MATERIALS HANDLING STUDY-STAFF STUDY

• Document Type: CREST
• Collection: NGA Records (Formerly NIMA)
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79B00873A001800010026-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 9
• Document Creation Date: December 28, 2016
• Document Release Date: September 13, 2012
• Sequence Number: 26
• Publication Date: March 29, 1967
• Content Type: MISC

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MATERIALS HANDLING STUDY - STAFF STUDY
1. PROBLEM:
DRAFT
29 March 1967
To determine the most expeditious methods and procedures for the
storage, retrieval, reproduction, control and transport of those materials
essential to imagery exploitation on a timely basis and with retention of
necessary quality.
2. FACTS BEARING ON THE PROBLEM:
The range of materials used in Center activities for imagery exploita-
tion and for production of the resultant reports is extremely varied. The
primary material, aerial roll film, is received in many different widths,
lengths, and formats, and is used in all facets of exploitation from the
immediate reporting phase, indexing, mensuration, second phassi reporting,
detailed analysis, final reporting and thence to a depository for retention
as reference data. In addition to the more than 50,000 cans of film on
hand, it is estimated that there are over two million separate pieces of
support material, e.g. (1,250,000 maps and charts, 75,000 reports, 20,000
books and magazines, 50,000 to 100,000 miscellaneous.indexes and files, and
in excess of 150,000 supplemental photographs plus an undeterminate number
of "film chips" or cut film of random size). The manual methods used to
reproduce, store, retrieve, control and transport these items are umw44e-1781
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time consuming and antiquated. Automatiaj methods are required to increase
the efficiency of handling such materials.
3. DISCUSSION:
a. Concept:
The objective of this study program is a thorough investigation
into defined problem areas, the identity of additional problem areas
through the investigation and analysis of current procedures, and
recommendations for implementation of the most4 effective methods of
generating, storing, retrieving and utilizing non-digital information
-in the imagery exploitation process.
b. Proposed Program:
It is felt that the following primary areas require investigation:
(a) Imagery use4herein current techniques require repetitive handling
of roll film or production of numerous rolls of the same imagery to
meet the demand. (b) Imagery Storage and Transportation - the current
system of control, storage, retrieval and transportation of over 50,000
rolls of lm is cumbersome and outmoded. More than 24,000 square feet
of floor space is being used for receipt, indexing, control, storage
and transport of this roll film. (c) Collateral Materials - consideration
-
herein is given to non-imagery information and the exclusion of computor
-
stored information. ri-rviously stateewa_sYan estimate of the volume of
support material material on hand at NPIC.r It is felt that this volume could,
in some areas, be better handled and controlled by a photographic re-
duction system such as microfilm, microfiche, or similar system tailored
to the requirements of NPIC.
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The program as proposed, will delve into all aspects of handling
non-digital stored material. The above areas of major concern are con-
siderably broad and could be the basis for separate investigation of
each. However, since all three areas are a form of information-con-
-tent-and all pertain to the problems of how to best make this infor-
mation available on a timely basis and at the same time reduce re-
dundancy and human error, it is felt the same investigation should
voiat
cover the entire i'afflit of material handling in NPIC. This effort is
envisioned as a three-phase program, the first phase being defined as
an investigative phase wherein the contractor will thoroughly investi-
gate and analyze the current methods and procedures of handling the
variety of material and data within the Center. As a result of this
investigation the contractor is to submit a comprehensive report cov-
ering his analysis of Center processes and the identification of those
requirements for information which 1-3_-1--not---o-r. cannot be handled in a
digital system. Additional-ly,- 4-second report will follow, presenting
alternate conceptual designs which will meet the identified requirements.
The second phase is intended to develop and evaluate alternate tech-
niques for implementation of the conceptual design. The resultant re-
ports on this phase will include a comparative analysis of all alter-
natives considered from both quantitative and qualitative aspects. The
analysis will measure the proposed alternatives, each against the others,
to demonstrate the amount of improvement each alternate can achieve over
present methods. A detailed system plan will be prepared, based on the..
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selected alternatives, which will include system and equipment para-
meters, implementation time, impact on operational components, per-
sonnel and training requirements, and estimated costs for development,
installation, and operation of the proposed system. Additionally, de-
tailed specifications of the system components and component interfaces
will be prepared to enable a logical and, hopefully, an uninterrupted
transition into Phase III. Phase three, which is not a part of this
study, will utilize the specifications an information generated under
cc, r I
the Materials Handling Study for solicitation of proposals for instal-
lation and implementation of a modern materials and data handling system.
c. Selection of Contractor:
Of sixteen companies solicited to bid on the Materials Handling
renlaminy ,,,ie eenrenies
Study, seven responded with proposals on the program while theee-
,
sponded with a "No bid" letter 4 e-aluatiorince this program
is decidely operational4loriented -was-made by Staff and Branch Chiefs
from the Collateral Support Division, the Photographic Services Division
and the Information Processing Division of NPIC Additionel-evaluat-ions
Were made by the Technical Planning Staff and the Development Staff of
NPIC. The consensus of 4i5XitlAititik;Vthe evaluations was that Planning
Research Corporation presented the best proposal. The evaluations
-
were prepared on the basis of numerical values applied to specific
areas of the Development Objective that were felt to require the
strongest emphasis such as "Understanding the Problem," "Soundness of
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Approach," "Compliance with Requirements," etc. Additionally, a
comprehensive write-up was required from the evaluators as to their
reasoning for selection, prior knowledge of the company, assigned
personnel, etc. A grading factor was then applied to these two types
of responses to determine the total number of first, second and third
choices. The resultant figures indicated first, second and third
choice of bidders.
d. Program Phasing:
Ti? ?-?
The Materials Handling -Stay is to be performed as?a three phase5
pregraM: This portion of the program is to satisfy Phase I and Phase
II. Phase III, of which this study is not a part, consists of in-
stallation and implementation of the selected system. Phase I, to
investigate and analyse the current Center procedures of material and
data handling, is envisioned as a six month effort wherein the investi-
gation team (s) are performing almost wholly in-house to determine re-
quirements, identify deficiencies and formulate solutions and alternatives.
Phase II of the program is intended to develop and evaluate alternate
techniques for implementation of the conceptual design resulting from
the Phase I effort. Phase II will also include generation of installation
and facilities preparation requirements, defin4tive equipment specifi-
cations, determination and solutions of any interface areas, test and
personnel training requirements, budgetary and procurement schedules,
and a detailed implementation plan. Phase II is anticipated to require
approximately nine months, making the total Materials Handling Study pro-
gram a fifteen month effort. Planning Research Corporation has proposed
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a break-out of Phase I into two deflnitive tasks and Phase II into
three definitive tasks with a-rask Report as the end product of each task.
Each task conclusion offers the opportunity for a complete review and
evaluation of accomplishments as well planning or redirection, if re-
quired, for the following tasks.
e. Coordination:
Coordination has been affected with the Office of Research and
Development (ORD) and internally through the evaluation process used
in this program. In addition to these direct contacts, coordination
with the Intelligence Community in general has been effected through
COPE.
f. Alternatives:
The FY 1967 budgetary estimate for the Phase I and II efforts
covered
by this study was
The cost proposals
received varied 25X1
from
The selected
contractor,
Phase I
at
proposed
and Phase II at 25X11
totaling
Of the
seven proposals
received,
the pricing 2g. 5. X. 1
was midway with three companies bidding higher and three lower. Of the
three lower costs proposed, the lowest bidder simply expanded the De-
velopment Objectives, added engineering costs and a hard cover to make
up the proposal. The next lower company proposed four sub-contractors
plus an advisory panel, indicating considerable reliance on the sub-
contracts. One of the subcontractors is currently under contract to
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the Center, and the outcome of his investigation is somewhat in
doubt as to whether he will perform as per contract. The next
lowest bidder proposed a merger with one of the better known
research institutes which appears to be a very good approach. How-
ever, the company is strictly hardware oriented, and, regardless of
the merger, the program would be guided and managed by the manufacturer.
and not by the research institute. Additionally, it was learned the
manufacturer is being bought out by a larger organization. This will
probably bring about radical management changes, which are always
detrimental to a program. Of the three higher bidders, only one sub-
mitted an acceptable proposal, however it was oriented toward photo
interpretation with insufficient devotion to the problem of material
handling. The remaining two proposals considered did not meet the
criteria of the Development Objectives. Alternate solutions to the
Center's existing problems in the area of materials handling are: to
disregard the problem entirely, allow the random methods to continue and
at some future date, become so cumbersome that collateral data requests
cannot be fulfilled with any degree of confidence on the part of the
receptor; split fund the two phases into separate year funding which
would result in considerable contract management problems and a prob-
able time extnnsion; or award a contract for the complete program in-
cluding Phase III, which, without knowing at this time the extent of the
program or equipments required, would be extremely difficult for7
contractor to predict.
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4. CONCLUSIONS:
In considering the problems facing the Center's current operational
methods, the Materials Handling Study has been identified as one of the
importght areas of investigation and analysis. A thorough effort on
this program will greatly assist NPIC in meeting its present and future
commitments. 'It has been determined that the program is essential and that
some degree of automation in materials handling is required to produce
desired results.
5. RECOMMENDATIONS:
It is recommended that approval be granted to award a contract to
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in the amount of for a fifteen month effort 25X1K1
for a Materials Handling Study.
6. REPERENCES AND ATTACHMENTS:
TAB A - Catalog Form
TAB B - Organizations Solicited
TAB C - Development Objectives
Attachment -
Technical Proposal B-24-07-3125X1
dated 24 February 1967
(NOTE) - Program Phasing chart is included in the proposal - Section IV,
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