AGENCY MICROGRAPHICS REPORT - 1977

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP10T01930R000100080005-6
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 14
• Document Creation Date: December 22, 2016
• Document Release Date: October 9, 2012
• Sequence Number: 5
• Publication Date: June 30, 1978
• Content Type: MEMO

STAT
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EXTENSION NO.
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815 Ames Bldg. g? 10 July 1978
TO: (Officer designation, room. number, and
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RECEIVED
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30 June 1978
STAT
MEMORANDUM FOR: John F. Blake
Deputy Director for Administration
FROM
Chief, Micrographics Program Branch
STAT
Chief, Information Systems Analysis. Staff
SUBJECT Agency Micrographics Report - 1977
1. This memorandum is for your information.
2. Background
This report will summarize, in a concise fashion,
the Agency micrographics program for calendar year 1977.
Included is information on applications, production statistics,
equipment purchases, and personnel data.
3. Highlights
Significant Agency micrographics activities for
1977 are as follows:
Ne`w applications
Change
1977 from 1976
Source Document
COM
6
40
Cumulative Agency micrographics
applications 491
Agency Microforms Production
(images) 22,623,731 + 19.6%
Source Document images. 11,495,354 + 17.7%
COM images 11,128,377 + 21.7%
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SUBJECT: Agency Micrographics Report - 1977
Microfiche produced
Source Document microfiche
COM microfiche
Total value of Agency micrographic
equipment
Paper avoidance ,(pages) attributed
to. COM
Man years for production of
microforms
a. Staff years
b. Contract years
1977
1,074,909
801,298
273,611
$ 3,887,159
51,800,000
97
Change
from 1976
+ 8.25%
+ 4.90%
+ 19.40%
68 - 12.2 MY
29 + 13.2 MY
Production personnel salary costs
(staff and contract) $ 1,255,278
Production space allocations 15,128 square feet
4. Analysis
Agency microform production increased a total of
19.6% during calendar 1977, or 3,707,731 images over calendar
1976. The bulk of this increase was produced in the central
facility, which was responsible for 75% of the total growth.
This increase was greater in COM production than Source
Document production.
During the year, the statistics collected by MPB
from micrographics production components for the 1976 annual
report were ultimately used in a consolidation study. The
original manpower figures provided by the producing components
indicated a total of 108 man years (an increase of 12 over
CY 1976)'devoted to micrographic production activities. As
you will note in our highlights section, we indicate an increase
of only one man year. This figure represents revised production
personnel figures provided during the consolidation study.
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SUBJECT: Agency Micrographics Report - 1977
The reason given for this difference was that the personnel
had other duties that would have to be carried on after the
micrographic function was transferred to another component.
5. Source Document Microfilming
During the reporting period, Source Document images
accounted for 50.8% of all micro-images produced within the
Agency. This was an increase of 17.7% over 1976.
We had planned to increase the Source Document
filming even more by using handicapped WAE employees to
assist offices in files preparation and film verification.
Unfortunately, only one of the approved four WAE employees
EOD'ed during the year. The others are in process and
hopefully will EOD early in 1978. There are approximately
eight million pages of material approved for conversion to
microfilm on which filming can start as soon as this manpower
becomes available.
6. Computer Output Microfilm (COM)
Computer Output Microfilm (COM) increased to
11,128,377 images. This represented 49.2% of our total
original image output and an increase over 1976 COM output
by 21.7%. The growth of COM within the Agency has been
outpacing Source Document photography for the last three
years. When we consider that COM did not start in the Agency
until late 1969, the growth rate from 0 to 11 million.images
is remarkable.
7. Equipment Activity
During the reporting period, a new COM recorder
was leased by P&PD. This unit, a DataGraphiX Auto COM,
provides for quick job turn-around and complements the
existing DataGraphiX 4561 COM recorder. Both units are mini-
computer controlled.
During the year, P?PD held several meetings with
Office of Data Processing and Office of Communications regarding
a data link to transfer data between the main computer center
and P&PD Building. This installation is primarily intended
for use with the ETECS publications system; however, the scope
has been expanded to include transfer of data for COM. This
would represent a manpower savings to P&PD who currently log
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SUBJECT: Agency Micrographics Report - 1977
tapes in and out of the central computer facility and transport
them back and forth between Headquarters and P$PD.Building.
Hopefully, this data link will become a reality in the near
future providing. easy access to COM for Delta Data terminal
users.
The Bruning Op 50 microfiche duplicator leased
by P&PD was purchased as an economy measure.
MPB continues its effort to recycle surplus micro-
graphic equipment or arrange trade-in of obsolete equipment
on purchases of new micrographic equipment. During 1977,
these activities provided a cost avoidance of $17,351.
8. Micropublishing
For a number of years, the Agency has had a micro-
republishing program for most intelligence documents. A
survey by MPB determined that the program had not reached its
full potential for the following reasons:
a. The project was not well-known
to the users of Intelligence
Reports..
b. The microfiche was not verified
for accuracy and completeness.
Therefore, the end product was
not always complete.
c. Since there was no real demand,
the project had a low priority
in PfPD and there was as much
as a 30-day delay between the
printing of the paper copies and
the distribution of microfiche.
As a result of this review, the Finished Intelligence
Project (FIP) has been overhauled through coordination by MPB
with P&PD and the various production components. Since
1 October 1977, all offices, with the exception of NPIC,
participate fully in the FIP program. In the near future, a
pilot program will be initiated with NPIC to determine if their
publications can also be included.
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SUBJECT: Agency Micrographics Report - 1977
The new FIP process ensures that microfiche
copies of all intelligence documents are available within
24 hours of the paper copy publication. For all but a very
small and select group of publications prepared in the two
major printing plants, a special copy numbered "0" is
printed as input to this microrepublishing program. The
microfiche are completely verified by P&PD within the
production process to ensure they are complete and accurate.
In addition, procedures established with the majority of the
production components include a caveat on the inside front
cover of their publication to the effect that "This publication
is available in microform" and provides instructions to
obtain the microform.
These efforts have caused the program to grow in
terms of new items being microfilmed and increased use of
microfiche by users, both in and outside the Agency, on
initial and supplemental distribution. The microfiche are
produced in accordance with the Standards for Microfiche
Copies of Intelligence Documents, published by the DCI/IHC/
Micrographics Working Group, w ich will increase the number
of microfiche exchanged within the Intelligence Community.
Now that the FIP is fully operational and meeting
all requirements of the IHC and the National Archives and
Records Service (NARS)., there are several actions that can be
taken to eliminate both film and paper duplication at the
Agency Archives. These recommendations will be made in early
1978 by MPB.
9. Retrospective Verification Project (RVP)
Unfortunately, some microfilm produced in the past
was not verified or certified as a complete and accurate
copy of the original document. Since occasionally in the
course of production some pages are missed, the paper copies
are also being retained to compensate for this possible loss
of information. MPB conducted a cost analysis to determine
the most economical method of retaining the information.
A pilot retrospective project was conducted for 30 days.
The cost per microfiche to verify was $0.32. The cost to
create a new microfiche master by PEPD in a batch mode was
$2.02.
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SUBJECT: Agency Micrographics Report - 1977
In addition to the obvious savings in storage
cost of film over paper, there are other advantages. The
producing component, as well as OCR if appropriate, receive
a corrected microfiche automatically each time it is
necessary to refilm a document. This ensures that all who
use this information in the future will receive an accurate
and complete copy of the original document. The verification
is conducted at the Agency Archives by a handicapped contract
employee.
10. Training
During the reporting period, MPB combined their
two seminars, "Introduction to Micrographics" and "Introduction
to COM", into a two-day presentation. During 1977, 4 seminars
were conducted with a total of 133 employees attending. The
oversubscription to the "Introduction to Micrographics"
seminar that occurred in the past is no longer present. This
seems to indicate that the majority of people in positions
dealing with micrographics have been through the training
course. Possibly a realignment of the schedule may be
necessary to provide for only one or two courses a year. A
total of 1,251 employees have attended Agency-sponsored
"Introduction to Micrographics" courses.
In addition to our introductory seminars, MPB
coordinated technical training for production personnel.
This technical training is conducted by the U. S. Air Force
on a reimbursable basis. Three technical training seminars
were conducted for 40 employees from the various Agency
production facilities.
11. Microfilm Users Group (MUG)
During the year, there were several Microfilm
Users Group meetings. These meetings were held to distribute
information to the primary micrographic producers and users
on the status of the Agency's micrographic activities. In
addition, guests from various segments of the micrographic
field were invited to give presentations on new developments
and equipment.
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SUBJECT: Agency Micrographics Report - 1977
12. Standards Activity
MPB currently participates in two micrographics
standards groups. These are the Information Handling
Committee/Micrographics Working Group (IHC/MWG) and the
National Bureau of Standards Task Group 18 (TG-18). The
Information Handling Committee published its first standard
during the reporting period titled Standards for Microfiche
Copies of Intelligence Documents. This standard applies to
all members of the Intelligence Community. Other standards
are under consideration which will further ensure the inter-
changeability of micrographic products within the Intelligence
Community.
The TG-18 standards group has not been as
successful, primarily due to the objections raised by the
various micrographic vendors that would be affected.
Indications. are that the standard will be published in early
1978.
For a number of months, the National Archives
and Records Service (NARS) has been drafting a new Federal
Property Management Regulation (FPMR) for micrographics
activities. We have not had an opportunity to review this
draft standard; however, indications are that NARS plans to
tighten up all phases of micrographics activity and take a
more active role in assuring that agencies have effective
programs.
13. Advanced Systems
There are several areas of advanced technology
that MPB monitors on a continuing basis:
Color microfiche has been
discussed for .a. number of years
in the Agency. We see a continued
growth of color microfiche in the
commercial world with applications
in a variety of different fields.
As quality of color microfiche
improves and the processing
equipment decreases in cost, we
anticipate the use of color micro-
fiche in some Agency applications.
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SUBJECT: Agency Micrographics Report - 1977
b. Graphic Computer Output Microfilm (COM):
Over the past two or three
years, we have followed the develop-
ment of graphic COM systems. We
feel. there are applications within
the Agency that would be well-suited
for graphic presentation. Financial
data and personnel figures are just
two of the areas we see as future
applications. The data could be
provided in printed form followed
by a graphic presentation. Most
advanced graphic COM recorders also
have the capability to produce.
color output along with the graphics.
Interest in graphic COM and
color has increased in the commercial
world and we are starting to see an
interest in this technology within
the Agency. Color graphic
capabilities could be used for
production of color slides for
briefing materials as well as color
movies. There is already sufficient
interest in the Agency in color
slide preparation to encourage NFAC
to explore the possibility of
procuring a Geni-graphic system for
their own use. While this equipment
has many useful capabilities, it
will not produce microfiche.
c. Word Processing/Microfilm:
3M Corporation has recently
announced a software package which
allows them to take the output of
their word processing system and
process it through their COM
recorder. As word processing con-
tinues to grow, we foresee-the need
for this type of capability within
the Agency. The trend is to
integrate technologies and we view
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SUBJECT: Agency Micrographics Report - 1977
the "office of the future" as
being built around word processors,
computers, communications, and micro-
graphics, all integrally linked into
automated information systems.
d. Computer Input Microfilm (CIM):
Recent discussions with a
major manufacturer of CIM hardware
indicates they have no plans to
introduce an inexpensive version
of the Graphic I system, currently
the only piece of production equip-
ment capable of scanning microfilm
and producing digital information
suitable for input to a computer.
While the technology has been
developed, the Agency does not seem
to have sufficient requirements to
pursue it at this time.
14. Other Activities
a. Several activities of major importance to
the Agency's micrographics program occurred during the
-year. The most significant, from the management standpoint,
was a study undertaken as the result of an Office of Logistics
and ISAS joint objective to review the feasibility of
consolidating micrographic production activities into a
central facility. Indications were that from a production
standpoint, consolidation would result in savings of
positions, funds, and office space. The consolidation package
was presented to the EAG in December 1977. However, a decision
was not made at that time and a task force was established
to review the proposal and make recommendations to the EAG.
b. Our last year's report discussed a new
automated document storage and retrieval system being considered
for NFAC and the DDO. MPB has continued to keep abreast of
this project and to comment on various segments that have
Agency-wide impact. During this report period, the request
for proposal was completed and sent out for bids. Only four
companies submitted bids and ultimately Regan Precision
Instruments was selected as the winning bidder. Negotiations
have been going on with Regan on refinements to the technical
specifications of the final design. This total package will
cost approximately six million dollars for the two systems.
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SUBJECT: Agency Micrographics Report - 1977
c. In January 1977, MPB was asked to look into.
the Supplemental Distribution (SD) function at the Agency
Records Center. Discussions were held and recommendations
were made to components using the SD facilities. Although
they agreed to review and decrease their holdings, most
wanted to maintain some paper copies. The only office to
completely eliminate paper and rely totally on microfilm
for SD was FBIS. Since reference service is provided by
OCR on the microfilm, this action not only reduced the
storage space at the Records Center, but also reduced the
daily workload in filing and servicing the eight FBIS daily
reports. As a result of this review by MPB, approximately
1,500 cubic feet were destroyed and users are more aware of
the availability of microfilm.
15. Summary
Overall, the Micrographics Program Branch had a
very successful year in 1977. It should be noted that one
staff officer was engaged full time in developing and
implementing an Agency-wide Word Processing Management
program. This, plus the fact that much of our micrographics
effort went to reviewing and upgrading existing applications,
makes the increase of almost four million images more
significant. It reflects the Agency's commitment to micro-
graphics and its increased acceptance by Agency personnel.
The Agency Micrographics Program had spectacular
growth during the period 1973 to 1976; however, this growth
was not always controlled and there were instances of
duplicate filming. Through the efforts of the Microfilm
Users Group (MUG) and Records Management Officers, much of
this duplication has been eliminated. Also, some of the
micrographics production was not properly verified and
stored, particularly the permanent microfilm. All producers
and users have been made aware of the requirements and
progress has been made to tighten up the procedures. Changes
have been brought about by better coordination between
MPB and the producers and between producers and users.
While much progress has been made, there is still
much to be done. We expect the National Archives and Records
Service (NARS) to submit a revised Federal Property
Management Regulation (FPMR) on Micrographics Management for
comments early in 1978. We have worked closely with NARS
on this revision and generally support the changes. The
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SUBJECT: Agency Micrographics Report - 1977
Agency will be in good shape as far as the new provisions
requiring central management, equipment control, and quality
production. The areas that we will need to work on are:
a) verification and certification of the microfilm to assure
a complete and accurate copy of the original record;
b) inspection of the microfilm on a continuing basis to
assure the film is not deteriorating; and c) proper storage
and use of the microfilm to assure the film lasts for as
long as we need the information.
STAT
Attachment: Production Chart
DDA/ISAS/MPB/WGRI I(30 June 1978)
STAT
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AGENCY-MICR0F0RMS PRODUCTION-1977
(million)
(INCLUDES COM)
7.01 22,623,731 ORIGINAL IMAGES
NFAC
8%
0
OC OS OCR ASB/MS ASB/MS NPIC OD&E Owl OSO
COM
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