UNITED STATES INTELLIGENCE BOARD COMMITTEE ON DOCUMENTATION TASK TEAM III - FOREIGN PUBLICATIONS MINUTES OF THE THIRD MEETING, 27 JANUARY 1965

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80B01139A000400200016-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 4
• Document Creation Date: December 16, 2016
• Document Release Date: July 26, 2005
• Sequence Number: 16
• Publication Date: February 4, 1965
• Content Type: MIN

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4 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 TEAM III - FOREIGN PUBLICATIONS
Minutes of the Third Meeting, 27 January 1965
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Members or Their Representatives Present
CIA
DIA
STATE
NSA
NAVY
AIR FORCE
CSS
Others Present
25X1 1. 1 j opened the meeting noting that the following briefing
is the first in a s ries for the purpose of obtaining data pertaining to
unit costs in procuring open source foreign publications. This will aid
25X1 us in determining those systems which seem to be preferable before we go
into the next phase dealing with processing of foreign publications.
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Group 1
Excluded from attomatic
downgrading and
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3. The team was then briefed byl concerning experience
with various procurement channels for foreign publications. He provided
considerable statistical data on the subject which is contained in attach-
ment 1. Following the formal presentation, there ensued considerable dis-
cussion concerning procurement information provided. It was noted that
in some cases direct costs included costs of transmitting the items. This
was done because it was the way available figures were broken out.
4. A question was also raised concerning the ratio between material
ordered and material actually procured. pointed out that date
of publication was a factor--an item five years o, might be very difficult
to procure. He also stated that the geographic area within which the item
is published might affect its expeditious procurement. Africa was cited
as a comparatively difficult area. However, on relatively recent publi-
cations in Europe,1 -1 estimated 90% procurement. A variety of
reasons why a publication m t be difficult to procure including items
which might be denied by the source government,
publishers, and dealers, and publishing inconsistencies were touched
5. Interest was also shown in the manner in which a requester goes
about ordering an item. described the ordering procedure which
includes a search of the library to see if a copy of the requested item is
already available. In cases where procurement must be initiated, the
appropriate procurement officers are notified and acquisition is initiated.
The requester is not notified that procurement is initiated, he will re-
ceive the item when it is procured. Time lag between initiation and pro-
curement varies as indicated by the averages provided in attachment 1.
However, "hard to get items" as described in paragraph 4 above extend the
range of time lag substantially.
6. A question was raised as to whether the ur enc of requirement
might influence the procurement channel utilized. indicated
that an urgent requirement might result in an immediate effort to acquire
the item locally, if available. Depending on urgency, the procurement
request may be sent by airmail or cable requesting that the procurement
officer expedite procurement and handling. If a request is urgent enough,
all procurement channels may be exercised in order to satisfy an urgent
requirement.
7. A question was raised as to when CIA makes its own additional
copies and when it goes out for procurement of additional copies.
indicated that this depends on the urgency of requirement and,
how the required item was acquired. Usually it is much less expensive to
procure additional copies than to reproduce them. However, if the
requirement is urgent, the item might be reproduced.
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10. Reference was made to information contained on page 2 of
a
ment 1 regarding the ancillary costs of 18 cents per item for
25X1 system. indicated that these are primarily Department o state
costs for procurement including those in Washington headquarters and in
the field.
25X1 11. was asked concerning any policy whereby there is?a
national repository that inherits surplus publications or any accessioning
to the outside world as to holdings--primarily in East European and Slavic
areas. Library of Congress inherits whatever is surplus. These are items
procured primarily under the selection program; either too many of them or
the wron sub ects In case of Russian books, a Russian Book List is pub-
25X1 lished. stated that he was not aware of any similar listing
of surplus books from the East European and Slavic areas.
12. Your attention is directed to attachment 2 to these minutes.
Members should be prepared to discuss and finalize these terms of reference
for a working group to examine the transliteration problems at the task
team meeting scheduled for 25 February 1965.
13. The next meeting of the task team will occur at 1000, 11 February
1965 at CIA Headquarters. Have main CIA receptionist call CODIB Support
25X1 Staff on for necessary escort to 1E78. At this meeting, we
will hear from and the Army Library. DIA will brief on procurement of
foreign publications by military attaches and other overseas defense
activities. This will be followed by a briefing on procurement conducted
by the Army Library.
Secretary
Attachments: 1. Foreign Publications Procurement
by Acquisitions Branch, CIA Library
2. VIII/W-1
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