SUBMISSION OF FINAL REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80B01139A000500350005-6
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 14
• Document Creation Date: December 9, 2016
• Document Release Date: August 20, 2001
• Sequence Number: 5
• Publication Date: January 1, 1965
• Content Type: MF

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FOR OFFICIAL USE ONLY
MEMORANDUM FOR: Committee on Documentation, USIB (CODIB)
FROM: CODIB Task Team IX, ADP Systeifis Library
SUBJECT: Submission of Final Report
1- Submitted herewith is the Final Report of Took Team -TX (TT IX)
for CODIB consideration and epprvvei. Yhe*impart has one atta ; :.t
which is the draft, as approved by TT IX, of the recommended USIB
Instruction Manual for Submission of Entries for the Intelligence ADP
File and Program Catalog.
2. The Final Report covers TT IX's recommended concept of the USIB
ADP systems catalogs, the content of the catalogs, frequency of reporting
and updating, and publication of the catalog by DIA on behalf of USIB.
TT IX has held fourteen meetings, October 1964 through May 1965 with many
re-drafts between meetings to resolve differences. A combined total of
approximately 700 manhours has been expended by the Task Team and. supporting
personnel (not counting CSS personnel).
3. The Task Team has been composed of representatives from CIA,
DIA, NSA, and the AF (AFNINB), with STATE furnishing one "observer."
Mr. Robert M. Landau of the CODIB Support Staff served as Secretary. Army
(ACSI) and Navy (ONI) were unable to provide representation. This was of
less significance than originally envisaged because, as explained in the
attached report, the Task Team is, in essence, recommending to CODIB a
subset of the larger DIA-DoD Intelligence ADP catalog for which DIA has
already obtained Army and Navy concurrences.. The observer from STATE has
indicated that his status Is mainly derived from the fact that STATE has
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nothing to contribute to the USIB ADP Library (or Catalog); it would,
therefore, be inappropriate for STATE to try to influence TT IX's delibe-
rations. Be this as it may, the question-still remains whether STATE
intends to abstain from reporting to the catalog even though at a future
date the Department might develop and operate specific intelligence ADP
projects. This question also applies to AEC and FBI even though they have
not been represented on TT IX. The Task Team feels that the answer to
this question can be obtained best through COMB with its full USIB
agency-representation.
4. As noted in the attached Final Report, three items remain
temporarily unresolved because of work still in progress by other groups.
The first refers to Appendix 2 of the attachment, "Interim Unit Identifica-
tion Code (UIC)." A new DoD UIC is currently being prepared under the
chairmanship of the office, ASD (COMPTROLLER). This new UIC is expected
to be published by JCS during the second half of 1965. The second item
refers to Appendix 6 of the attachment, "Intelligence Activity Codes."
The codes now found in Appendix 6 will be replaced by the Content Control
scheme being developed by CODIB Task Team I when this new scheme is pub-
lished and approved. The third item refers to DIA's publication of the
ADP catalogs. A final DIA derision on how to publish them has not yet been
made, but whatever decision is made on behalf of USIB will, of course, be
coordinated with USIB member agencies. TT IX recommends that these three
remaining tasks be monitored by, or corrdinated with, CODIB through the
CODIB Support Staff. The Task Team feels that these three unresolved items
are of an administrative nature which should not delay the submission of
the Final Report.
5. The Final Report includes content lists for File Description
and Progr&trL9by8P i ea&%S0 VA0 ~&c eWOq%~ytgy~pi0ibr09Pm5andatoryn
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and "optional" reporting items for non-DoD USIB agencies,, all items being
mandatory for DoD agencies. These mandatory USIB items represent the
extent to which all members of TT IX could agree.
DIA
Chairman, C()IB lasx -ream IX, ADPS Systems Library
DIA
CIA
AF (AFNINB)
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T/IX/R-1
13 May 1965
UNIITED STATES INTELLIGENCE BOARD
Task Team IX - ADP Systems Library
FINAL REPORT
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T/IX R-l
Pthe-ARP Librar_?g
l: The content list below is the result of efforts to resolve
differences between Task Team IX agency representatives. The differences
have stemmed largely from opposing views of what use the ADP catalog
should serve. To DIA, it has a two-fold purpose: to serve as a DIA
aid in its worldwide DoD Intelligence ADP management function as well
as to serve as a general USIB and DoD information register of what
ADP intelligence files, programs and associated equipment are available
and are under development. With these considerations in mind, DIA, in
response to DoD Directive No. 5100.40, dated 28 September 1963* develop-
ed a draft of DIA Instruction No. 65-: ADDS, Submission of Entries
For the ADP Program And File Catalog. In submitting this draft to
TT I3C9 DIA desired to incorporate TT IX's recommendations in the DIA
Instruction cited.
2. From the beginning, it became evident that CIA and NSA Task
Team members took exception to DIA's concept of the use of the catalog
as far. as concerns overall USIB interests because to non-DoD USIB
agencies the catalog would not be a management tool,, but, rather, a
general information catalog. Such a catalog need not contain all the
reporting details established in the DIA-DoD draft. In fact, all that
is essential to USIB is information that an ADP file exists, or an ADP
program of given function and its related equipment; a brief description
Responsibilities for the Administration of Automatic Data Processing
Equipment Program.
FOR OFFICIAL USE ONLY
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or abstract; and the name of the operating agency. Additional details
were in the category of "nice to have," although all agreed that for
management purposes, DIA needed more details beyond the minimum proposed
for a general information catalog. Nevertheless, no matter how many
details are given in a catalog, a prospective user of a file or a
program must contact the operating agency for additional details to
determine their applicability. There was considerable support for this
viewpoint both from inter-government agency studies on the subject and
from USIB. The basic USIB directive which prompted the work of TT IX
(USIB-S-13.1,/4, 24 May 1963 approved by memorandum USIB-M-276, item 3,
dated 26 June 1963) contained nine reporting items on ADP programs and
equipment (or 13 items if broken down into sub-categories) compared with
22 in the DIA draft.
3. The solution to these divergent viewpoints was found in
determining what reporting items in the DIA draft instruction should
be mandatory for all USIB agencies. The remaining balance of the items
in the DIA draft would be optional reporting items for non-DoD USIB
agencies. The proposed USIB Instruction manual submitted with this
report (Attachment 1) indicates mandatory USIB reporting items by an
asterisk in the left margin. preceding the item identification. Items
not so prefixed are optional (even though they are mandatory for DoD
intelligence agencies). The reason why both "mandatory" and "optional"
reporting items are Included is that in some cases the NSA representative
on TT IX, agreeing with the DIA and AF representative, Indicated the
validity or usefulness of certain optional reporting items, such as the
approximate number of logical records in an ADP file,, and its estimated
annual growth rate. With the inclusion of optional reporting items, some
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non-'DoD USIB agencies may, therefore -- at time at least -- Include
Information under these items. Another reason for including optional
items is that the U8a users of the catalog are entitled to know the
total catalog coverage as maintained by DIA. As seen from the above,
the solution of the reporting entries as offered to CODIB by TT IX is
to make the overall USIB reporting entries a subset of the larger DIA-
DoD intelligence ADP catalog.
4: Since DIA was requested by USIB (in document cited in paragraph 2
above) to maintain the ADP catalog for the whole intelligence community,
TT IX agreed to accept the format as developed by DIA for submission
of inputs to the catalog. DIA's recommendation that all inputs to
DIA were to be submitted in form of 80-column punched cards was also
accepted at the outset of TT IX*s work. The proposed USIB instruction
manual submitted as Attachment 1 is, therefore, compatible with the
DIA Instruction No. 65-, cited in paragraph 1 above, the only differences
being the insertion of asterisks for "mandatory" USIB reporting items,
explained above, a change of reporting up-dating items to DIA by non-
DoD USIB agencies to biannually Instead of quarterly for DoD agencies,
and a slightly different space-saving editorial arrangement of the
instructions.
S. Reporting, Lists:
The two lists of reporting entries for File Description and for
Program Description are as follows:
a. File Description
Wrsr
*
(1)
Unit Identification Code, or Agency
*
(2)
File Identifier (a code assigned by the file custodian)
*
(3)
Format Identifier
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* (4) Security Classification of this Card
* (5) Dissemination Restriction for the Card
(6) Descriptive Title of the File
* (7) Countries or geographical areas covered by the file
(use country codes as given in DIA Instruction 65-6A
plus "ZZ" for worldwide)
* (8) File Security Classification
* (9) File Dissemination Restrictions
*(10) Intelligence Activity Supported by the File
*(11) Date of this Description:
Year
Month
* +(12) Date rile became Automated
* (13) Earliest Date of Information in File:
Year
Month
(14) File Currency:
(a) Active Files
1 Update Cycle'(Daily, weekly, monthly, etc.)
2 Currency Indication (lag time between the
latest date of information in the file and
the actual date the file was updated:
Hours, days, months, etc.)
*
(15)
Storage Medium (Cards, paper tape, magnetic tape,
disc, drum)
*
(16)
Recording Mode (Binary, Binary Coded Decimal, Mixed)
*
(17)
Narrative description of the use of the file (abstract)
(18)
Approximate Number of Logical Records in rile
(19)
Size of Logical Records
(20)
Tape Block (If this file is on magnetic tape, give
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a. File Description r continued
(20) - continued
the size of a tape block expressed In alpbmasmerie
characters. If the block can be variable length,
give m xitmim size)
(21) Estimated Annual Growth Rate, expressed in rnxmber
of logical records
(22) Date File will become Automated (this was part of
item indicated in paragraph 5 a. (12) above, but
not accepted as mandatory)
(23) File Currency (this was pert of item indicated in
paragraph S a. (14) above, subparagraph (b), but
not accepted as mandatory):
(b) inactive riles (latest date of information in
this file) :
Year
Month
(24) File Dependency
(25) Computer make and model, or PCM
(26) Record Type (fixed length, variable length, mixed)
(27) File Order (random, sequential, mixed)
(28) File Source (locally generated, duplicate or
derivative, mixed)
(29) Exchange Count (Number of other organizations who
receive or have received copies of this file)
(30) Abstract: Substantive Date Elements in the File
(for any file containing over 100 data elements,
the data elements should be grouped into their
next larger category for substantive naming)
(31) Abstract: Identification of those programs used
to process the file.
b. Program Descrriytion
* (1) Unit Identification Code (or Agency)
* (2) Program Identifier (Identifying code assigned by
the program custodian)
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a (4) Security Classification of this Card
(5) Dissemination Restriction for this Card
* (6) Security classification of Program
(7) Dissemination Restrictions of Program
* (8) Descriptive Program TWO
* (9) ProBremu Status (Operational)
(10) Date of program (Date program was operational):
Year
mouth
* (11) Program Language
* (12) Software Dependency
* (13) Coded canputer make and Model
* (14) Minimtum Set of Equipment and Special Features
Required to Run this Program
* (15) Abstract Describing the Program
(16) Program Status (Design) -- This was part of item
indicated in paragraph 5. b. (9) above, but not
accepted as mandatory.
(17) Docunmentation Status
(18) Date of Program (Date program will be operational) This was part of item indicated in paragraph 5. b.
(10) above, but not accepted as mandatory
(19) Run Frequency (Daily, weekly, monthly, quarterly,
semiannually, etc.)
(20) Program Size (Approximate number of core locations
required by the program)
(21) Date of this Program Description:
Year
Month
(22) Exchange count (number of other organizations who
have received copies of this program)
Note: The ordering of the items above is arranged for convenience
In evaluating TT IX's accepted "mandatory" and "optional" reporting
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entries. As such, it is quite different from the ordering in Enclosure 1
which is arranged by card formats, four each for File and for Program
descriptions.
6. As seen from the above list, of the 31 reporting entries
contained*in the DIA draft instruction for, File Description, 17 have
been accepted as mandatory USIB reporting entries. Some of the Task
Team members would have preferred to add four more, item 5 a. (18),
(19), (20) and (21) but they are left as "optional" because of lack of
agreement by"all members. Of the 22 reporting entries in the Program
Description, 15 have been accepted as mandatory USIB reporting entries.
Explanation Remarks
7. The mandatory reporting entries above include all except one
of the "System Description" contained in the USIB document cited in
paragraph 4 above. This was the item referring to "(g) Detailed infor-
mation on interface with supporting communications facilities or
systems." The only known interface systems now in use within DoD are
the AUTOVON (Automatic Voice Network) and AUTODIN (Automatic Digital
Data Network)* both operated by the Defense Communications Agency (DCA)
for the Defense Communications System (DCS): While some experimental tests
are being undertaken by DCA for Intelligence applications, security
hazards make the system unacceptable at present for the higher levels of
classified information. TT DC, therefore, believes that this subject
should not be Included as a reporting item at this time.
8. A few explanatory remarks concerning some of the appendices to
the USIB Instruction Manual (Attachment 1) are pertinent here. Appendices
2 through 6 of Attachment 1 refer to codes to be used in filling out card
formats as explained In Appendix 1.
*Instruction Manual: JANAP 128, dated 1 July 1964, and its companion
manual ACXpR gdoFF WbiclddM O$Y'Q$A4bPllbt01189fiU ?0005-6
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a. Appendix 2, "Interim Unit Identification Codes (UIC)," will
be replaced In 1965 by a new DoD UIC which will probably be a six-digit
code referring to all defense units. It will be published In JCS PUB 7.
The current work on this code is under the chairmanship of Mr, John W.
Bullock (x78632) of the ASD (Comptroller). If codes are not assigned
to CIA, NSA, STATE, AEC, and FBI in this new DoD UIC, the CODIB Support
Staff should provide for their inclusion in the future revision of
Appendix 2.
b. Appendix 6 contains a list of Intelligence Activity Codes.
Table I gives a two-letter code for Primary Subject Content, Table II,
a one-letter code for Primary Activity Supported. These two tables' ,,,V
have been developed by DIA as a general i..ist of DoD intelligence
activities. As such, it is realized that the two tables are not reflecting
USIB overall intelligence activities. However, rather than revising the
DIA list, TT IX recommends replacement of Appendix by the Content
Control "scheme" now being developed by CODIB Task Team I when this new
scheme is published and approved.
9. The DIA Instruction 65-, mentioned above, requests reporting
on existing and projected (developmental) ADP files (paragraph S. a. (12)
and (22) above), and the same for ADP Programs (paragraph 7. b. (10)
and (16) above). Since DIA will use the ADP catalog partly as a manage-
ment tool, DIA requests DoD agencies to submit quarterly reports for
purpose of up-dating the catalog. TT IX, however, accepts reporting
on developmental ADP projects only as "optional". It is, therefore,
believed that biannual up-dating reports are sufficient for non-DoD
USIB agencies, the reporting cycle to conincide with two of the
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quarterly DoD dates.
Publication of the ADP Catalog
10. The mothad of publishing and disseminating the catalog has
been discussed rather briefly ty TT IX mainly because the security
restrictiamts Involved are obvious to all USIB agencies. It was,
therefore, felt that DIA'a judgment on methods of publishing the catalog
would satisfy all authorized user requirements from a security
standpoint; no specific TT IX recommendation was needed.
11. How the catalog will be published by DIA within the various
security restrictions will probably have to be determined in the light
of experience from user needs. For obvious. reasons, both the File
Description and the Program Description will have to be published in
at least three volumes each, provided security classifications of report
submissions to DIA so indicate: One volume for SI (SSO controlled),
one for SAO controlled, and one for TOP SECRET and below (or whatever
the highest classification of total report contributions indicate). The
USIB directive, cited in paragraph3, above, requests that all
contributions to the catalog be held at the lowest possible classification.
Hopefully, therefore, most contributions will be classified CONFIDENTIAL,
or UNCLASSIFIED (perhaps with the addition of FOR OFFICIAL USE ONLY.)
12. This raises the question whether a fourth volume for each of
the two catalog descriptions is desirable,. this being classified
CONFIDENTIAL. Such a classification of one volume hao several advantages.
It would make it possible to disseminate the bulk of information to a
large user group. It would simplify the security review of SECRET and
TOP SECRET material, and it would reduce the administrative work in
preparing Pnpatohed l 2 O&b po LDP O' D5> pQA6-bourier
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service, and special safes and document control procedures. A final
DIA des ,sign on bow to publish the catalogs has not yet been made (as of
this writing, 12 May 1965), but whatever decision is made on behalf of
USIB9 it will, of course, be coordinated with member agencies. TT IX
recommends that this coordination be effected by DIA with CODIB through
the COMB Support Staff?
Cost 9f MW
Aafn the USIB ADP Catalog
13. The Chairman of COMB has asked that "all proposals by task
team should include estimated costs not only in dollars but also in
terms of effort and manpower (CODIB Minutes of the 62nd Meeting, 4 May 1965,
paragraph 5,b.). Such an estimate cannot be provided at this time
since it is not known how many report submissions will be produced. Nor
can DIA at this time provide a realistic estimate of the computer time
and related services required for the ADP catalogs.
14. Appendix 1 of the attachment contains two prototypes of
inputs to and outputs from File Description and Program Description.
NS1 + prepared these prototypes. After the input analyst had become
fa iliar with the input formats involved, it took him about 8 hours to
complete the two input formats, or four hours for each. About 15 minutes
were'expended in punching the cards for two formats. These prototypes
include both mandatory and optional reporting items. The time expended
by non-DoD USIB agencies, reporting only on mandatory items, will,
therefore, be about two hours for each report. This may be used as a
general estimate of the manhours required for preparing input forms for
each ADP file or program for which reports are submitted.
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