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

Document Type: 
Collection: 
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
Case Number: 
Publication Date: 
February 25, 1965
Content Type: 
MIN
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PDF icon CIA-RDP80B01139A000400150009-5.pdf137.45 KB
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C?-O..-N-F-I=D- p ~~ Approved For Release 2005/03/16 : CIA-RDPOBO1 139AQQ0400150009-5 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 C.O-N-F-I-D-E-N-T-ii A--LL do inora c* and Approved For Release 2005/03/16: CIA-RD P80B01139A 8~t5.~5z.on Approved For Release 2005/03/16 : CIA-RDP80B01139AQQ0400150009-5 C-O-N-F-I-D-E-iN-T-I-A-L 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 Approved For RelCao.RQ,Qdl?3tj.6g-?i1TL~~,P , 01139A000400150009-5 Approved For Release 2005/03/16 : CIA-RDP80B01139A000400150009-5 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 Approved For ReIea6e 5RiVt-CtAi 9 &1139A000400150009-5