TERMINATION OF MAP LIBRARY MICROFILM PROJECT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000100230007-5
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 4
• Document Creation Date: December 12, 2016
• Document Release Date: November 6, 2001
• Sequence Number: 7
• Publication Date: August 14, 1967
• Content Type: MF

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14 August 1967
AZ 10RANDUM FOR: Director Basic and Geographic Intelligence
FR014: Chief, Map Library Division, BrI
SUBJECT: Termination of Map Library Microfilm Project
1. On 23 June 1967, D/DGI authorized the cancellation of
the map microfilm project which was initiated by the Map Library
Division in April 1965. The objectives of the project, as
originally conceived, included: improved service to customers,
reduced space and manpower requirements, an increased customer
base, and improved control over both the map collections and
manpower. The decision to discontinue the. project was based
largely on information provided in a project study, initiated
within MILD, which covered the entire two year project history.
The study revealed, that in terms of effectiveness, the project
did not meet expectations. The principal factors considered in
making the decision were as follows: .
a. The extremely high cost of providing reference
service from microfilm as compared to conventional methods.
/s/ JAB
b. Technical difficulties in obtaining satisfactory
microfilm images.
c. Customer preference for original maps or good
reproductions, as opposed to microfilm' copies or projected
images. -
Documentation of project costs and microfilm utilization is
provided in the project review study mentioned above.
2. Pursuant to the decision to close out the project, the 11"1ap
Library Division has taken the following action for disposition of
files, equipment and supplies:
a. As of 26 June all microfilming was stopped. Selected
exposed film in the processing pipeline will be mrdc into file
copy aperture cards. One complete set of aperture cards will
be retained to meet possible needs, e.g., approximately 2,000
maps are held in microfilm format only and requests for these
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I.-,10s must be serviced from the microfilm file. It is
rucornmended that utilization of this file be reviewed
ai'1.c one year to determine if it can be reduced or
destroyed. It may be feasible to convert the microfilm
to black-rand-white copy which can be interfiled in the
herd copy collection. A duplicate set of aperture cards,
which was held at the Headquarters Facility, has been
destroyed. The Map Library has no external commitments
requiring retention of any microfilm files.
b. The Map Library is attempting to dispose of project
equipment in a manner best suiting the interests of the Agency.
Preliminary discussions with interested Agency components
indicate that most of the equipment can be advantageously
used in existing Agency activities. Tentatively, equipment
will be disposed of in the following manner:
(1) Microfilm camera, Rekordak model MEG. Printing
Services Division had indicated a desire to obtain this
item.
(2) Reader-printers. MLD has two Itek Reader-printers,
model 1824, each with a dryer-stacker module. One complete
unit will be retained in !?ILD for use with the aperture card
file which will be retained. This equipment can also be
utilized to exploit other microfilm which is received from
time-to-time. The Collateral Support Division, NPIC, has
indicated a desire to obtain the second unit for use in
connection with existing projects.
(3) Card mounter (for mounting roll film into aperture
cards), 3M Company "Film:ort" hand mounter. The Collateral
Support Division, NPIC, has indicated that they would want
this item if they obtained item (22 above.
(4) Aperture card copier, IBM Company "Micro-Copier"
model IID. This item will be retained by the Map Library,
until all film in the processing pipeline is mounted. It.
is likely that NPIC will want this equipment.
,(5) Microfilm viewer. I214 Company "Microviewer".
This is a handy desk size viewer with a letter size screen.
It will be retained by MYILD.
c. Supplies remaining from the project are relatively
unimportant as compared to equipment. Deader-printer chemicals
and paper are in short supply and all stock will be held in
anticipation of me::iriy reproductions from the microfilm files`
retained in Building Approximately 500 rolls of
unexposed microfilm are on and; these can be given to
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3. Cancellation of the microfilm project will have little
effect on map Library staffing. Division personnel who operated
the microfilm camera, mounted aperture cards and maintained the
card files (equivalent to one and one-half slots) have been
re-assigned to other important duties which were formerly handled
as overtime jobs. It should be noted that staffing for the
project was originally accomplished with no additions to the Map
Library TO.
4. The Map Library machine coding project will be unchanged
by the cancellation of the microfilm project. The catalog cards
and acquisitions lists will continue to be produced from the
bibliographic data generated by the Map Library and provided to the
Machine Division, CRS. The Machine Division, however, Td 11 no
longer prepare punched and printed aperture cards.
0
U12, ~2
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1. The Archivist of the U.S. advises that the original negative of
permanent records should be retained in Archives and used only to
duplicate work copies as needed.
2. The National Bureau of Standards (NBS) advises that the deteriora-
tion of reel film was 'caused by gases released from the cardboard
they were stored in, and the reels should be stored either in metal
or, inert plastic cans.
3. Both common sense and the Archivist dictate that archival quality
microfilm can be obtained only by exercising the tightest and best
quality controls in all aspects of the filming process; ie: file
preparation, filming, processing, verifying, and storing.
4. From a storage space utilization standpoint, it is not good manage-
ment.to keep both microfilm and the hard copy. --
5. CRS is using the original negative of the Information Reports, that
they receive and film, in their aperture card -- Is this necessary?
6. The NBS has not determined what effect, if any, the cardboard in the
make-up of the aperture card will have the original negative
stored therein. Can we afford to take "t e chance that it will be
as harmful as the cardboard box was to el reel film?
7. The reel film back-up that CRS is sending to VR and/or Archives
has been a Diazo duplicate since the Spring of 1968 -- There are
currently 1,452'- 35mm reels in the A&RC stamped Ozaphane. Prior
to 1968 the A&RC had received 17,153 - 16mm reels marked Positive.
It is assumed that this means they are silver positive duplicates
of 'the original negatives, but this must be checked and verified.
None of these are in metal or plastic boxes as recommended by NBS.
8. CRS has agreed to assume the "Office-of-Record" responsibility,
from the producing offices, for the reports that they receive. In
the past, CRS has not received a copy of all information reports
produced for one reason or another -- Are the producing offices
retaining a copy of the ones they do not give to CRS; and if so,
are they in some sort'of microform? STATINTL
Chief, A&RC
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