AGENCY MICROGRAPHICS REPORT - 1976

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP10T01930R000100080007-4
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 8
• Document Creation Date: December 22, 2016
• Document Release Date: October 9, 2012
• Sequence Number: 7
• Publication Date: March 10, 1977
• Content Type: MEMO

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STAT
MEMORANDUM FOR: John F. Blake
Deputy Director for Administration
Chief, Micrographics Program Branch
STAT
Chief, Information Systems Analysis Staff
SUBJECT . Agency Micrographics Report = 1976
1. This memorandum is for your information.
2. Background
I'his report. will summarize, in a concise fashion, the Agency
micrographics program for calendar year 1976. Included is information
on applications, production statistics, equipment purchases and. personnel
data.
3. Highlights
Significant Agency micrographics activities for 1976 are as
follows:
Change
19.76 from 1975
New applications
Cumulative Agency micrographic
applications
18,916,000 + 115,000
9,770,312 - 20.5%,
9,145,725 + 30.2%
1,055,952 +. 47.5%'
763,870 -+ 47.9%/
229,082. + 48.3%
'Total value of Agency micrographic $ 3,749,100
equipment
Agency Microforms Production
Source document images
CO1M images
Microfiche produced
Source document microfiche
CORM microfiche
17,356
~((rf&T p To Co r\
Paper avoidance,(pages) 47,900,000 4 ? ..43%
Man years for production of microf_orms 96 + 1.8 iii;'
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1976
Change
from 1975
a.
Staff years
80-2
6 $
! Z? Z K "1
b.
Contract years
l-5 8--
19
13 2 M ~~
I ,
Production personnel salary costs 250,2
y $ 1,200,000+
(staff and contract)
Production space allocations
15`128
15,800 square feet
4. Analysis
A. Acceptance of Microforms
Micrographics seems to be receiving much wider acceptance
in government than in the past. The activities of standards groups
such as the Information Handling Committee Microgr~_hics Working
Group and National Bureau of Standards, Federal Information Pro-
cessing Standard (FIPS) Task Group 18 indicate an awareness on the
part of both the Intelligence Community and other government
Agency's for the need to standardize micrographics throughout the
government. Government activities such as the Civil Service
Commission Micrographics Training Program and the new micrographics
courses at NARS, Federal Government Micrographics Council/National
Archives and Records Service organization also points up an in-
creased interest and attention. At a recent Federal Government
Micrographics Council/Civil Service Commission Micrographics
Symposium held at the University of Maryland, in excess of 700
government personnel attended. Of course this trend is not new
in the Agency, but we expect as space requirements become more
critical, additional emphasis to be placed on the need for
micrographics.
B. Source Document
During 1976 we have experienced significant changes within
the Agency source document microfilm production. While the total
Agency original images produced for 1976 were 17.5,000 greater than
1975, original image production, source document photography has
decreased 20.50. Our overall totals were maintained, however by
the fact that COM original images increased more than 30%. We
attribute the decline in source document filming to the fact that
document preparation tasks consume too much time within the offices.
We have proposed that a small group of file preparation personnel
be employed to assist offices with backlogs in. file preparation.
The initial proposal made in February, 1976, to hire handicapped
people for file preparation did not materialize because the Office
of Personnel couldn't recruit handicapped people suitable for these
tasks on a part-time basis. In November, 1976, the Chief, Micro-
graphics Program Branch requested and was granted approval to waive
the handicapped. requirement. Hopefuliy, a files preparation team
will.EOD early in.1977 and source document images will increase
N
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during 1977 permitting the destruction of the paper records.
Another reason for the decline in source document filming was the
moratorium. There seemed to be a misunderstanding on the part of
many offices who thought they could not destroy their records after
they were filmed. Some projects just got bogged down because there
was no follow-up to see that the application continued.. MPB is
working to dispell the misunderstanding about the destruction and
is reviewing all previous applications to assure they are still
valid and that all possible benefits are being realized.
C. Computer Output Microfilm (COM)
During calendar year 1976, COM production from the DDA and
DDO COM operations increased 30% over 1975. COM output now represents
48% of the total Agency output of original images, up from 37.4%
of total Agency production in 1975. Original and duplicate COM
images totaled 44.9 million for the year and this certainly indicates
that COM generated microform will continue to increase in popularity
in the future.
D. Major Equipment Activities
In Cc :.:ber 1976, the DDO Micrographics Branch upgraded their
COM Recorder from a Datagraphix 4530 to a. Datagraphix 4561. The
4561 has a mini.-computer front end unit and can perform numerous
tape reformatting functions. The 4530 required specially produced
COM format tape which used considerable host computer time for
formatting. This COM Recorder is identical to the unit currently
housed in. P&PD and therefore back-up for either system is readily
available. Both of the 4561 COM Recorders are leased. units and
we feel this is preferable to purchasing. The 4360 in P~PD was
purchased and therefore is still in operation, used primarily for
applications requiring 16mm roll and. financial data film output.
During 1976, one updatable microfilm application was implemented
as a pilot project. This application was in the Office of Security
(dossier file system) and is being run on the Scott 200 Updatable
Microfiche Camera. The Scott system was brought in for a several
month test period to determine the feasibility of using this system
within the Agency. There have been some initial technical problems
with this system primarily in obtaining consistent density from fiche
to fiche and Scott has been working to correct. this deficiency.
Additionally, MPB has reviewed the Microx Updatal_;le Microfiche
-
System in New York and expects to take delivery early in 1977.
E. Major Systems
The DDI and D1}0 have both completed systems studies for
upgrading their document storage and retrieval systems. They are
in. the process of preparing a joint Request for Proposal (RPP)
which should be avail-able for vendor response within the first
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quarter of 1977. This joint RFP is the result of a Comptroller
request that the DDO and DDI attempt to maintain some compatibility
in their systems if at all possible. Indications are that a film
based computer controlled system may have the edge, however, a }
machine readable digital system has not been ruled out.
F. Micropublishing
As previously reported through the joint: efforts of PuPD/
OL, OCR/DDI and the production staffs, the Finished Intelligence
microfilming project was started in April, 1974. Since that time
all Agency produced Finished Intelligence Reports have been pub-
lished on microfiche as well as paper. To date the use of the
microfiche has been disappointing. The DDT has been reluctant to
fully publicize and. promote the use of the microfiche. Suggestion
by MPB to print a notice on the paper copy that is is also available
on film or otherwise send a notice to the users of the reports
about the fiche has been rejected. Also a plan to distribute simul-
taneously film and paper so that after the paper copy had served.
its immediate use the microfiche could be retained in the files
for future use, was rejected. These ideas will be pursued. again
early in 1977 with the recently formed DDI Publications and Pre-
sentations Group. The FBIS Daily Reports and Joint Publication
Research Service Reports (JPRS) are being microrepublished and
although these film items are gaining acceptance they will be
included in the overall program to increase the use of film.
The DDO, some DDSiT components, and Office of Communications/DDA
are distributing records overseas on microfiche including manuals
and field regulations.
G. Training
There continues to be a demand for the two Seminars
conducted by MPB, particularly the two.day "Introduction to
Micrographics", which continues to be oversubscribed. During
1.976, MPB conducted five (5) "Introduction to Micrographics"
Seminars with a total of 201 Agency personnel attending, ranging
in' grade from 3 to 15.; and two (2) "Introduction to COM" Seminars
with a total of 67 attending.
In addition, MPB arranged for, and coordinated, a technical
training program for the camera operators and. other technical
personnel in the various Agency micrographics processing shops.
The actual training is conducted by Air Force Instructors from
Lowry Air Force Base. The only cost to the Agency is travel-and
per diem for the Instructors, amounting to $1,100 per session.
H. Standard Activities
MPB continues to participate in groups working for
.government-wide standards for micrographics. These groups
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currently include the IHC Micrographics Working Group and the
National. Bureau of Standards Task Group 18. The primary purpose
of these groups is to develop standards which will be universally
applied within government micrographics activities, thereby producing
a uniform product which can be readily exchanged by the various
.agencies.
1. Micrographics Users Group
The Agency Micrographics Users Group continues to meet
on a periodic basis. This group provides a forum for producers
and consumers to exchange ideas on various Agency applications
and to discuss problems of common interest. In addition this
group is used for the dissemination of technical information
across the Agency. The MUG group provides a quick means of
obtaining technical evaluations.
J. Equipment Recycled
MPB has continued the practice of picking up accountability
for much of the micrographics equipment which is scheduled for
turn-in.within the Agency. During calendar year 1976 we were able
to redistribute approximately $58,000 worth of equipment to
various Agency components. This.equipiient is distributed without
cost to the component and. the only requirement is that they accept
accountability for the item. We plan to continue this activity
for the coming year, in fact, it is an official objective of the
Branch.
K. Advanced Systems
The major types of systems we are currently interested in
are Computer Input Microfilm (CIM) and color microfiche. MPB
has recently been approached by Information International about
our interest in a CIM device and we have indicated that as an
Agency we would certainly be interested in this capability. Info-
rmation International is currently the only manufacturer of a
viable CIM device. Their Graphics I has been operating successfully
in several locations for the last year or more. The main draw-
back to this system as it exists is cost. The basic system is
priced in the neighborhood of 3.5 to 4 million dollars. Hopefully
Information International will introduce a somewhat striped down
version of Graphics I which will be capable of handling just computer
generated data in an OCR font. At such time we would like to explore
the possibilities of using film to store computer data rather than
ma,g tape, which is not a permanent medium and requires considerable
attention over its life span.
Color microfilm has long been an area of discussion within
the Agency. More and more commercial applications are utilizing
color microfiche and we anticipate Agency requirements for it at
some point in the future. For this reason MPB continues to monitor
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c
production equipment for color microforms.
The major difficulties continue. to be selling the use
of mi.croforms to the operating officials and getting full cooperation
from all micrographics activities in the Agency. Many components
tend to want to go their own way unless some "wormy" problem sur-
faces, then they are happy to come to MPB. Of course, we are pleased
that they do and we coordinated solutions, new procedures and techniques
to other components. Another area of concern, if not a problem,
is the role ORD/DDS&T is playing in Micrographics. There seems
to be a definite overlapping of functions and responsibilities.
Conversations with ORD personnel and ORD "customers" in the Agency
have failed to clarify ORD's role in Micrographics and Word Processing.
As you know, MPB and the Systems Staff in PIPD have an excellent
working relationship, we have an understanding of our respective
roles in Micrographics and work together on all phases of the
program. In the case of ORD they seem to get involved. in every-
thing separate and apart from MPB and P&PD. However, they seem
to be doing the same things. For example, oro of the key activities
of MPB is keeping abreast of systems and equipment in the micrographics
field - both present and future - and using this knowledge in the
promotion of micrographics in the Agency, however, everytime we
visit a vendor or critique a system, we find. that ORD has duplicated
our efforts. Also, frequently as we conduct surveys or ask for
information in the Agency we are told that ORD is doing the same
thing or have announced that they were working on the same item.
I am not complaining about their activity, maybe it is good to
have a third component look at all of these things, but I am con-
cerned about the way the ORD people conduct their activities. They
seem to misrepresent their intent to the vendors and they imply
to both vendors and Agency personnel that they are acting for and./or
with the knowledge and consent of MPB and PF,PD when in fact they
are not. The major difference in ORD activities and those of MPB
and PF,PD is that we share our knowledge and experience with the
entire Agency while the ORD people do not.
We feel that 1976 has been another very successful year in the
Agency Micrographics Program and look forward to even more success
in 1977. While there may not be as many new applications each year
as in the past, all existing applications will be reviewed and
refined as appropriate. An example of how approved applications
can get bogged dorm is the JPRS project at the Agency Archives.
PC-,PD was filming this series of reports on a time available basis
and returning the film and paper copies to Archives where both
were put back on the shelf. Not only had the production of this
project declined., but nothing was really gained because the Archives
took no action on its end. As a result of the MPB review and recomnen-
dations the production has increased and the film is being checked
by the Archives and the paper copies destroyed. Other applications
are being reviewed and similar results are expected. In August,
1975, the Word Processing function was added to MPB as an
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STAT
STAT
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additional responsibility and one staff Officer was assigned on
a part-time basis to administer this program. This was an impossible
task on a part-time basis, so in June, 1976, the staff Officer was
assigned full-time as the Agency Word Processing Coordinator.. MPB
did not receive any additional manpower in 1975 or 1.976 and although
this takes away from the Micrographic effort we have been able to
satisfactorily carry on both programs as a team. Members of the
Branch back-up the Word Processing Coordinator as appropriate. and
she has maintained her expertise in Micrographics and assists with
these activities when required.
Distribution:
Orig - DDA
1 - C/ISAS
Attachment: Production Chart
DDA/ISAS/MPB/WGR~ (16 March 1977)
1 - MPB Chrono
1 MPB Subj.
STAT
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A G..E N C Y ``M' `I `:C- R,:0 -F'~ O' R VF S P R O D U C T I O N 1976
(INCLUDES COM)
18,916,GOO'ORIGINAL IMAGES
P&PD
DDS$T 7.3%
P$PD OF OC OS CRS IP/MB IP/MB NPIC ONE OWI OTS.
COM COM
MA DDI DDO DDS$T
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