(TAB A) COMPARISON OF OCD PAPER CENTRAL REFERENCE FACILITIES, STATUS AND OBJECTIVES WITH MANAGEMENT STAFF PROPOSAL ON ABSTRACTING AND INDEXING

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP51-00036A000100010010-0
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 5
• Document Creation Date: November 11, 2016
• Document Release Date: February 26, 2004
• Sequence Number: 10
• Publication Date: December 7, 1949
• Content Type: REPORT

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TAB A
Comparison of OCD paper "Central Reference Facilities, Status and Objectives"
with Management Staff Proposal on Abstracting and Indexing.
A. Points of Agreement
1. The Intellofax System is the best system for handling library materials.
2. OCD should maintain finder files for location of specific documents.
3. The classification system should be tailored to the needs of the
specialists within an over-all standard framework.
4. Abstracting in substantive divisions will serve as a training vehicle.
Coding further enhances the training endeavor.
5. Technically difficult reports will be immediately processed in sub-
stantive divisions.
6. Files space will be saved by the Intellofax System and by substantive
divisions' participation in the abstracting and coding activity, providing
duplicate tab-fax files are not maintained in the substantive divisions.
7. Extension of classification and abstracting to substantive divisions
should be achieved by "evolution not revolution".
8. Objectives of the Intellofax System as set forth b;r OCD, providing
the index and abstract files are merged.
9. It is desirable to retain abstracts of cables, newspaper articles
and other materials which are not indexed by OCD, but which are selected as
important by ORE or OSI analysts.
10. Them is no useful distinction in CIA between "classifying" and
"coding". It is one process generally referred to as "coding".
11. It is not desirable to provide an exact count of documents received
by CIA.
12. It is uneconomical to index cable flow unless OR3-OSI specialist
so indicates.
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TAB A
13. It is not desirable to index every document but they should be retained
and located through finder files.
14. Attack on the reference problem should be "two-pronged: mechanical
and substantive".
15. The classification scheme must be "adequate from the user's stand-
point".
16. OCD should continue to write "table of contents" type abstracts for
serials, periodicals, bound books.
17. cc If we can't assign a code number to what we want, then we can't call
on machines to deliver.")
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B. Points of Disa-reement
1. Intellofax System application to Biographic and Industrial data.
a. Management Staff - Can be applied in same manner as to library
materials.
b. OCD - Has no application.
2. Number of files to be maintained.
a. Management Staff - There is only one file, the intellofax file.
b. OCD - Two files should be maintained and searched, index file
prepared by OCD - abstract file prepared by intelligence specialists.
3. Primary purpose of intellofax files.
a. Management Staff - Primary purpose of files is to serve ORE-OSI
researcher.
b. OCD - Service should be geared to IAC, all parts of CIA, with
ORE-CSI on same priority as all other users.
`weed ~.
4. F r ORE analyst to retain carbon copias of abstracts he prepares.
a. Management Staff - Tab-fax run will serve the same purpose.
b. OCD - Specialist should maintain his own file for the preparation
of su maries.
5. Need for more OCD personnel.
a. Management Staff - OCD personnel can be reduced if they cease
duplication of coding done by substantive divisions and if mats are
typed in substantive divisions.
b. OCD - More rands are needed in OCD to type abstracts and to
review coding of substantive divisions.
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TAB A
6. Coding of all incoming intelligence information docu;ients.
a. :!a-nagemcnt Staff - Should be performed by ORE-OSI.
b. OCD - Should be performed in OCD, but duplicate action taking
place in ORJ-OSI if abstracts are written.
7.
Determination of materials to ba indexed.
a.
b.
1Lanagernont Staff - Should be decided by OR:;-03I.
OCD - Should be decided by OCD.
8.
Review or amplification of codes supplied to abstracts by ORE-OSI.
a.
b.
.1anage_aent Staff - Review by substantive division chiefs.
OCD - Review by OCD.
9.
The adequacy of the classification scheme.
a. .Zanagement Staff - It presently is not serving the needs of the
specialists. In a few cases e.g., Human Resources, OSI, 'Medical, OSI,
it was determined that the system could not serve the specialists needs.
b. OCD - "Scheme . . . proved sufficiently elastic to encompass
:zany unforeseen requirements."
10. Typing of mats.
a. Management Staff - Be done in producing office to eli,.inate
duplicate typing.
b. OCD - Be done in OCD to insure uniformity of typing and to perni.t
review of coding.
11. Technical classification.
a. Management Staff - Should be achieved by fine breakdown within
an over-all system or if necessary a separate system, but should not be
classified under two systems.
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TAB A
b. OCD - Technical :iatarials should be classified twice:
(1)
the general system
(2) the specialized system
12. LIaintenance of technical files.
a. :::anagement Staff - Should be maintained in OCD to par:nit IB I
and facsimile servicing by machines located in OCD.
b. OCD - Should be maintained manually by the specialist in his
office.
13. Mass data problem.
a. i.ihnagement Staff - The same intellofax procedures can be employed
in abstracting, coding and servicing biographic and industrial files.
..lore specific and detailed classification will be required and these
les should be separa tel;,r -uaintained in the OCD Library.
b. OCD - "It does not now se.m li'cely that Vie Intellofax System
could profitably be appliod to their (sic., biographic and industrial.)
problems."
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