Document Type: 
Document Number (FOIA) /ESDN (CREST): 
Release Decision: 
Original Classification: 
Document Page Count: 
Document Creation Date: 
November 16, 2016
Document Release Date: 
February 14, 2000
Sequence Number: 
Case Number: 
Publication Date: 
August 16, 1976
Content Type: 
PDF icon CIA-RDP81-00261R000300080020-3.pdf2.23 MB
NISTRATIVE - L ONLY Approved For Release 2000/05/16 : CIA-RDP81-00261 R000300080020-3 16 August 1976 MEMORANDUM FOR: Director, Office of Data Processing STATINTL FROM Chief, ADSTAR Task Team VIA Acting Director, Central Reference Service SUBJECT ADSTAR ADP Requirements REFERENCE ADSTAR Requirements, I August 1976 1. The recently approved ADSTAR Requirements contain a number of requirements that are dependent on computer and programming support. Not all are new requirements for ADP support, in some instances the requirement statements reflect a need for continuing support now provided. The purpose of this memorandum is to highlight those ADSTAR requirements in need of ADP support and resources. 2. At this time, the ADP ADSTAR requirements have not yet been defined with complete precision. A more precise set of specifications will be included in the External Reference Specifications (ERS) to be published subsequently. 3. The ADSTAR requirements that do require ADP support are as follows: (Numbers in parentheses refer to the relevant paragraph of the ADSTAR Requirements.) 3.1. In Phase One, ODP computer resources are required to drive ADSTAR. It is assumed that this function will be taken over ultimately by the SAFE computer. 3.2. ADSTAR will continue to receive electrical message traffic from OC through ODP for input to RSM full text files. This function will ultimately be assumed by SAFE. (,, .3-.3 ADSTAR requires that all incoming electrical message traffic be processed for COM processing for input to ADSTAR within 16 hours after receipt in OC. Electrically received messages must be subjected to a selection process as only repository documents should go through COM into ADSTAR. (, Approved For Release 2000/05/16 : CIA-RDP81-00261 R000300080020-3 fr;'?I'?ISc - .TIFF - 111 l~ r L USE 0it~.Y Approved For Release 2000/05/16 : CIA-RDP81-00261 R000300080020-3 SUBJECT: ADSTAR ADP Requirements 3.4. During the SAFE phase, a digital tape file must be created from all electrical receipts from Department of State, DIA, NSA, CIAO that have not been selected for bibliographic control by CRS or other SAFE users. ( 3.5. It is expected that programming will have to be provided that will assign the next available document address/ location in the ADSTAR system ( The program should prevent one location being assigned to more than one image. ( 3.5. An interface must be provided between ADSTAR and RECON in Phase One and for the final SAFE-supporting ADSTAR that permits a user to communicate his document request via a terminal for document search, retrieval and central output/display. ( 3.7. A monitoring program must be provided to produce systems management information about ADSTAR performance including such data elements as requests, users, document, and terminal identification, frequency of access, etc. (4.2.5) 3.8. Programming may have to be provided to sort electrical documents into codeword, collateral and sensitive categories prior to COM processing. (4.3.1) 3.9. Phase II of ADSTAR, FY 1978 & FY 1979, calls for remote display of document images at very high rates. While we have not yet determined the technology, etc., of this subsystem it will in all probability impact on ODP resources. ( 3.10. ADSTAR access rates for the initial system including remote, on-line entry will range from 15 R/H (requests per hour) in Phase One to 720 R/H during the SAFE phase. (,,, 3.11. ADSTAR access should be available 24 hours per day every day of the year. (4.8.1) 3.12. As the sole source of many documents, it will be imperative that ADSTAR be as reliable as possible. Thus, the required computer support should meet similar levels of reliability, ApprrvedF r1 "We 2f~3'00 051 6 CkAARlp8i-0126:1 R000300080020-3 Approved For Rele5~,iRDP8?~D~R1~03~00-~'iY SUBJECT: ADSTAR ADP Requirements i.e., operational status during 99% of each work day. (4.2.1., 4.2.2.,, 4.5.1.) 3.13. The ADSTAR System will necessitate a high level of software preparation and maintenance. It is clear that the computer-directed nature of any candidate ADSTAR System will require software to operate the system provide for security safeguards and provide for tutorial support. (4.2.5.,, 4.6.1., 4.6.2., 4.6.3.) 3.14. ADSTAR will require terminals and related hardware for ADSTAR communications, apart from the Office of Communications wide band transmission network. Such terminals may include several CRT's, teletypes, and/or hard copy printers, for the initial Phase One of ADSTAR. ( 3.15. Interfaces will have to be developed for the ADSTAR System to be integrated with the communications, computer and remote display systems. ( Approved For Rele 0~0 / 41 RDP 00 ff80tPtj1 li ' f. l t Ei i N c:-laA .._ fft Approved For Release 2000/05/16 : CIA-RDP81-00261 R000300080020-3 Approved For Release 2000/05/16 : CIA-RDP81-00261 R000300080020-3 Approved For Release 8d-260 a iRdOok0,08 n20-3 2 7 / U 117 MEMORANDUM FOR: Director of Security Acting Director, Central Reference Service SUBJECT : ADSTAR Development REFERENCE : a) ADSTAR Requirements, 3 Aug 76 b) ADSTAR System Management Plan, 18 Dec 75 1. Central Reference Service is engaged in an effort to develop an Automated Document Storage and Retrieval (ADSTAR) system to replace its present manual system and to support the future SAFE. The purpose of this memorandum is to reaffirm our need for security support and guidance as discussed in the attached references. Of particular impor- tance is paragraph 4.2.4 of reference b. 2. The CRS ADSTAR Task Force has been working with the Information Services Support Group and will continue to coordinate with them unless you feel that another focal point is preferable. The CRS Project Officer for ADSTAR is Mr. Chief of the ADSTAR Task Force, extension 5932. 3. The Deputy Director for Administration has been advised of the ADSTAR requirements as have the Directors of Communications, Logistics, STATINTL 4 and Data Processing. Attachments: As stated cc: Chief, DDI Plans and Programs Staff Approved For Releasee aQ0bI05gt6n-, bI M~JlA FA 19 vJ,.~i... RC1F~8,4,-530 F OOO3DU .80020-3 45 Approved For Release 2000 S1fO0r03bb0$0020-3 MEMORANDUM FOR: Director of Communications STATINTL 4 cting Director, Central Reference Service SUBJECT : ADSTAR Development REFERENCES : a) b) c) ADSTAR Requirements, 3 Aug 76 DDI/MS memo to D/C dtd 1 Mar 76 ADSTAR System Management Plan, 18 Dec 75 1. Central Reference Service is engaged in an effort to develop an Automated Document Storage and Retrieval (ADSTAR) System to succeed the present manual system and to support the future SAFE. The ADSTAR requirements contain a number of statements that are dependent on communications support. The purpose of this memorandum is to reaffirm our need for OC support and resources as discussed in references a and c (attached). Of particular importance is paragraph 4.2.4 of reference c. 2. To facilitate this effort, I request that someone from the Office of Communications be identified as the focal point contact for the CRS ADSTAR Task Force. If you approve, I suggest that your des- ignated officer meet as soon as possible with Chief, ADSTAR Task Force, extension 5932, to assure effective,:timely coordination and to become acquainted with the communication requirements of the system. 3. The Deputy Director for Administration has been advised of the ADSTAR requirements as have the Directors of Logistics, Security, and Data Processing. Attachments: As stated cc: Chief, DDI Plans and Programs Staff Approved For Release OPO/O5/16 : CIA-RDP81-00261 R000300080020-3 Approved For Releas4 p0, 14 JI$ :,1C1,A-R'D '.~3 M=0kJ2f 1 R0AA3000,00020-3 2 '/" AUG l:;/5 MEMORANDUM FOR: Director of Logistics Acting Director, Central Reference Service SUBJECT : ADSTAR Development REFERENCE : a) ADSTAR Requirements, 3 Aug 76 b) ADSTAR System Management Plan, 18 Dec 75 1. Central Reference Service is engaged in an effort to develop an Automated Document Storage and Retrieval (ADSTAR) system to succeed the present manual system and to support the future SAFE. At present, we are in the process of designing specifications for the ADSTAR system and developing a Request for Proposal. Attached is a copy of the initial ADSTAR Requirements paper (reference a) and the ADSTAR System Management Plan (reference b) for your.information. Funds have been budgeted to ac uire a system in FY 1977 and to install it in FY 1978 and FY 1979. extension 5932, is Chief of the ADSTAR Task Force. 2. The ADSTAR system development, installation, and operation will require long-term logistics support and resources. This support is in the major categories of space, renovation, facilities and procurement.. We assume that we will be using the space presently occupied by. the various CRS elements involved in the operation of the present manual system. These components are located in the GE subcorridor and the 1H corridor. Space/Renovation/Facilities a. The ADSTAR system will necessitate site design, prepara- tion and allocations of space and facilities to allow for the smooth transition to the new ADSTAR system. In addition to the space renovations identified in reference b, we will require a survey of the space of the existing Document Storage and Retrieval system facilities to determine their capabilities vis-a-vis ADSTAR. b. When the ADSTAR system is acquired and installed (FY 1978), sufficient space will have to be made available for a period of several months to serve as a staging area for new equipment and to operate both the new and the old systems in parallel. Approved For Release O1D$1 CIA RPP8r111002613 RU 0P80020-3 "wW iutirci~ u ~. ~. `GL '.. ~,j 1! ., -i S.~ .., .'J *M *.J MJM4=..Y Approved For Release 2~bb%~5/'>7~ 'CiA-F~DP8'1="0021;1"F~0~0'~Ob8D?20-3 SUBJECT: ADSTAR Development c. The ADSTAR system is likely to have special power and environmental requirements ;A:hich will necessitate extensive site preparation. Unless you prefer to assign a focal point officer for matters in these categories, we will use the normal channels of Logistics Services Division. Procurement Procurement of the ADSTAR system will be accomplished through established Agency contract procedures and we will continue to work through Chief, ADP and Engineering Branch. Unless advised to the contrary, we will continue to use ~, his STATINTL Branch,- and Procurement Division for advice, procedural guidance in the preparation of system specifications, Requests for Proposal, and contract negotiations. As stated in reference b, they will also be asked to participate in source selection, evaluation and RFP review panels. 5. The Deputy Director for Administration has been advised of the ADSTAR requirements as have the Directors of Communication, Security, and Data Processing. Attachments: As stated cc: Chief, DDI Plans and Programs Staff Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 ~.y Approved For Release 2 `~5~16 ~~~I~i~~',~I?00300080020-3 CRS AQSTAR REQUIREMENTS 3 August 1976 Approved For Release 2000/05/16 :CIA-RDP81-002618000300080020-3 Approved For Release 200 t~, 8 ~ 300080020-3 GRS ADSTAR REQUTREMENTS p CONTENTS Page INTRODUCTION ........................................1 II SUMMARY STATISTIGS OF PRESENT GRS DSR SY:STEM .................................b III ASSUMPTIONS ................................ ......,.8 IV FUNCTIONAL REQUIREMENTS ............................12 SUMMARY TABLES .....................................33 Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 . Approved-For Release 2000/05/'~6-:~EIA-1~DF8T~00~`61R000350~080020-3 CRS ADSTAR REQUIREMENTS ~`",'`.. . SECTION I t INTRODUCTION 1.1 This paper defines the requirements-for an Automated Document . Storage and Retrieval .(ADSTAR) System to succeed the present CRS/DSR (Document Storage and Retrieval) System and to support a SAFE system. While the narrative addresses only the SAFE/ADSTAR requirements, the tabular presentations (see Summary Tables) -- present the requirements for an ADSTAR system with and without SAFE. The ADSTAR requirements are based on data extracted from Volumes II (September 8, 1973) and III (August 8, 1975} of the third edition of SAFE Requirements Paper, the SAS paper entitled "Holistics View of SAFE," and. from management data available about the present GRS/DSR system. 1.2 ADSTAR JUSTIFICATION 1.2..1 Intelligence production is a dynamic process, the need. for mare timely intelligence products is increasing and has resulted in changes in the way information is collected, transmitted, disseminated,-and analyzed. Consequently, the level of expectation of intellic~enee analysts and. their customers. Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 s?.. . i~...: Approved For Release 2000/05/16 for bath raw and finished intelligence-has-been raised through the use of advanced technology in vi~,~u~1l.y all areas. This ~~ pressure is the principal reason for acquiring an ADSTAR P system far the 'Agency's central document storage and retrieval (DSR) facility. The production offices, in fact, are themselves undergoing-some rather dramatic changes. and innovations in the methodology of the analytical process--everything from computer modeling to the application of Bayesian theorems. In brief, the present manual DSR system is na longer capable of meeting. the response time, delivery, and display requirements of its- users. 1.2.2 More specifically, the system is "output bound," i.e., it takes too-long to get what you need from the system compared.- to the time it takes to search computerized index records and get a document reference. The gap worsens with demands for on-line, near real-time support to Agency components and others. 1.2,3 Another deficiency of the present system is its heavy use~of manpower. This is compounded by the continuing inability to keep the operation fully manned, and pressures to reduce the size of the present staff.- If we add the fact that we expect a SAFE:-supporting central ADSTAR system to process Approved For Release 2000/05/16 ~}F~f}pa13a 020-3 Approved For Release. 2000/05/16: CIA-RDP81-002618000300080020-3 :- ,:: ~.., several. times more documents in and out of the system than is presently being done,. it .becomes readi`ty apparent that we must; t take advantage:pf irrlpraved technology to accomplish this. 1.2.4 .Finally, a new ADSTAR system is needed to save space. If the present. system continues to-.grow even at its present limited pace, it will require far too much space per image stored.. If, as a result of SAFE, we are required to increase annual storage capacity for several times the number of documents we now input to-the system the problem becomes even more critical, -In the SAFE context and to a mare limited. extent with an efficient ADSTAR system with remote display, the space saving must be thought of as not just occurring in CRS' Document Services Branch, but possibly Agency-wide. An effective ADSTAR system, with near instantaneous response, should reduce significantly the need for an analyst in a production office to build and maintain his.-own files. 1.3 DATA RELIAQILIT`! 1.3.1 A word needs- to be-said about the reliability of the data used. Management data -about the .present DSR operation is available and reasonably accurate, and therefore the statisti-Gal factors used to derive specifications far an ADSTAR system Approved For Release 2000/05/16,.; ,~IQ ~2DP81 UQ;~61#~48a020-3 -~, ~ - a *.+, 1 Approved For Release 2000/0 1- 1~~~00080020-3 without SAFE can~be viewed with a high degree of confidence. J.. . In fact, ttielanly changes made to CGrrent`system load factors, i.e.; Phase I, ADSTAR, were to allow for an increase .. .. in receipts to accommodate new document sources, and to 'allow the entire new system to accommodate a greater input and output by raising the average document length from ~.5 pages to 10 pages. 1.3.2 In assessing the available data needed. to arrive at requirements for an ADSTAR system in a SAFE environment,- however, the situation is considerably less reliable. The mast reliable data available to calculate the SAFE-ADSTAR System requirements relates to input. SAFE expects to handle several categories of documents not presently processed into. -- the DSR system. These consist primarily of items selected for input to the microstore from open literature sources, estimated to number approximately 1,000 items per day (10,000 pages), as .well as a mare complete selection for the microstore of electrical receipts from official channels, i.e., State, DIA, NSA, and especially While the estimate of (approximately -items per year) to be input to the SAFE-ADSTAR system is difficult to assess in terms of reliability, our prediction of the likely volume of total input to the system seems reasonably reliable. ~~ ~~ ~ i~~~~. Vii.. SvY~~.~~ Approved For Release 2000/05/16: CIA;,RDP81-002618000300080020-3 _,, .. Approved For Release 2000/0.~/16.:.ClA-RDR8-1-;A62i6-1~R000300080020-3. r, -- ~~~.- ~. 1.3.3 It is somewhat more difficult to look at'the output side of , the SAFE-ADSTAR requirement and speak with a similar degree of confidence. Analyst accesses to the system in the SAFE. paper, only provided-far a "maximum system load," i.e., peak- load;. but na average or sustained load is given. Nar is there .any indication of a total annual system load in terms of documents, ar mare importantly, pages per year retrieved, viewed, printed, etc. The estimated load requirement presented in this paper requires careful examination before the figures -are accepted. for system design purposes. 1.3.4 The SAFE-ADSTAR requirements contained in this paper emphasize. the hard copy document world. Electrically received messages are included in the ADSTAR system as an integral part of that system.' They-are to be stored in microform in ADSTAR as a successor to the present DSR system and also to serve as a document storage back-up to the SAFE system. 1.3.5 The ADSTAR requirements are stated to reflect the varying. workload factors that will exist for the initial system, Phase Land Phase II, and the ultimate SAFE-supporting system. Phase I will begin in FY 19?3 and Phase II in ~FY 19?9. - 5 - Approved For Release 2000/05/16: CIA-RDP81- ~1 00080020-3 .Approved For Release 20'O(T/051e'16'~C1~1-F2D~'Itb(~Y~'~F~00300080020-3 . Li L .~ . ? L ~ . ..?yL -.. a .Y. ~ 4 . N ~ SUMMARY STATISTICS OF PRESENT CRS DSR SYSTEM* 2.1 The-CRS DSR system houses about 10 million documents ar an estimated. 80 million pages in various formats. It receives- . about 750 thousand documents each year; 4D0 thousand of these are added to the microfiles annually. Approximately 50 percent of the annual document receipts are in electrical form; 3D percent~of these .are added. to the microfiles via CQM. The remainder consists of filmed documents and paper documents which are converted to microfilm. About 12 percent of all receipts are stored in their original paper format. 2.2 Hard copy documents reach the microfilm files within four to six days .after receipt in the Agency. .Documents converted ~o microfilm via COht reach the files within two to two and one- half days. Electrical receipts are available from the digital *For a full description of the present system see The CRS Document Storage and Qetrievai System, dated 15 March 1876. Approved For Release 2000/05/16: C+A8~BP81-00261.8000300080020-3 ~ ~~~~ .. :Approved For Release 20(10/d15/'E6~;EI~RpP,89~90~8'~RO/00300080020-3 ... .. ., files within a half an hour .and up to twenty-four hours after receipt. 2.3 The present system retrieves between 125,000 and 150,000_ documents per year, and blows back to paper about 1,050,000 pages per year for requesters-located primarily in the Head-. quarters Building. While there is a trend toward more use of microfilm as the final output medium, most system users sti11 prefer to receive paper copies of documents. About 30 percent of all images retrieved are provided to requesters using microfilm and viewed on a screen. 2.4 On the average, the present system provides a response to a request in about five days; however, the time frame for. responses ranges from minutes to many weeks. Requests are received by maid, telephone, or "walk-in" to the DSS reading rooms. Approved For Release 2~ '2000300080020-3 Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 SECTION III ,~ ASSUMPTIONS ` In the process of-developing the general CRS ApSTAR systems 3.1 .requirements, a number of assumptions were made. They are as follows: .3.1.1 The. production of intelligence will require speedier input, access, retrieval, display, and delivery 'of documents/information than is possible with today's system. 3,1,2 Additional personnel resources are not available to improve the present DSR system's input and output processing times. 3.1.3 Rapid, on-line,_access to hard copy documents will be limited to the data covering the. most recent five years, except for branch/private files which will be retained as per user's instructions.- Based on past experience, it is assumed that the document file beyond the most recent five years will continue to be less active and a slight delay of no more than six hours in the worst case is acceptable (see 3.1.4). 3.1.4 Access to documents five to ten years old is acceptable at retrieval rates within hours, and for all documents older than ten years at times provided by the present system, Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 -g- Approved For Release 200 851.1f~r;-FsFA?-faDP81~628~F$0~0300080020-3 ~.; , 3.1.5 Only a limited amount of the present document file will be canvertQd and input to any succ,~ssor system. Conversion- costs, document use statistics, and other factors will be considered before a final recommendation is made. 3.1.6- The ADSTAR system is being developed to support both SAFE system users and document requesters who are not SAFE participants. 3.1.7 Document categories currently storedin CRS will also be stared in ADSTAR. This includes RSM-stored electricals, i.e., NSA, State, DoD electricals. 3.1.8 The ADSTAR system will not require basic R&D .but should be available far the most part from off-the-shelf. systems. System modification will probably be required.. 3.1.9 ADSTAR is designed primarily for Headquarters users; however, it must be able to serve document requesters for query-input and document display, from and in remote locations, i.e., ~ OGCR, IAS, NPIC. Secure communications links to these organizations from Headquarters must be provided, Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 Approved For Release 2000/05/16: CIA-RDP81.-OQ~6IE~AOaODDSU020-3 3.1.10 The system must satisfy archival document storage requirement: 3,1,11 ADSTAR wi11 be the SAFE document back-up system. 3.1.12 During the upcoming years, we can expect an increase. in the percentage of documents received in electrical form. 3.1.13. The ADSTAR system should have a life span of about ten years. 3.1.14 The ADSTAR system must optimize energy and resource conservation characteristics. 3.1.15 The cost of acquiring and installing an ADSTAR system without SAFE will not exceed two and ;one-half million dollars in FY 77 and 78. 3.1.16 To the extent that a SAFE-supporting ADSTAR system will require funding beyond the FY77 $150fl,ga? and FY78 $],04(3,?00, project SAFE or other funds must be made available. Approved For Release 2000/05/16: CIA-RDP81-00261ROQ~30DD80920-3 _ _ . , _ . , .....-. -- - e 7 Approved For Release 200005/~6~~;~~c-R~?P~'~-nQ~61;Ri)A 300080020-3. 3.1.17 Because of its size and transaction rate AOSTAR must be comp]etely-modular in both storage~~a?acity and output capability to permit gradual growth to a full-sized system. 3.1.18 Because ADSTAR will be operational prior to SAFE, .the SANS number will-not initially be employed. SAFE forsees no index conversion, but if such should occur, SAFE will have to supply a document number to the-SANS conversion facility. The .SAFE system will assign a SANS document number. 3.1.19. ADSTAR will be operational approximately two years prior. to SAFE. - 11 - r Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 -, r Approved For Release 20Q0(05/1,6::.CFA=F~DP'$1~OU2$'FR000300080020-3 SECTION IV FUNCTIONAL REQUIREMENTS 4,1 Input Function 4.7.1 Input Quantity _4.1.1,1- The CRS ADSTAR system must: be able to process 1,1Op,000 documents into the microstore annually (d1y). Because the SAFE system will have a larger-ratio of short documents (electricals) in it than ADSTAR without SAFE,- the average- number of pages per document would be considerably lower than in an ADSTAR system without SAFE. blith an average length-per document of five pages and a 10 percent growth factor for receipts from new sources, the fatal number of pages to be accommodated by the. system per year (p/y) would amount to 5,50Q,OOO p/y. During the early phases of ADSTAR the system must also accept for temporary storage in digital form about Q~33,?Oa electricals annually that will not have been indexed. Approved For Release 2000/05/16: CtAII~DP81-002618000300080020-3 ,., ., .., c ~... ~ .: ~? . , . ~ '9 J Approved For Release 2000/05/16: CJq-RDP81-OQ261R000300080020-3 These non-indexed electricals should be stored digitally for text search retrieval. This funct~.~n,may ultimately be ~; . assumed by SASE. 4.7.2 Wipes of Documents The initial phases of ADSTAR will encounter an input workload similar to the present DSR system. About 50 percent of all documents input to the SAFE-ADSTAR microfile will come from electrical-sources and will be available-from digital files. The other 50 percent are received in hard copy and initially will be available only from the microfile. All indexed documents, i.e., documents indexed for the public file either centrally by CRS or-those selected and indexed by individual analysts, will be stor-ed in the microfiles, whether received in electrical or-hard copy form. The average number of pages per electrical has been. calculated at two pages per document as compared to about eight pages per hard copy document. -Thus, the electrical path must process about 1,100,000 pages into the microfiles and the hard copy path must process about 4,400,000 pages into the microfiles. The 1,100,000 documents per year input to the microfiles includes all documents input to the present non- digital DSR system, plus 260;000 miscellaneous non-NFIB intelligence items, and an additional 300,000 electricals, Approved For Release 2000/05/16 :'~Ib3RDP81-002618000300080020-3 STATSPEC Approved For Release 2000/05/~~~i~~~0~~~t.; ~1~080020-3 i.e. -State,. DIA, and NSA field traffic. In addition to ~. . the microfile documents, ADSTAR quires storage space-for about 830,00 pages of electrical receipts annually received } - in digital form. These documents include -all those elec- tricals not indexed or controlled by any SAFE or CRS index. 4..1.3 File Size The ADSTAR system must be completely modular to permit file expansion. RDSTAR Phase I and Phase II should be able to accommodate on-line a file size of 2,000,000 documents or about 14,000,000 pages. This figure is based on the assumption that we would convert the last three years receipts (i.e., about 1,000,000 documents) to-the ADSTAR system,-and in addition, a11aw far two years of increased growth (1,000,000 documents). 'In the final ADSTAR phase the system must accommodate on-line 5,500,000 documents or 27,500,000 pages. Besides sheer volume, conversion presents a number of other potential problems that must be considered before determining the degree of certainty with which any portion of the current collection may be converted to a new ADSTAR storage medium. The new system must accommodate conversion from a variety of formats including the CRS/DSR 35mm 8-up aperture card as well Approved For Release 200~~0~a/"~6~~1#~sRQP~ 3 t]:E ~'t :~,',r.~ 80~~'k20300080020-3 ~;:~~. Approved For Release 200~~6r':`~Pc-1~~~81A0261'Rb 300080020-3 as NMA and COSATI standard microfiche and if ,possible 35mm non-standa~~ reel film. Therefore-patential problems-can be -related to those of hardware;?faat, age .and physical condition of the microforms,~image quality, and film characteristics of the present and future storage medium. The existing imagery must be able to withstand the subsequent generations .leading to the new file medium whether it is digital, conventional microfilm, or ultra-high reduction film technology. The physical condition and characteristics of the various CRS held media will affect the ability to automatically manipulate the materials or to obtain indexing information, i.e., punched. data can~be read from aperture cards and-they may be machined, but this cannot be-done with either microfiche or roll micra- film. Image quality and image orientation must also be .considered, e.g., contrast ratio between-line and- background densities, reduction ratios, resolution, and condition and type size of original input material. Tmages should be right reading when the microforms are properly oriented. 4.1.3..3 Document conversion must be initiated prior to total system installation. About 50 .percent or 500,000 of the documents to be converted should be ready for storage by Phase I of ADSTRR. - 15 - Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 ;., .. ; ~~ .-. M1~1`. F?~.P tie;~.?n~ '-`~~- Approved For Release 2000/05/16: CIA; ~P~8~.-90~+6'~~2~00300080020-3 ~. .. '` ~''_ 4.1.4 Input Rate t The system must be~able to process 5,500,000 images annually 4:1.4.1 into the microfile: The hourly input rate will be about Of these abaut.530 pages 2,640 pages per hour ~'S02,080 per hour will be processed automatically from electrical - sources and 2,110 pages/hour from hard copy sources. Doc uments must be available in the microfiles within one d~y after initial receipt, e.g., those in by 1500 hours of one day. must be available by 0700 the next day. Input speed shau1d be optimized. 4.1.5 Document Control STAR system must be able to assign. document control The AD and address numbers to all documents resident in the system by re-SAFE-phase using the SAFE SANS numbering system ar in the p same other computer supported numbering system to identify the document. At the least, ADSTAR must interface with this numbering system, 4.1.6 hard Co ~ecei is rocess a wide variety of-hare! T~~e system ~~ust be abl e to p yy receipts into the microfiies. Document sizes will Approved For ~~Tease 2000/05/16: CIA-RDP81-002618000300080020-3 Approved For Release 2000/0 1$:,, C~Ar-F~DPB,'t-00'2~I ~~i 0080020-3 A ~~. include standard 8.5"x14" and $"x10.5." siZes`as well as odd- size newspaper clippings. Documen,~s~whi:ch exceed the limits of the input dopy board will be sectionalized. Document. quality will also cover a broad spectrum including varying print fonts (style and size), Xerox-like. copies, half tones, press and journal articles, etc. The system must possess sufficient-blow-back capability so that pictorial material will be able to meet simple-recognition criteria.. It must be able to accept and .store colored charts, maps, and photos, but. not blow-back such material in color, although such a capability would be desirable.. Ln addition,. the system must be able to handle materials several inches thick, e.g., a bound volume, and where the shade and quality of paper may vary greatly.- 4.1.7 Electrical Receipts. The system. must be able to receive and process electrical- receipts into storage virtually automatically, i.e., with as little human intervention as possible. This process must be faster than that for hard copy documents, Processed electrical receipts must be available from. the microfiie wi-thin a few hours and no later than 16 hours after receipt by the system. Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 ~~ . ~; ~ Approved For Release 2000/05/16 :-CIA-RDP81-002618000300080020-3 ,4.1.8 quality Cantral ~ . The system fail-safe against misfiles (i.e., staring a document in the wrong address) and duplicate control numbers. . The input must not degrade the image quality of a document as a result of its introduction into the system. Image enhancement should take place during the input process, e.g.,. controlling exposure variables to provide the most precise copy image. Such enhancements may be through optical, elec- tronic, or any other means. .4.1.9 System Integration Input processing must-interface with communications and computer subsystems. 4.2 Storage and Maintenance 4.2.1 System maintenance must not significantly degrade sysi;em operation. Enough redundancy must be built into the system to permit the required maintenance activity to operate in par- - a11e1 with system operations. Maintenance should not degrade Approved For Release 2000/05/16: CIA ~dP81-00261 R00030.9D$OQ20-3 ~, Approved.For Release 2000/(35/1 : CI~--F~bP$1xQ?~61~RyQ00~i00080020-3 system operating effectiveness below the 85~ level.. 4.2.2 The system mUSt have a power failure recovery procedure. -that guarantees data integrity. 4.2.3. The system should .have, if possible, a method to correct 'or replace document images, e.g., downgrading the classification of documents. 4.2:4 The system should provide-some type of purge capability.- . Purging must not interfere with I/Q functions and must be limited to central processing. 4.2.5 The system should provide management information on its. operations, i.e., number of inquiries, number of documents retrieved, number of images viewed and reproduced, etc. 4.3 i=ile Qrganization 4.3.1- The system must permit documents to be filed and retrieved on a compartmented basis. .Such :criteria as the identification of documents as codeword, collateral or sensitive must be accommodated in segregrated files. - 19 - Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 -- Approved For Release 200 ~``P~~~-? ~, 0300080020-3 i 3 ~+ ~~ , y ~~ x. i 4.3.2 The system's size and cost must be controllable by keeping only active material (most recent five years receipts) ` ~% , _ ,~ r on=line. Documents in "branch/private files" will:be retained `~ as long as the analyst requires. Since on-line storage wil l be limited to the most recent five years of receipts, the system should. permit documents to be stored by date of receipt. 4.4 Output Function 4..4.1 Output Media The ADSTAR output media must include paper, microfilm, and soft display,. i. e., optical display and-CRT displays. The utlimate phase of the system provides for the soft displays to be the major medium. However because of the phased instal- lotion of the ADSTAR system over approximately three years, i.e., FY 1978-80, the output requirements will vary in re- lation to the type of display and delivery system ADSTAR and subsequently SAFE will pro-vide. Thus in its earliest phase -the ADSTAR system will have to output 66 percent of all images retrieved in hard copy, i.e., .paper, and 33 percent in soft display and a small. remnant in microfilm. As the remote display capability improves in later installation phases the Approved For Release 200 ,( '~ry/ t'~ ~1=1~~P'Fr40~`~[}ip~~J00300080020-3 ~K.:rJE 3~~.{`1 .G ~~A 4,u. 4YaYM5 .?.,, ?,,~ {f Approved For ReleasA.20~0/0~/~1~.;:ehA R[3~6fi=b~261R000300080020-3 system can expect a decline. in the paper output load and an increase in`display output, It is ~stimated that. with a full r ~, complement of display stations, i.e., at-least one terminal a for every two users, the system would have to be able to display 75 to 95 percent of all images retrieved and blow back. to hard copy 5 to 25 percent of the retrieved images. The system must be able to supply an archival medium copy of ail officially designated archival documents.. 4.4.2 Output Quality 4.4.2..1 .The quality of the system output should be equal or better than. that of the original material. An image enhancement capability should be provided. 4.4.3 Output 1~uantity and Rates The ultimate SAFE-supporting ADSTAR system-must retrieve an estimated 6,500,-000 documents or 52,000,000 pages per year. This estimate is based on data derived from a SAS study entitled a "Holistic View of SAFE," dated 6 January 1976. This study involved 900 users surveyed aver a period of one 21 - Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 Approved For Release 200~~05/1~ .? ed~;81~~'026-1~~00300080020-3 month. Of-the nine~SAFE functions studied in this report, only fi+~e o-ffer-the probability fa~r'equests for documents from the ADST~R system..- .They are Compose, Search, Public File, Search information Files, Search Branch File, and Build. (Of these,. the Compose and Build functions appear to generate a-law level of retrospective document retrieval activity.) During the 11-hour period of study each day, .there were a total of 2,371 uses of the three most used files mentioned above. If the number of accesses is doubled to represent- -1,800 SAFE users, a total of 4,742 accesses per day results. Volume III of the SAFE Requirements Paper says that each access will result in an average retrieval of 10 documents, with an average of 8 pages per document. Half of these documents will be retrieved from the microstore, fora total of 189,680 pages per 11-hour-day (4,742 x 40), or approximately 17,244 hard copy pages retrieved-per hour.- 4.4.3,2 Using the percentages of output quoted above, it is .estimated that the various outputs from the microstare are distributed as follows: Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 Approved For Release 200'~t055~`'I'6";'C~I~RD'~~T~O~?,~$I1~000300080020-3 - ~ 11-hourday ,. ~ ~ ~, ~ ~' 8-hour day i Non-SAFE UserS_.; ,, 500 pages per hour 500 .View Only 12,930 pages .per hour 17,780. Print 860 pages per hour 1,185 Annotate * 3,450 pages per hour 4,742 Total continuous rate of retrieval 17,740 pages per hour 24,207 Rounded upward to 25,000 pages retrieved per hour or 52,000,000 P/Y~ 4..4.3.3 The ADSTAR system will be operational one to three years before the first phase of SAFE becomes operational.. During this time lag ADSTAR will function more or less as a replace- ment of the current DSR system. During phase 1 ofi ADSTAR the system output work load will be approximately 200,000 documents or 2,000,000 images/pages p/y. This allows for a 25 percent increase over present operations. From phase 1, the system must evolve subsequently to support a SAFE system work load, *In the absence ofi an adequate on-line annotation capability within the SAFE system for source documents this may also re r sent a paper blow-back work load, Approved For ~e~ease 2000/05/16: CIA-RDP81-002618000300080020-3 _23- Approved For Releaser~0@.01,+6$1."1":'.~1~=~D,~Si.-00~~18000300080020-3 4.4.4 Hard Copy Quanti t,~ The initial ADSTAR system must be able to blow-back to paper. 66 percent of all-retrieved images/pages, i.e., 2,000,004 66 =1,320,000 p/y or 650 p/h (P/Y=per year, p/h=per h?ur). SAFE calls for the blow-back to paper of 5 percent of all retrieved images--i.e., 2,600,000 ply at an hourly rate of 1,250 p/h. The 20 percent of retrieved images that require annotation will probably also require paper .copy. This would result in a requirement to blow-bask tp paper 70,400,000 p/y or 5,000 p/h. The system must permit an increased estimate of 20 percent to accommodate peak demands, or fi,000 hard copy pages/haur. 4.4.5 Soft Display Upon installation and operational start-up of the ADSTAR system, the capability must exist to allow-all information, e.g., reference citations, and/or images to be vie~ved centrally. This- is required for file verification and maintenance., and fi'or customer viewing of requested document references and resultant images. Initially, the system capacity far soft -24- Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 Approved For Refeas~. ~~?OOfi0~f1;~~:,.G~A~tC~1R8'~;002~51 8000300080020-3 copy viewing will be 33 percent of the total images retrieved (2,OQ0,000 -pages). This means tha;60,000 p/y or 320. p/h will be viewed in the central facility.- If the ultimate system design requires that a separate terminal be used fore the remote transmission .and viewing of document images, then this terminal should be installed into each central work station during the Phase 1 ADSTAR operation. In the ultimate SAFE supporting ADSTAR system all images should be able to pass a viewing station. The requirement for, - soft display equates to the total output of the system, i.e., 25,000 p/h sustained ar 30,000 p/h peak load. Of these, 75 percent or 18,750 p/h {peak 22,500 p/h) will not be processed any further, i.e., 75 percent will be viewed only, and 25 percent ar 6,250 p/h (7,500 p/h peak) will be blown back to paper. The system should be able to support about 50 remote display terminals by the end of Phase II. The final ADSTAR system should have a capacity for up to 2,000 terminals. 4.4.6 Display/Reproduction Rate -The first -image of a search should be displayed within 30 seconds with subsequent .images displayed within a fraction of -25- Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 Approved For Releas~'2'(i0D/05/A 6 : C1~4-14DP81=00261 8000300080020-3 a second. Por documents exceeding. the buffer capacity, an additional 30 seconds delay would b~;;,encountered. Paper biaw- ,t , back speed must be 2.5 seconds/page or less.. Paging of documents in the repraduction''pracess should be continuous and not require human interference, e.g., a seven-page document should require only one command to print. all seven pages with a maximum .time delay of 17.5 seconds.. The reproduction process must not delay viewing any longer than required for the image exposure. Exposure time should facilitate the total blow-back cycle of 2.5 seconds. 4.4.7 Request Rate Initially, the ADSTAR system will. be required to respond to 30,000 requests p/y or about 15 requests p/h. During peak load situations the system must handle 36,000 requests p/y or about 20 request p/h. Based on the SAS report a "Holistic View of SAFE," the ultimate SAFE supporting ADSTAR system must be able to process a request rate of about 1,250,000 requests per year. This- number of requests requires a system that can process an average of 600 requests per hour with a peak of about 72.0 requests per hour. These figures include requests levied by. non-SAFE users. Approved For Release 2000/05/16: 61DP81-002618000300080020-3 a Approved For Release 2000/05/16:.C,JA~F~D~,8.1.:00~;'~F~~OD300080020-3 i+.. i :..:. ,i .. f :s ., .. 2 i .. 4.4.8 Mode The system. should bg an-line. If not operated on a 24-hour basis, it must permit rapid (less than 30 minutes) start-up. The system should permit multiple remote query input. The system must permit interface with an automated image transmission/delivery subsystem. Batch processing of document requests should be possible. 4.4.9 Paging and Browsing The system must permit browsing through the file document by document and page by-page. it must permit paging within a fraction of a second. The system should permit jum-ping forward or backward from and to pages and/or documents. 4.4.10 Miscellaneo ` ~ ~~ d SAFE-ADSTAR REQUL.,..._NTS PHASE I (ADSTAR ONLY} PHASE YY FINAL PHASE (REMOTE DISPLAY} (SAFE-ADSTAR TQTAL SYSTEM}~ REMARKS Total Receipts-Annually Dac) 1 750,000 750,000 ~ 1,433,000 . AnnuallyPages) 5,000,000 5,000,000? 7,165,000 2. Documents Added to file 750,000 750,000 1,433,400 Microfile ear Documentsl 400,0002 400,0002 1,100,0002 y Pageslyear 4,000,000 4,000,000 5.500,000 Electricals/year 130,000 130,000 552,200 lard copy and film/year 270,000 270,000 547,800 Safi Copy File Non-Indexed Electricals - Documents 350.000 350,000 433,000 3. file Size On-Linn Micrafile 2,000,000 2,040,000 5,500,000 Pages 20,000,000 20,000,400. 21,500,000 Off-Line Microfile 400,000 5,500,000 Pages 4,000,000 27,500,000 10,000,400 Repcsitory Microfile 55,000,000 Pages Digital File (Magnetic Tape) (Electrical Receipt-not 400 200 2 ) indexed) -(5 yrs 1,750.000 1,750:000 , , . pages 3,500,000 3,500,000 4,400.000 1 Data for SAFE Requirements are bas ed on SAFE, Vol II and III and SAS Report "A Holistic V1eH of SAFE". 2 Includes a 10% growth factor Approv42~1~a~;~Ref~a's~Z2l~~7Qr~5~/`9!ba LIA-RDP81-002618000300080020-3 Approved For Release 20p(3~!05b'f6; :'C`I1,~=RD~>~'~:OQ2~~!1~000300080020-3 SUP~MARY TABLE OF SAFE-AOSTAR REQi3iREMEI~TS Approved For Release 2000/05/16 :CIA-RDP81-002618000300080020-3 Approved For Release 2000/O~'1'ii^ X14-RDP8~1-OQ2~1ROO0~OOO8OO2O-3 SUMMARY TABLE OF .SAFE-ADSTAR REQUIREMENTS 70 Output Media 11 Query triode 13 Interface Requirements Paper Microfiche Soft Display Central Remote On-Line Batch Central Input and Purging Remote Access Paper Microfiche Soft Display Central Remote 4n-Lind Batch Centro'] Input and Put'ging Remote Access Communication 4 COS~stemation System y i Computer System ~ Computer System ~C'6Pf'S'AFE, Vol II and IiI and SAS Report "A Holistic Paper Microfiche Soft Display 1 +Central 1 Remote On-Line Batch Central Input and Purging Remote Access I Communication .System Computer System View of SAFE". ... '~ 4 '.... ,. '~' ,r? . ~ . i~ L'~~I .~. ~ i~ Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 Only 5X of total needs. to be blown back to paper. Twenty percent is annotated and probably required in, paper from the micro5tore.. Selection Qecentraliied Purge decentralized 1 I Approved For Release 2000/Q5L1,6 : GIA-RDP.81-0026fiRU00300080020-3 SU~~MARY TABLE (fie SAFE-ADSTAR REQt1IREMENTS PHASE I (ADSTAR OPyLYj PHASE II (REMOTE DISPLAY} FINAL PHASE .(SAFE-ADSTAR TOTAL SYSTEMj~ 14. Request Rate ?aper Blow-back Speed Seconds-Maximum/Page 15. System Start-up Time Minutes-h?aximum 16. Remote Display 5 3O ' .4 34 54 2.5 3O 2OO (1,775). Terminals 2 99~ 99S 49x r Cana for CAFE Requirements are bas d an SAFE. Vol II and III a~d SAS Report "A Ho11tt1c Vi~w of SAFE". Approved For Release 20 0~/d5/'~6 : CIA-RDP81-002618000300080020-3 REMARKS Approved For Release 2000/05/16 CIA RDP81-002618000300080020-3 ?'..T R~ r ~ ~~~ ~ ;~ "~ ~'~,rS~ AUTOMATED DOCUMENT STORAGE AND RETRIEVAL (ADSTAR) This plan outlines the managerial approach for development of an ADSTAR System. Date . l2 3~~ `75 Harry C. Eisenbeiss? D/CRS Date Approved For Release.,2000/05/16 ?; CIA-RDP81,-002618000300080020-3 Approved For Release 20?Q(Q,5/~.~,..,,~IA;~D~~'~OQ?~f ~ R000300080020-3 ADSTAR MANAGEMENT PLAN The .Automated Document Storage and Retrieval (ADSTAR) system is a system, yet to be defined, which will replace the Central Reference Service's manual document storage and retrieval system. This document addresses the managerial approach for the development of an ADSTAR system required for effective responsiveness to document retrieval requests and support to the Agency's analytical offices. Approved For Release 2000/?05/16.. ,CFA-RDP81-00261 ROQ0300080020-3 i i Approved For Release 2000/05/16 CIA RDP81 002618000300080020-3 a x.. .~ f f 6 LAS ~Y ~k d1r ~~.YU _~ TABLE OF CONTENTS Paragraph Page --------------------------ii Preface-------------- SECTION I INTRODUCTION 1.1 PURPOSE AND SCOPE---------------------?-1-1 1.2 OBJECTIVE-------------------------------1-1 SECTION II BACKGROUND------------2-1 SECTION III MANAGEMENT APPROACH-------3-1 SECTION IV ~~ TASK DESCRIPTION 4.1 REQUIREMENTS DEFINITION PHASE-----------4-1 4.2 SYSTEM DESIGN AND ANALYSIS PHASE--------4-1 4.2.1 Source Selection Authority-------4-2 4.2.2 Source Selection Board-----------4-2 4.2.3 Source Evaluation Board----------4-2 4.2.4 RFP Review Panel-----------------4-2 4.3 SYSTEM DEVELOPMENT,. ACQUISITION AND ACCEPTANCE TEST PHASE-------------------4-~ 4.4 SYSTEM IMPLEMENTATION PHASE-------------4-3 4.5 OPERATIONS AND MAINTENANCE PHASE--------4-3 SECTION V CONSTRAINTS 5.1 COST-------------------------------------5-1 5.2 SYSTEM LIFE SPAN-----------------------5-1 5.3 ~~~AFE COMPATIBILITY---------------------5-1 Approved For Release 2000/05/16: CIA-RDP81,00261 8000300080020-3 ~- Approved For Release 2000/05/16: CIA-RDP81~00261R000300080020-3 Paragraph Page 5.4 OFF-THE-SHELF TECHNOLOGY---------------5-1 5.5 BACKUP OPERATION PROCEDURES------------5-2 5.6 CONSERVATION OF UTILITIES--------------~-2 SECTION VI REPORTING AND REVIEW PROCEDURES-6-1 SECTION VII TASK FORCE MILESTONES (FY-1976)-7-1 Approved For Release 2000/05/'16: C1A=RC')P~81-0026180003 00080020-3 ' Approved For Release 2000/05/16: CIA-RDP8'F-0026 ~Q~0300080020-3 0 1,1 PURPOSE AND SCOPE This document describes the management plan and direction far the development of an ADSTAR System. 1.2 OBJECTIVE The objective is to develop a system which: a) is more responsive to near realtime support requirements, b) reduces human costs associated with the on-going, labor intensive system, and c) saves filing space in CRS and throughout the Agency's analytical offices. Because of weaknesses .in the extant manual document storage and retrieval system, increasing service demands, and growing user dissatisfaction, the ADSTAR system should be provided in the immediate future, i.e., FY-1978-79 time period. T'-. Approved For Release:--~Of~a/05/16::~f~4~iDP81-D0~~1R000300080020-31-1 Approved For Release 2000/05/~,6,~ CIA RDP81~00261 8000300080020-3 ~- ' ~ SECTION II The Agency's central Document Storage and Retrieval (DSR) system is unable to keep pace with, and be responsive to, new requirements from the Agency's analytical offices in terms of increased service demands, faster response times, and capabilities for remote document viewing. In addition, Research and Collection offices are themselves undergoing some rather dramatic changes and innovations in the method- ology of_the analytical process and forthcoming improvement in real-time collection systems, respectively. Taken as a whole, these developments_spell trouble for the manual] microform DSR system. More specifically; the present DSR system is "output_bound", that is, it takes too long to_ obtain products from the system compared to the time it takes to search computerized document index records and notify the analyst the document exists. The present situ- ation will worsen when faced with demands far on-line, near real-time support to the research analyst, target programmers, photo-interpreters, and others. The ADSTAR System, therefore, must satisfy new DSR system requirements as well as the document storage, retrieval, and remote image viewing requirements of the SAFE Project._ Approved For Release 2000/0116 CIA~~2[~~~`1 ~g261yR000300080020-3 2_1 Approved For Release 20Q~0~/ ~Iyp~'~~,1~pt~~00300080020-3 MANAGEMENT APPROACH The ADSTAR System development will be carried out as an Agency task. That is, an in-house group (ADSTAR Task Force) will be responsible for the definition, concep- tualization, specification, administration of development, evaluation, and acceptance of the system. Recognizing the importance of concise specifications, contractor personnel possessing expertise in candidate technologies will supplement the Agency staff personnel already on-board and assigned to Central Reference Services (CRS) and Office of Joint Computer Support (OJCS) .~= --. The customer and contract administrator will be CRS. OJCS will, provide computer expertise and specify present and future computer system interfaces as addenda to the ADSTAR functional and processing requirements..- -=~-~ The ADSTAR Task Force will be composed of DDI/CRS and DDA/OJCS personnel. Since the Document Services Branch (DSB) of CRS has primary responsibility for operation of the present Document Storage and Retrieval (DSR} system, and should be responsib3.~e--- for operation and maintenance of the ADSTAR system, the Task Force will be headed by a representative of DSB. Other Task Force participants will include representatives of the Microform Processing Branch/Support Services Division/CRS, the Systems-- -- Analysis Staff/CRS, and the System Design, Operational Development, and Test-and Quality Assurance components of_SAFE_ PMD/OJCS. ISAS/MPB will also be invited to`assign a repre-_____ _ sentative to the Task Force. CRS members of the Task Force will be attached to CRS' System Analysis Staff during the development of the ADSTAR system. Chief, SAS will provide (as needed) first-level management direction and guidance as well administrative anal technical support, e.g., advice on nego- tiating contracts, assistance in developing requirements and specifications, and provision of clerical and editorial support in the preparation of papers and other documentation. An ADSTAR Steering Committee made up of the Directors and Deputy Directors of CRS and OJCS, Chief, Document Services Group/CRS and Project Director, SAFE/OJCS will oversee the Task Force as a whole and provide managerial direction and controls when they are deemed necessary. Approved For Release 2000/05/16 :, CIA,RQp8~ pp?~61R000300080020-3 3_1 ~.;: a '? Approved For Release 2000/~5')'~~i ~'~1~4 6.0300080020-3 5 ;, a ~. Because of the diversity of Agency microform interests and applications and the obvious advantages of patible (if not identical) hardware solutions to similar document storage and retrieval problems, close communications will be maintained with other Agency and Community components to avoid costly duplication of efforts, insure complete familiarity with alternative design plans and/or installed systems, and increase the utility and cost-effectiveness~of th.e system chosen. The specific means for exchanging in- formation and coordinating system plans and ideas will be as follows: a. Formal meetings of representatives of the principal Agency micrographics systems (i.e., CRS/DDZ and ISG/DDO) will- be convened periodically under the auspices of the Comptroller. In addition, informal contacts between these two components -~ will be maintained at least at the level experienced over the _ past 6-9 months. Every effort will be made--consistent with- satisfying the design requirements peculiar to each application--to select the-same-ADSTAR system hardware for bath components. b. Participation will be continued in periodic meetings of the Agency's "Micrographics Users Group," chaired by _ C/MPB/ISAS, at which a far. larger number of Agency components interested in micrographics is generally represented. _ ~.~ External c. Attendance at meetings of the "Micrographics Working Group" (MWG) of USIB's Information Handling Committee (IHC). CRS represents the Agency at meetings of the MWG/IHC and, in concert with the CIA representative to the IHC, was in- strumental in the establishment of this panel whose objective is to achieve Community agreement on microform standards, formats, image quality, storage media, hardware, etc. Any Community-imposed considerations or constraints which might impact on the CIA ADSTAR system design should emerge at sessions of this group. Approved For Release 2000/05/1..8 .CIA R~P~81 'Ot~2818000300080020-3 .. _ b _ .: _._ 3-2 Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 TASK DESCRIPTION The task will be carried out through five distinct phases, as follows: 4.1 REQUIREMENTS DEFINITION PHASE The task force will research and write the functional and processing requirements of the system which will require joint approval of the D/CRS and D/OJCS. All changes and addenda to the requirements document will require similar_ approval:-- A significant effort during this phase will be- an industry survey and study whereby feasibility and optimization studies of candidate systems are performed to facilitate the Design-and Analysis Phase (below). Monies will be made available for these studies during FY-76 and/or the Transitional Quarter. The requirements document wiil_ be used to solicit voluntary suggestions and ideas from in- terested industry. 4.2 SYSTEM DESIGN AND ANALYSIS PHASE --- Using the requirements document sup~iemented by industry s~gc?estions, the ADSTAR task force wil3 develop a system description capable of meeting the requirements. From the system definition, an external reference specification (ERS) document will be developed outlining the external character--. istics of the system, such as user interface facilities and examples of system output. The ERS will be used to solicit ideas and approaches for Request for Proposal (RFP) refine- ment and concision. During this phase, RFPs for the system will be developed and distributed, the logistic and communi- cation requirements will be specified, and the coordination and interface requirements with existing and future systems related to ADSTAR will be firmly established. The outline below shows the Management structure, respon- sibilities, and passible Agency organizational component representatives.that will oversee: a) the writing of RFPs, b) evaluation of proposals, and c) awarding of"contracts. Approved For Release 2000/05/16,..;.,.CIA-R~DP81?~002~RQ~0300080020-3 d 0 CJ Approved For Release 2000/05/16 ? ~~ F";^~~ $aA. ,'~ _.., _~"sue. ~~92~0300080020-3 C~?j ~'a 4.2.1 SOURCE SELECTION AUTHORITY The Source Selection Authority will be composed of the Director of CRS advised by the Directors of OJCS and Office of Logistics (OL). Directors, CRS and OJCS will be responsible for final Agency selection of winning bidder proposals based on technical assessment, price, and other factors.' Director, OL will be responsible for: a) final Agency contract negotiations upon receipt of obligation of funds authorization and b) contract award to the successful bidders. 4,.2.2 SOURCE SELECTION BOARD Will be composed of Chief, DSG/CRS (Chairman), Chief, SAS/CRS, -PD/SAFE/OJCS, and a representative of Procurement Division/OL. ~iis-bvard will be responsible for: a) approval of RFPs submitted by the Source Evaluation Board and b) recommending winning bidder proposals to the Source Selection Authority. The recommendations will be based, in part, on a review of the proposal evaluation performed by the Source Evaluation Board {below) . 4.2.3 SOURCE EVALUATION BOARD Will be composed s~f the ADSTAR Task Force (Chief, DSB/CLD/ _ DSG/CRS--Chairman), and a representative of Procurement - - Division/~. This panel will be responsible for:- a) review and refinement of RFPs, b) establishing evaluation criteria, __ c) evaluating proposals, d) ranking bidders based on technical and cost considerations, e) establishing bidders' list and f) presenting recommendations and rationales to the Source Selection Board. 4.2.4 RFP REVIEW PANEL Will be composed of the Source Evaluation Board (Chief, DSB/ CLD/DSG/CRS--Chairman) and representatives of Engineering Division/OC and Information Systems Security Group/OS. Draft RFPs will be prepared by the ADSTAR Task Force and submitted to this panel. This panel will be responsible for: a) reviewing RFPs for their completeness, concision, and legal soundness and clarity, and b) initial preparation of bidders ?lists. ' Approved For Release 2000/05/16 :_CI~ ~2Q~,81-Q02~6'~;~000300080020-3 :, 4-2 Approved For Release 2000/05/16 CIA RDP81-002618000300080020-3 y y. 4.3 SYSTEM DEVELOPMENT, ACQUISITION AND ACCEPTANCE TEST PHASE This phase will involve the evaluation, selection, acquisition of hardware and development of software (if required). Software packages may include those defined for outside procurement as well as in-house developed packages necessary to produce the final system. The system will~be documented by an Internal Reference Specification (IRS) which requires approval of Chief, DSG/CRS and Project Director, SAFE/OJCS. The acceptance testing activity will be the implementation of a test and quality assurance plan initiated as the beginning of the Design and Analysis Phase to insure that a consistent and structured test program is available to meet reliability, functional, and processing requirements. 4.4 .SYSTEM IMPLEMENTATION PHASE Following successful completion of the acceptance test, -- acceptance recommendation by the Tesk Force, and approval by the ADSTAR Steering Committee, the system will be phased into service. This phase will include: a) implementation- of standard operating procedures developed during the preceding phases, b).conversion and parallel operation of the DSR system, and c) phasing out of operation the DSR system. 4.5 OPERATIONS AND MAINTENANCE~.PHASE During this phase, the system will be operated as a special purpose automated document storage and retrieval system by CRS.with all necessary interfaces established for existing and future systems. This will be the ongoing phase of the developmental effort and the task force responsibilities will have been completed. Approved For Release 200a1~~/16 s. CIA ~DP$1~~0~}26~F~000300080020-3 ... _ ,~. - Approved For Release 2000/05/16: CIA-RDP8'L-002618000300080020-3 The system development and design must addresS?the follow-ing constraints: Funds programmed for ADSTAR currently total $1,500,000 in FY-1977 for the basic system with an additional $1,000,000 programmed in FY-1978 for acquisition of a non-SAFE remote terminal display capability. Other than funds for the operation and maintenance of the system, the total system cost through F-Y--1978, excluding Agency staff personnel --- salaries, shall not exceed $2,500,000. - 5.2 - SYSTEM, LIFE SPAN - The system selected and implemented shall have a production- life span of seven to ten years. Particular emphasis shall be placed on the definition of requirements and system development-and design compatible- with the SAFE system. The ADSTAR system must be capable of satisfying reliability, availability, and response-.------ requirements of both SAFE and non-SAFE users. ---? 5.4 OFF-THE-SHELF TECHNOLOGY Hardware chosen to drive the ADSTAR system will be essen- tially "OFF-THE-SHELF" rather than the product of a special research and development effort to meet the Agency's needs. While this does not preclude the modification of certain standard components to render items mare effective in the ADSTAR environment, it is not the intent to implement a system which relies to any, significant extent on one-of-a-kind devices. Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 Approved For Release 2000/05/16: CIA_-RDP81-002618000300080020-3 5.5 BACKUP OPERATION PROCEDURES In the event of system failure or catastrophe, 'the system shall: a) be amenable to a manual operation to retrieve and present stored documents, and/or b) include a capability for storage and retrieval of documents in a different medium amenable to manual operations. .? 5.6 CONSERVATION OF UTILITIES A criterion for the evaluation and selection of the system architecture and technology shall be the conservation of logistic resources and energy utilities. Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 5_2 Approved For Release 2000/05/16: CIA-RDP81-002618000300080020-3 REPORTING AND REVIEW PROCEDURES The Chief of the ADSTAR Task Team will report monthly in writing to the Chairman, ADSTAR Steering Committee, on progress, key problems confronted, and plans. He will also participate in the OJCS/CRS weekly meetings. Ad- ditional reporting responsibilities are identified in the Task Fore Milestones Section VII (below). Approved For Release 2000/05/16: CIA RDP8~1-Q0261~tQ~00300080020-36_1 _ ~:. '~3 Approved For Release 2000/05/16: CIA-RDP81-00261 Rb00300080020-3 ADSTAR MILESTONES (TQ and FY77) Consultant Contracts, signed Complete ADSTAR Requirements Identify OC, ODP, OL, CRS Interface Requirements and Initiate Coordination 13 August 1976 16 August 1976 30 August 1976 System Description and Specifications* 31 October 1976 External Reference Specification 15 November 1976 Draft RFP 30 November 1976 RFP Approved * 31 December 1976 Bidders List 31 December 1976 RFP's Released January 1977 RFP Response 30 April 1977 Evaluation and Ranking of Bids Bidder Selection 31 July 1977 Approved For Release 2000/0/16 : CIA~~R~Q~~311:Oi~Z81~~t41~0~00080020-3