REQUEST FOR EVALUATION OF THE USIB FILE AND PROGRAM CATALOG SYSTEM (FPCS)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79M00062A001300010039-4
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 17
• Document Creation Date: December 21, 2016
• Document Release Date: August 31, 2006
• Sequence Number: 39
• Publication Date: March 30, 1970
• Content Type: MF

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i iz,.:: IHC-D-111/1.9/14
7-G-07 30 March 1970
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U N I T E D S T A T E S I N T E L L I G E N C E B 0 A R D
SUBJECT: Request for Evaluation of the USIB File and
Program Catalog System (FPCS)
1. As a participant in the USIB and DIA File and Program
Catalog System (FPCS), you are requested to evaluate the System.
Please complete the attached USIB FPCS Evaluation Form and
return it to the USIB IHC Support Staff by 13 May 1970. A DIA
representative working with the IHC Support Staff will analyze
and evaluate the comments submitted by DoD organizations. The
IHC Support Staff will consolidate the evaluations into a report
to be submitted by the IHC to USIB with appropriate recommenda-
tions.
2. Background. The USIB File and Program Catalog System
(FPCS) was established in 1966 to facilitate the exchange of
files, programs and intelligence information among members of
the intelligence community. Since the DIA FPCS, which was then
about to be implemented, was designed to provide (among other
things) all the elements of information necessary for the USIB
FPCS, DIA was requested to operate their system for the whole
community. The Reporting Manual for the USIB FPCS is substan-
tially a revised and annotated version of the manual for the
DIA FPCS. The chief difference between the two manuals is that,
although the data elements listed in each are identical, the
USIB manual makes some of them optional rather than mandatory.
3. When the USIB FPCS was initiated, it was recognized
that evaluation of the system would be required and the task
was assigned to the Committee on Documentation (CODIB) Support
Staff. This task was among those inherited by the Intelligence
Information Handling Committee (IHC) Support Staff when the
IHC was created in April 1968.
4. To support recommendations for modification of the
FPCS to enhance its effectiveness, an evaluation of the
v1!O R lar!? C
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system must be based on valid data on its current status, its
costs to the community, the benefits it provides and its
prospects for future usefulness. The attached form is intended
to facilitate evaluation of the FPCS by those who participate
in the system.
Attachments:
A.Distribution List
B.Evaluation Form
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ATTACHMENT A
IHC-D-111/1.9/14
DISTRIBUTION LIST
CIA (O/PPB)
D IA
DIRN$A (L-214)
STATE (ATTN: O/SNS)
Department of the Army (ACSI)
Department of the Navy (NAVINTCOM (0P920R))
Department of the Air Force (AFNIN)
FBI (Mr. Earl W. McCoy) 1
AEC (Mr. Kirby A. Gean)
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ATTACHMENT B
IHC-D-]11/1.9/14
U N I T E D STATES I N T E L L I G E N C E B 0 A R D
FILE AND PROGRAM CATALOG SYSTEM
Table of Contents
Page
1
Items for Evaluation 3
I.
Catalog Evaluation
3
A. File Catalog
3
B. Program Catalog
5
II.
Index Evaluation
7
III.
USIB FPCS Manual Evaluation
8
IV.
Cost Evaluation
11
A. File Catalog
11
B. Program Catalog
12
V.
Remarks
13
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1. This form should be completed and returned to the
following address by 13 May 1970:
IHC Support Staff
Room 4E24
CIA Headquarters
Washington, D. C. 20505
2. The current documents for the USIB FPCS are as follows:
(a) USIB File and Program Catalog System Reporting
Manual, CODIB-D-111/1.9/9, December 19661/
(b) SECRET USIB/IHC Publications dated 1 November 1969.
Publication
DIA Control No.
1.
ADP
File Catalog
S-19840/MS-6
2.
ADP
File Catalog Indexes
S-19841/MS-6
3.
ADP
Program Catalog
S-19842/MS-6
4.
ADP
Program Catalog
Indexes
S-19843/MS-6
(c) TOP SECRET/SI USIB/IHC Publications dated 1 May 1969?/
Publication
DIA Control No.
1.
ADP File Catalog
04304
2.
ADP Program Catalog
04306
DIA/DoD organizations may use DIAM 65-8-1. The ADP File and
Program Catalog System (FPCS).
Update pages for these publications dated 1 November 1969
were forwarded under DIA letter of Transmittal No. TS-SI-8990/MS-6,
dated 17 February 1970.
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3. It is desirable, if possible, to complete the form
at the level of For Official Use Only. If, however, classified
information is required to provide a comprehensive response, the
Form may be classified and transmitted to the IHC Support Staff
through appropriate channels. If additional space is required
to respond to any item in the Form, use a continuation sheet
and indicate the Items continued, e.g., I.A.2.a., II.B., etc.
Separate entries in the Form for the SECRET and TOP SECRET
Catalogs are necessary only where the evaluation of each is
different. Otherwise, a single evaluation will be taken to
apply to both.
FOR OFFICIAL USE ONLY
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Items for Evaluation
I. Catalog Evaluation
A. File Catalog
1. File Descriptions Submitted
(a) Give the total number of files for which you
have submitted File Descriptions since the
FPCS was started.
(b) Of that number how many have you deleted from
the Catalog?
(c) How many File Descriptions have you updated
for each of the following issues of the
Catalog?
November 1968
May 1969
November 1969
(d) How many additional File Descriptions do you
expect to submit during the next three
years?
(e) How many do you expect to delete in the next
three years?
2. Requests
(a) What requests for file documentation have you
initiated as a result of listings in the
File Catalog? (List as in the following
example).
File Originator File Indent. Date Requested
WOKPAA DBRF 13 August 1968
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(b) What requests.for files or extracts from files
(data, as contrasted to file descriptions in
(a), above) have you initiated as.a result of
listings in the File Catalog? (List requests
for files and requests for extracts separately
using the following format:)
File Originator File Ident. Date Requested
H03000 AIF 14 December 1969
(c) How many requests do you expect to initiate
during the next three years?
3. Usefulness of File Catalog
(a) Rate the usefulness of the File Catalog
according to the following scale:
Most Beneficial (1)
Very Useful (2)
Useful (3)
Marginally Useful (4)
Not Useful (5)
(b) Explain your rating.
(c) Should the file catalog be continued in its
present form? Yes No (Check one)
Comments?
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B. Program Catalog
1. Program Descriptions Submitted
(a) Give the total number of programs for which
you have submitted Program Descriptions since
the FPCS was started.
(b) Of that number how many have you deleted from
the Catalog?
(c) How many Program Descriptions have you updated
for the following issues of the Catalog?
November 1968
May 1969
November 1969
(d) How many additional program descriptions do
you expect to submit during the next three
years?
(e) How many do you expect to delete in the next
three years?
2. Programs Requested
(a) What requests for programs have you initiated
as a result of listings, in the catalog? (List
originator, program identifier, and date for
each request as shown below.)
Program Originator Program Ident. Date Requested
H03000 AA,9102 26 February 1969
(b) How many requests for programs do you expect to
initiate during the next three years?
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3. Usefulness of Program Catalog
(a) Please rate usefulness of Program Catalog on
the following scale:
Most Beneficial (1)
Very Useful (2)
Useful (3)
Marginally Useful (4)
Not Useful (5)
(b) Explain your rating.
(c) Should the program catalog be continued in
its present form? Yes No (Check one)
Comments?
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II. Index Evaluation
A. Usefulness
Please rate each index for its usefulness according to
the following scale:
Scale: Always Useful (1)
Often Useful (2)
Sometimes Useful (3)
Seldom Useful (4)
Never Useful (5)
File Catalog Indexes
KWIC Index
IAC Index
ISC Index
Program
Catalog Index
B. Suggestions for better indexing.
Please suggest what indexes other than the existing ones
would facilitate your use of the file and program catalogs.
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III. USIB FPCS Manual Evaluation
A. Which manual do you use? (Check one).
1. CODIB-D-.111/1..9/9 USIB File and Program Catalog
System
2. DIAM 65-.8.-l.TheADP File and Program Catalog
System
B. Have you had any difficulties in following the
instructions contained in the Manual? (If so,
please describe them).
C. Card Data Content
In Chapter..II of..each..of the two manuals, under the
heading Card Data Content, the data items to be used
in File and Program Descriptions are listed. Although
the lists of items are the same in both manuals, manda-
tory items are flagged with.an asterisk (*) in the USIB
Manual and unflagged items are optional. All-items are
mandatory for DIA/DoD organizations. In the questions
below you will be asked to suggest which mandatory items
should be made optional (and vice versa for those using
the USIB Manual), whether any elements should be eliminated
and what additional elements would be useful. Data items
may be referred to by the reference line they occupy
under Card Data Content in Chapter II of the manuals,
thus "a. (1)" stands for "Report Originator", "b. (3) (h)"
represents "File Update Cycle", "d.(2)(e)" means "Program
Size", etc. The name of the data item (Report Originator,
etc.,) is also acceptable.
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1. File Description
(a) Which data items, if any, should be changed
from mandatory to optional?
(b) Which data items should be changed from
optional to mandatory?
(c) Which data items should be eliminated?
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(d) What additional data items would be useful
in describing a file? (Indicate whether
mandatory or optional).
2. Program Descriptions
(a) Which data items, if any, should be changed
from mandatory to optional?
(b) Which data items should be changed from
optional to mandatory?
(c) Which data items should be eliminated?
(d) What additional data items would be useful
in describing a program? (Indicate whether
mandatory or optional):
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IV. Cost Evaluation
In section A and B, below, you will be asked to provide
data concerning. expenditures and/or savings which may be
attributed to use and maintenance of the FPCS. As much
as possible the data should be quantified in units such
as man-hours, man-years, hours of computer time, etc.
These should be categorized as to whether the quantity
represents clerical, professional, analyst or programmer
effort or time on a specific type of computer, e.g.,
10 man-hours (clerical)
1 man-year (programmers)
40, hours (IBM 1401)
A. File Catalog
1. Please estimate manpower, machine time.and other
resources you expended,in preparing and updating
file descriptions for each year 1967 through 1969.
2. Please estimate savings in resources achieved through
the use of the File Catalog each year 1967 through 1969.
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W
B. Program Catalog
1. Please estimate manpower, machine time and other
resources expended in preparing and updating
program descriptions for each year 1967 through
1969.
2. Please estimate savings in resources achieved
through the use of the Program Catalog in each
year 1967 through 1969.
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FOR OFFICIAL USE ONLY
V. Remarks
(Additional comments concerning the catalogs, the indexes,
the FPCS Manual or any other aspect of the system may be
provided here).
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