EXECUTIVE REGISTRY PROJECT PROPOSAL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80M00165A002900010006-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 3
• Document Creation Date: December 16, 2016
• Document Release Date: November 15, 2004
• Sequence Number: 6
• Publication Date: April 17, 1974
• Content Type: MF

Approved For Reese 2004/12/01 : CIA-RDP80M00165A0Vt00010006-7
17 April 1974
MEMORANDUM FOR:
Executive Secretary
SUBJECT
Executive Registry Project Proposal
REFERENCE .
(1)
Memorandum from.Chief, Branch C/
AD, OJCS, dtd 1 Feb 74, subject:
Information Retrieval System
(2)
Memorandum from Director of
Security, dtd 11 Mar 74, subject:-
Security Aspects of Proposed Auto-
mation of Executive Registry Operations.
(3)
Memorandum from Chief, Information
Systems Security Group, Office of
Security, dtd 1 Apr '74, subject:
Request for Installation of ADP
Remote Terminal Devices in
Room 7E-12.
1. The purpose of this memorandum is to present the
scope of the Executive Registry Document Index Retrieval
System.
2. Computer files will be maintained in support of
the Executive Registry Document Retrieval and Tickler File
systems. Facilities will not include support of the i iorning
Minutes and Daily Journal as per reference 2, paragraph 6.
The costs and schedules specified in reference i have been
altered to reflect this change in scope.
3. The system will provide on-line data bas: update
and retrieval access via remote terminal devices located
in 7E-12 which will operate in accordance with the pro-
visos of reference 3, paragraph 2.
4. Data will be input via terminal devices located
in 7E-12, subject to the restrictions outlined in refer-
ence 2, paragraph 5, and will consist of the following
data elements:
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- Executive registry document number
- Document classification
- File designator
- Document originator (FROM)
- Document recipient (TO)
- Document abstract (SUB)
- Document distribution information
- Action suspense date
- Action suspense due from data
- Document retrieval keys.
5. Document data will be retrievable using the GIM II
language operating on one or more of the data elements lis-
ted above. A daily computer listing will be made available
which will contain copies of all transactions entered the
previous day.
6. Structurally, the computer files maintained will
consist of a main file and a directory file. This approach
will provide the capability to search for all records having
particular retrieval keys without accessing records which do
not have these properties. The main file will contain all
document records. The directory file will contain one entry
for each unique retrieval key specified. Associated with
each directory entry will be the record number of the records
in the main file which contain the retrieval key.
7. An important consideration in this type of approach
is the response time for the retrieval activity. Variations
in the nature of user requests, changes in retrieval key
value distributions, and the quality of retrieval key formu-
lation procedures will impact on performance. Thus, it may
be necessary to reorganize the retrieval keys and formula-
tion procedures periodically. Initially, the system will
be allowed to function for a period of time after which it
will be reviewed and necessary adjustments made to the re-
trieval.key procedures. During this initial period, system
access will be via two (2) remote terminals. After the sys-
tem performs satisfactorily, the remaining devices will be
installed.
I,t
I,3X94
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3
8. Executive Registry personnel will receive train-
ing and documentation in the use of the system.
The system will be operational on 16 June 1974.
Hardware
One-time
Terminals
Development
Continuing Per M
Production
STAT
STAT
Project Leader
CD/AD/OJCS
L-.;3' ~l rt4 r-S :tom -Z' `~.!C L
Attachment:
Copy of Reference 3
CONCURRENCE:
E. C. Evans
Executive Secretary
L -S
ti y q li~iz
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