ITEM IDENTIFICATION - TASK TEAM II TERMS OF REFERENCE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80B01139A000300020014-4
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 17
• Document Creation Date: December 12, 2016
• Document Release Date: December 18, 2001
• Sequence Number: 14
• Publication Date: November 25, 1964
• Content Type: PAPER

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CODIB-D-111/102/2
25 November 1964
Appendix 1
UNITED STATES INTELLIGENCE BOARD
COMMITTEE ON DOCUMENTATION
ITEM IDENTIFICATION - TASK TEAM 11
Terms of Reference
1. Scope
The idea for this team was formed by combining two of the groups
suggested in the CODIB report to USIB on the SCIPS Report (CODIB-D-82/28,
26 February 1964, page 21). The CODIB report envisaged one group to
11deveIop and publish a standard item list' and another to "develop and
implement standard item description lists." These two tasks are distinctly
different, although they use some common elements of information, By the
same token some of these elements are comsmion also to other task teams:
content control,, foreign publications, and also installations description.
The differences between the two parts of the "bibliographies" task team are
in many respects as great or greater than the differences between that
task team and others. Thus the "item list" is an inventory and standard
identification of publications of all kinds of use in intelligence work.
The emphasis is on identification, being able (on a continuing basis) to
call a given series by the same name or number in all processing organiza-
tions using that item. The purpose of work on item descries lists, on
the other hand, is to standardize header elements (those describing the
document as opposed to its contents). Both concepts are closely related,
of course, since both have to do with identification of items rather than
content, and both speak to the problem of cross-system correlation. However,
the product of each effort would be different: in the case of an item list,
this would be an updated identification list available to all which would
facilitate cr. oss-systena communication about the existence and processing of
the same documents in different systems. Such a list would need to be a
constantly updated tool requiring a standardizing authority and a control
Group 1
i~ Excluded from automatic
downgrading and
declassification,
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publishing point. Standardizing item description lists, on the other hand,
would not result in such a list (although If all systems standardized their
header data, they would of course be better able to produce input to such
a list and thus require less centralized resolution to produce the list).
Instead, the Immediate product would be standards for header information
which might or might not be accepted in all component systems of the
Community.
Logically, it might seem best to standardize all document description
elements for the entire community, and then devise a system for reporting
certain of these elements to a central point for maintenance of an inventory
or item list. This would, in the present circumstances, be impractical,
especially if we were forced to wait for general acceptance and use of such
a standard for document description before producing an item list. Further,
the gains from an item list can be realized by concentrating on only a very
small number of document description elements, which could be more easily
standardized, at least for an inventory, than the total list of elements.
For instance, perhaps all that is needed to begin a fruitful cross-talk
hetween systems is an inventory containing category, series title, originator,
classification and some kind of unique item number. Since most-if not all
jiocal systems already control title, originator and classification (although
title and originator vary so much that at present it is extremely difficult
to cross-correlate between systems), all that would be necessary is the
provision of 'a unique number which would tie together items called by
different names in different systems and/or different levels of source or
originators.
It is therefore apparent that the "Item List" might precede the final
acceptance of standardized complete document description elements by many of
the Community IP systems, Further, introduction of such an item list into
the Community would, if an update system were devised, enable the kind of
cross-talk which would in turn facilitate acceptances/ further standards on
other descriptive elements.
It is proposed, therefore, that this task team, now charged with both
jobs, tackle them one at a time, starting with the "Item list." The follow-
Ing task statement, therefore, will deal with the "item list", and within
that task, only with the first phase of the work. On this latter point, it
should be pointed out that the COMB report on SCIPS (cited above) defines
the task as follows: "develop and publish a standard item list." It is
felt that the first task is to define the scope and develop a plan for such
an item list. This task can be accomplished by ad hoc task team methods
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plus tasking the departments and agencies with some fact-gathering homework.
The actual preparation and updating of the item list itself, however, may
require some mechanism with a greater measure of continuity and centralized
direction, and possibly EDP support
The following task statement, therefore, refers only to the "item
list and within that, only to the first, or planning phase:
11, Item Control Task Statement (First Phase)
A. Cab ective
To develop a plan whereby an inventory and standard identification
of publications, document series, and other processing items of substantive
intelligence can be developed and maintained,
B. Initial Problem Parameters
1. Scope
a. Items containing or directly concerned with information
on foreign areas.
bo All subjects and areas
co All sources and classification
d4 All forms and degrees of processing.
2.
Characteristics
a.
b..
cd
Dynamic reporting and update system
Both periodic reference lists and ad hoe query response
May maintain samples
3.
Constraints
a. The system must service entire Intelligence Community
b. Must consider local item control objectives
co The system, itself, is not intended to provide content
control or document retrieval.
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Co Initial Tasks
to Review and summarize significant present and planned item
identification systems and activities of USIB member agencies.
2. Identify common elements of item identification systems.
30 Establish categories of items useful for community
identification systems,
4. Obtain rough estimate of volumes by major categories.
5. Identify control points in the Community where item control
is or should be established.
6 Determine the scope of the item list, establish priorities
and phases for implementation.
7. Develop gross alternative plans for an item register.
8. Determine additional tasks required to accomplish objectives
of Part I (Item List) and Part 11 (standardization of elements)
94 Make initial report including recommendations to CODIB0
D. Resources Required V
This task involves the following types of work: tasks; discussion
of goals, plans, etc.; planning and scheduling homework
mental homework; analysis of results of that homework; resolution of Four
differences and preparation of alternative plans for implementation, the types the SCODwill be IB Support?Staff, Task
and as a group, the
Theirigeneralal
team members,
tasks will be as follows:
1? Task Team as a group: setting goals? determining schedules
and deadlines, discussion and resolution of problems
identified by staff work, monitoring all work connected with
the initial tasks (4tl-8 above).
24 Individual team members: obtaining the information required
from departmental components,
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3. CODIB Support Staff: work at various times with the SCIPS
data base; identifying common elements of the item identi-
fication system after departmental homework is done (task
2); identify alternative categories of items useful for
community identification systems (task 3) for decision by
the group; helping individual members to obtain gross
volume figures (task 4) and pulling these figures together;
use of the SCIPS data base and members' information to
identify alternative control points for item control for
decision and resolution by the group (task 5); preliminary
staff work to identify and present gross alternative plans
for an item register for consideration by the group (task
7); staff work in initial drafting of additional tasks
required to accomplish objectives, again for group decision
(task 8)
4. CODIB members: assist in obtaining additional, necessary
departmental support for task team efforts.
Since departmental homework is required as well as group work, it
his felt that the job can best be done by the Task Team with the assistance
of the full-time members of the CODIB Support Staff in the work outlined
above, This is particularly important since the overall task of this phase
of the team's mission is to prepare gross alternative plans for an operational
system. This would be very difficult to accomplish without some full-time
assistance and continuity. However, planning and direction will be in the
hands of the Task Team, whose members will in addition assist in arranging
for the departmental homework.
Members of the Task Team will require clearances above Secret,
and members should be assigned from or have ready access to and knowledge
of the publications control focal points in each department: CIA, DIA,
States NSA, Army, Navy, Air Force and NPIC0 With the active support of the
CODIB Support Staff, members of the Task Team will spend about one day a
week equivalent in addition to arranging for obtaining departmental homework.
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The attached table from the SUPS Report shows the SCIPS coverage
In i tex of agencies? or?ganiizati onal units, information processing activities,
people, pieces of equipment, items, files and unit records in those
files., As explained in the SCIPS Report, SLIPS covered only a part
of the Community.- six agencies out of nine, 61 organizational units
of an estimated 250, etc, Thus the 348 informition processing activities
are only a small part of the totrfl4 This is therefore true of the
people, equipment,; and files. Through analysis of the distribution
patterns of Items flowing into and out of the units surveyed, SLIPS
identified or noted 2500 organizational un?tt , althcugh not all of
these do a significant amount of infor?tion procesi.ngo The purpose
of this table is not to delineate exactly the size e,f the C pity,
NW but simply to give ball=park figures In terms of the key elements.
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11EM IDENTIFICATION CONTROL SYSTEMS
This Table lists selected examples of item identification control
systems currently in use by the Intelligence Conumityo The Table is
for tied to show types of items under control; the componenat within
an agency responsible for originating the system; whether the controlled
items are coded, 1.e,,, operation program numbers; use of short titles
and serial numbers and an explanation of the system. It is not
intended to be a complete listing of all Item contrnl systems,
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:TCM IDENTIFICATION LISTS
This Table represents a seieeticn of types of indexes,, catalogs,
bulletins and lists currently published by government organizations
to aid in identifying end r ccuciri'ng items,, it is nct Intended to
include ell known item-list types, but only to compile exgmples show-
ing a va ^iety of types, ?urposes and iormmits o
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APPENDIX 5
SAMPLE PAGES OF AN ITEM REGISTER LIST
This appendix consists of an illustrative section of an
authoritative item list, showing the fields9 the suggested methods
of representation, and some examples of remarks. No attempt
has been made to represent all originating organizations, classi-
fications9 categories or frequencies. The first table presents
thirteen items us they might appear on an item list and is follow-
td by tables which give the meaning for codes or abbreviations used
in the item list. The numbers entered under "Ref #" are intended.
to show what unique reference numbers might look like. The
numbers themselves are purely arbitrary, for illustrative purposes
only.
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CODE TABLES FOR USE WITni ITEM REGISTER
:ate v --n Classes
10 - Substantive Items
11 - Textual Collection Products
12 - Technical Collection Products
13 - Technical Processing Products
14 - Studies & Intelligence Reports
15 - Estimates & Projections
20 - Substantive Support Items
21 - Research & Reference Aids
22 - Requests & Requirement Aids
23 a Management & Processing Aids
30 - Non-Substantive Items
atpZjM Modifiers
C - Current Intelligence Items
D Domestic Subjects
F - Foreign Publications or Derivatives
L - Collations
X - Counterintelligence Items
Fre ene!
D Daily
F Five Times a Week
W Weekly
B Every Two Weeks
C Send-Monthly
M - Monthly
T Three Times a Year
Q Quarterly
S Semi-Annually
Y Yearly
Z Every Two Years
A As Required
0 One Time
X - Other, Specify in Remarks
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A - Active
X - Inactive
If X Specify Inclusive Dates of Publication in Remarks
Classification Ramie
U - Unclassified
C - Confidential
S - Secret
T - Top Secret
X - SSO Controlled
R .,, SAO Controlled
X -, Other, Specify in Remarks
Dissemination Controls
N - No Foreign Dissan
E w- No Foreign Dissem Except,.. Specify in Remarks
C - Controlled Dissem
D - No Dissem Abroad
B - Background Use Only
0 - Official Use Only
W - Warning Notice - Sensitive Sources and Methods Involved
Il - Unspecified
X - Others Specify in Remarks
Form
H Hard Copy
F Microfilm
C Punched Card
P Paper Tape
M - Magnetic Tape
C - Photos, Maps & Charts
X Other, Specify in Remarks
Remarks Tags Ads ear .nn In
T - Title Classification, Other
F - Frequency, Other
S - Inactive Status, Specify Inclusive Dates of -Publication
C - Classification Range, Other
B - Dissemination Control, Other
P - Form, Other
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SUGGESTED INPUT CARD FORMAT
The appendix consists of a suggested layout form for the input
cards for the Item Register System9 and is based on the elements
discussed in Section III. A. and the codes and methods of representation
given in Appendix 5. The form is illustrative only, since it would
need revision during the detailed system design period. The
fields are laid out as they might appear on the input cards, not
as they would appear on tape,
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Item Title9 including ! Short Title. Series or I 114
Title Classification
(7-53)
Producing Organization
sucr.iu
a04 Z
Remarks (Continued)
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Form Designation
(54-75)
#.L J% cektjacat?a .U 13.L1@ GLS551=
Category fication (T), Classification
Range (C), Dissemination Controls
(D), Frequency (F), or Item
~- Status (S) enter T C D F
Li -
(i7m2gj(21-2L1 (26m3O) S to indicate assoc6 9 iated yfield(s)
and specify ,mean#x;(sof X.