAGEMENT REVIEW 20
POSTAGC AND FC[? PAID
U.B GOVERNMENT PRINTING OI-IOC
As a final task before submitting his system specifica-
tion, a system designer should test the specifications and
the system they represent against these three additional
criteria:
? Is this system compatible with other document-
handling activities in the same organization?
Many organizations have need for several infor-
mation systems using microforms as the storage
media. Since cameras, processors, duplicators,
readers, and printers may be required for each
system, it would be desirable if the formats were
the same. Where possible, an effort to minimize
the number of formats should be made. Each
application, however, should be carefully studied
because the economics in time and money may
well prove that totally different formats and
equipment would have an overall advantage.
Unfortunately there are only a few standards at
this time for detailed microform formats. Where
these are applicable, they should be used.
? Will the microform system result in savings of time
or money?
For other than archival purposes, any microform
system must cause an economical saving in either
time of personnel or money, if it is to be con-
sidered practical.
? Can the system meet all of the needs of the people
who will be using the system?
A "no" answer to any of these questions does not inval-
idate a systems design but it should cause the designer to
review his work and justify the exception.
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