COMMITTEE ON DOCUMENTATION TASK TEAM II - ITEM IDENTIFICATION MINUTES OF THE ELEVENTH MEETING, 24 FEBRUARY 1965

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80B01139A000400150009-5
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 3
• Document Creation Date: December 16, 2016
• Document Release Date: March 2, 2005
• Sequence Number: 9
• Publication Date: February 25, 1965
• Content Type: MIN

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T/II/M-ll
25 February 1965
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
COMMITTEE ON DOCUMENTATION
TASK TEAK II - ITEM IDENTIFICATION
Minutes of the Eleventh Meeting, 24 February 1965
25X1
25X1
Members or Their Representatives Present
DIA
NSA
STATE
ARMY
CSS
Secretary
Others Present
to Minutes of the tenth meeting were distributed and approved.
25X1 ::~ reported that the NSA papers on present and planned item
z en cat on systems and activities were still being coordinated.
Mr. Fritz indicated that the balance of the Department of State paper on
the same subject would be forthcoming in the near future.
2. The team then reviewed a paper prepared by Mr. Baxter on item
identification and description in conjunction with finalizing the data
element-s for an authoritative item list. Mr. Fritz suggested the term
item register was more appropriate than item list in attaining task team
objectives since the idea of a register would include control points and
facilities for establishing and maintaining an authoritative item list.
25X1
3~ discussed a range of alternatives open to the task
team in its recommendations to CODIB.
a. Plan for an item list, dynamic, centralized reporting
and listing.
b. Plan for an item list, number of decentralized points
using common formats and elements for lists. These might
be existing control lists or mechanisms which could be put
together.
Group 1
Excluded from automatic
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cm Departments develop their own local mechanisms. We
recommend list of elements, perhaps categories, etc.
Later, develop overall item list if needed.
4,, The team then finalized data elements for an item list as
follows:
an Required
(1) Exact title of Stem.
(2) Classification of title/ ho title- o-f item.
(3) Series designation and control, if any.
(4) Producing agency or department, major component
thereof, and lowest organizational level
identifiable from the item itself,
(5) Range of security classifications applied to item,
(6) Dissemination controls applied to item.
(7) Item status, i.e., is item currently being produced?
If not, inclusive dates of publication.
b.. Desired
(1) Short title of item, if any.
(2) Frequency of issuance.
(3) Form (s) in which produced,
(4) Categorization of item.
S. The team then turned its attention to categorization of items
in T/II/W-9.1/5. In view of the short time remaining for the meeting
only a general discussion occurred. It was decided that major purposes for
attempting to categorize items were to aid the team in designing the item
list,tti aid in determining volumes, and ultimately to aid the potential
user in selecting items appropriate to his needs from the list, It was
pointed out that this particular categorization was strongly oriented to
processing and the amount thereof. Also it was emphasized that there were
numerous other orientations upon which to base a system of categorization,
e.g., source, form, format, subject, area, use, etc. It was felt, however,
that processing orientation offered the greatest potential if one had
improved automatic data processing in mind.
6. The difficulties of categorizing military information reports
was discussed at length. These difficulties arise from the fact that,
in many cases, these reports include attachments which require different
types and amounts of processing to achieve comprehensible form. This
would tend to require that these reports be placed in the very general
class of "information" or require that the individual issuances be
categorized in accordance with the nature of their enclosures at the more
specific levels provided. It was suggested that it would be helpful if we
could differentiate between these reports. For example, we might distinguish
between those reports which contain substantive information in textual form
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without enclosures; those which have substantive text and supporting
enclosures, and those which have no substantive text and are solely for
the purpose of transmittal and control. This would help not only in
categorizing this type of report, but also in its subsequent processing
and use.
7. The next meeting of the team will be held at CIA Headquarters
on 8 March 1965 at 1330 hours.
25X1
Secretary
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