STUDY OBJECTIVES - AUTOMATIC MATERIALS TRANSPORT STUDY

• Document Type: CREST
• Collection: NGA Records (Formerly NIMA)
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79B00873A001800010041-0
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 6
• Document Creation Date: December 28, 2016
• Document Release Date: September 13, 2012
• Sequence Number: 41
• Publication Date: August 16, 1966
• Content Type: MISC

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3.02ge3-L---1-966
STUDY OBJECTIVES
AUTOMATIC MATERIALS TRANSPORT STUDY
1. INTRODUCTION. This document presents the ob zgblvieis of a Government
sponsored program to study means for physically1 nimaterials such
as rolls of photographic film, books, etc. While this study
is concerned with the physical ox a variety of materials, this
document will describe primarily the problems associated with roll film
handling since roll film encompasses the largest quantity of transported
materials.
2. BACKGROUND. Many thousands of rolls of film are presently stored in
a film library located in a multistory building. The quantity of material
in this library is increasing at an alarming rate. The registering,
storing, retrieving and transportation of this film on a timely basis has
become an ever growing problem. The ultimate objective is to deliver the
film to the user in the shortest practical time. Also, many publications,
maps, memorandums and other items are transported from one office to
another. Daily, a total of 2000 to 3000 pieces of material are sent from
one part Of the building to, another. .Over 100 man hours are needed each
day to accompany this material while it is in transit. At least an equal'
amount of time is spent in waiting for the material to be located, .
searched, or otherwise prepared for transportation.. An automatic trans-
port system would reduce the man-hours necessary for delivery as well as,
speed delivery time.
The present method of storing rolls of film is to place each roll
in a cylindrical container and store these containers on shelves. Several
size containers are used varying in size from 5 1/2 inches O.D. by 3 inches
long to 8 inches O.D. by 12 inches long. When loaded with film, they weigh
from 3 to 18 pounds. Each roll of film is assigned a number and the rolls ,
are stored essentially in numerical order. There are from one to seven
copies of a particular film.
ILLEGIB
A borrower requests the film by filling out a form and sending it
'or delivering it in person to a central location. A librarian then
searches for the film on the shelves and delivers it to the borrower:
If a copy of the film is not available, the charge out file is then'con-
sulted to find the individual who has the film on loan.
The greatest lagsin the system occur/when the film is in transit
between the borrower and the library and while it is waiting to have its
return recorded.
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3. CONCEPT. This study will be divided into two distinct phases.
These phases and their concepts follow.
3.1 Initial Study Phase - Before equipment can be selected to
speed the handling of materials, the nature of these materials must first
be ascertained. Therefore, the Initial Study Phase must determine the
type, size, quantity, starting and terminal locations of items that are
transported each day. The control necessary for transmittal of documents
must also be studied. Certain classified items require assurance that
properly authorized personnel are requesting them. Equipment, chemicals
and other large or unusual types of material are not included in this
study unless they are of such a nature as to obviously be incorporated
into the final recommendations of this study.
When the preceding required information on the materials has been
obtained the Government will review the preliminary results of the study
to confirm whether sufficient knowledge has been included.
The Initial Study Phase will then be continued by the contractor
to decide the areas where techniques and equipment can most economically
and most advantageously be applied.
The contractor will reveal all practical techniques and systems
which may be used to advantage in transporting the materials under study.
These techniques and systems should fulfill the requirements listed in
this document.
The advantages and disadvantages of each technique and system must
be made clear. This information must be presented in report form with
all of the details needed for the Government to select those items most
suitable for its needs. The contractor should recommend those techniques
and/or systems which he feels best accomplish the requirements although
the final selection will be the prerogative of the Government.
During the period that the Government is reviewing the contractor's
report and selecting the techniques and systems for its needs, the con-
tractor must be available to furnish professional consultaticin and to
provide additional related information when the Government deems necessary.
3.2 Specification Phase - After the Government has selected the.
techniques and/or systems from the Initial Study Phase Report the con-
tractor will be required to provide complete specifications needed for
their implementation. A description of each technique or system is
needed as well as specifications for each component.. Also required are
floor plans, installation procedures, maintenance and training requirements
and a schedule of necessary modifications to the existing building or -
equipment.
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3.3 Implementation Phase - This phase will be comprised of the .
procurement, installation and development to an operational phase of
all of the equipment and techniques selected under the Specifications
Phase. The Implementation Phase will not be a part of this contract but
separate proposals will be solicited after the Specification Phase is
completed. Since the Implementation Phase will rely heavily on the
information provided in'the Specifications Phase, it is imperative that
the latter contain all specifications needed to carry out this final phase.
4. STUDY OBJECTIVES.
4.1 An objective of this study is to provide a system to accurately
account for each controlled document or roll of film. Its location must
be known at all times, whether it is on the shelf, in transit, or in the
possession of a borrower. Means of recording outgoing and incoming
material must be simple and must quickly enter the accounting system.
Information as to the item's location must be rapidly recalled. The
accounting system should be capable of providing statistics on the
disposition of film and other controlled documents, i.e., how many rolls
of film were borrowed during a specific period, the identification of
rolls of film assigned to a specific borrower, etc.
4.2 Another objective is to speed the storage of film from a
central location to the shelves and retrieval therefrom. This could
possibly be done by some automated mechanical, pneumatic or other type
system.
4.3 Another objective is to transport those materials which are
of a practical size and weight, by means of some mechanical, pneumatic
or other system to various locations in a multistory building. Consider-
ation must be given to insure that only the authorized requester actually
receives the film at the remote location.
4.4 Since a central computer facility is in use in the building
under study, it is imperative that every consideration be given to the
utilization of this facility where computers are needed.
4.5 It should be stressed that the overall objective is to improve
methods of transporting materials. This requires the material to be
transported to the user in the shortest practical time in an economical
manner and requires an accurate, responsive information system to account
for all controlled documents.
5. REQUIREMENTS.
5.1 Initial Study Phase Requirements - Review section 3.1 of this
document for the concept of this Phase. Following is a more detailed
description of the information required under this part of the study.
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This information
estimated future
those felt to be
transport system
plete and should
to assist in the
ment's use.
should be obtained for present conditions and for
conditions. While these requirements listed are
important in the eventual selection of a materials
, the contractor should not consider them as being corn-
provide any additional information which may be needed
most advantageous choice of equipment for the Govern-
5.1.1. Identity of Transported Material. The materials
should be identified and labeled as document, map, film
container, etc. Where possible, the nomenclature used
should be the same as the one most commonly used to iden-
tify the material.
5.1.2. Size of Material. The physical dimensions and
weight of each object should be determined. It should also
be noted whether the object may be folded, rolled or other-
wise made to assume a different shape.
5.1.3. Quantity of Material. The number of each iden-
tified material should be determined. It is also important
to note if the quantity transported fluctuates during the
day, week or year.
5.1.4. Path of Movement. The point-to-point movement must
be determined. The initiating, intermediate and receiving
offices must be learned.
5.1.5. Time and Manpower. The time consumed in the entire
transmission of each material must be ascertained as well
as the hourly rate of the person usually engaged in the
transmission.
5.1.6.. Control of Material. Some classified items must
be signed for and a record kept of their disposition. This
study must obtain information on the type of control that is
needed and the time and manpower requirements needed for
present control.
5.2. Evaluation Criteria - Following are criteria which should be
used in evaluating techniques, system concepts and equipment reviewed
in this study. Other criteria may be suggested by the contractor. All
information on available transport techniques and systems as well as an
analysis of how these criteria were used in evaluating them must be
included in the report.
5.2.1. Compatibility. This is a measure of how well the
system functions in harmony with other proposed or exist-
ing systems or components.
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^5.2.2. Ease of Phase-In. This indicates how much dis-
ruption in operations will occur during implementation.
5.2.3. Expandability. A measure is needed to determine
how easily a system can be expanded to accept an increased
quantity of material or increased distance of travel.
5.2.4. Facility Requirements. This criterion includes
unusual or extensive site preparation, utility requirements,
communication circuits, etc.
5.2.5. Flexibility. It is necessary to know if a system
can accept new types of materials with little or no modifi-
cations.
5.2.6. Form and Organization of Information. This is a
measure of how adequately control and documentation infor-
mation meets the needs of the users. Hopefully it would
present a direct read out rather than coded information.
5.2.7. Personnel Requirements. This criterion measures
the manpower and salaries of personnel required to accomplish
the present method as well as the proposed method of materials
transport. Consideration should also be given to personnel
skills since the need of operators possessing unusual skills
may prove impractical.
5.2.8. Reliability. This is a measure of how consistently
a system functions over an extended period of time. If a
component fails, the system should preferably still be able
to perform its most important functions.
5.2.9. System Performance. The primary goal is that the
system must accomplish the objectives listed under section 4.
It must be determined how long it takes to deliver an item
to the person requesting it and how long it takes to query
the control system to recall an item from the borrower.
5.2.10. Total System Cost. This includes initial invest-
ment and operational costs including maintenance costs.
Items such as equipment costs, costs for computer program
development, supplies, maintenance, etc. must be considered.
5,3. Specification Requirements - This phase will require a re-
port containing complete specifications necessary for installation and
implementation of all of the equipment and systems selected from the
Initial Study Phase. Following are a list of specification require-
ments. The contractor should not consider them as being complete and
should furnish any other information needed to facilitate implementation.
5.3.1. System description. Anecplanation.of the concept,
operation and function of the system must be provided.
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5.3.2. Specification of components. All specifications
needed to identify each unit will be required. This should
include any modifications to commercially available equipment
or design parameters for special components.
5.3.3. Modifications. Descriptions must be furnished for
'all necessary modifications to existing buildings or equip-
ment. Included must also be any techniques or procedures
that are to be changed.
5.3.4. Floor plans. Floor plans should show the location
of all components as well as the outline of rooms, and any
structural steel, piping, ducts and equipment that effect
the installation of the equipment. The Government will furnish
scaled diagrams of the building and its facilities to the
contractor securing this project.
5.3.5. Implementation plan. A plan should be devised to
cause minimum disruption of normal operations during installa-
tion. PERT charts should be included.
? 5.3.6. Training plan. A description is needed of the
training required to operate the system.
6. DOCUMENTATION. See attached Specification No. DB-1001, Issue
Date '31 Au&L.15-r 1966, General Requirements For Contractual
Documentation. These specifications shall apply to the documents re-
quired under this study except as they are amended in this document or
by the contract.
6.1. Ten copies of the Initial Study Phase Report will be furnished
by the contractor.
6.2. Ten copies of the Specifications Phase Report will be fur-
nisned by the contractor.
7. TIMING. It is anticipated that this study can be completed within
six months. This includes all of the contractor's work required in the
Initial Study Phase and the Specification Phase but does not include time
necessary for the Government to select the techniques and systems to be
used.
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