ADSTAR ADP REQUIREMENTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP81-00261R000300080020-3
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 62
• Document Creation Date: November 16, 2016
• Document Release Date: February 14, 2000
• Sequence Number: 20
• Publication Date: August 16, 1976
• Content Type: MF

NISTRATIVE - L ONLY
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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.
(4.1.1.1.,
4.1.2.2., 4.1.7.1.)
.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. (4.1.2.2., 4.1.7.1.)
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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. (4.1.2.2)
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 (4.1.5.1). The program should
prevent one location being assigned to more than one image. (4.1.8.1)
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. (4.1.9.1)
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. (4.4.1.1)
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. (4.4.7.1, 4.4.7.2,
4.4.8.2, 4.4.8.3)
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,
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SUBJECT: ADSTAR ADP Requirements
i.e., operational status during 99% of each work day. (4.2.1.,
4.2.2., 4.4.8.1., 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., 4.4.10.1.,
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. (4.4.10.2.)
3.15. Interfaces will have to be developed for the
ADSTAR System to be integrated with the communications, computer
and remote display systems. (4.4.10.3.)
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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
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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
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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.
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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
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CRS AQSTAR REQUIREMENTS
3 August 1976
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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
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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.
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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
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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
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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.
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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.
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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.
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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.
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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,
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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,
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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.
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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.
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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.
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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
4.1.2.1 The initial phases of ADSTAR will encounter an input workload
similar to the present DSR system.
4.1.2.2 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,
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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
4.1.3.1. 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.
4.1.3.2 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~
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 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 -
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~~ .-. M1~1`. F?~.P tie;~.?n~
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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
4.1.5.1 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!
4.1.6.1 T~~e system ~~ust be abl e to p
yy receipts into the microfiies. Document sizes will
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 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.
4.1.7.1 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.
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 Approved For Release 2000/05/16 :-CIA-RDP81-002618000300080020-3
,4.1.8 quality Cantral
~ .
4.1.8.1- The system sFiould.be fail-safe against misfiles (i.e.,
staring a document in the wrong address) and duplicate control
numbers.
.4.1.8.2 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
4.1.9.1 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
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~,
 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.
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 Approved For Release 200 ~``P~~~-? ~, 0300080020-3
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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
4.4.1.1 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
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 .?.,, ?,,~ {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
4.4.3.1 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 -
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 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:
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 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,
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 Approved For Releaser~0@.01,+6$1."1":'.~1~=~D,~Si.-00~~18000300080020-3
4.4.4 Hard Copy Quanti t,~
4.4.4.1. 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).
4.4.4.2 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
4.4.5.1 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-
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 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.
4.4.5.2 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.
4.4.5.3 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
4.4.6.1 -The first -image of a search should be displayed within 30
seconds with subsequent .images displayed within a fraction of
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 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
4.4.7.1 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.
4.4.7.2 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.
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4.4.8 Mode
4.4.8.1 The system. should bg an-line. If not operated on a
24-hour basis, it must permit rapid (less than 30 minutes)
start-up.
4.4.8.2 The system should permit multiple remote query input.
4.4.8.3 The system must permit interface with an automated
image transmission/delivery subsystem.
4.4.8.4 Batch processing of document requests should be possible.
4.4.9 Paging and Browsing
4.4.9.1 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
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 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~
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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
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 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.
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 Approved For Release 2000/05/16 CIA RDP81 002618000300080020-3
a x.. .~ f f 6 LAS ~Y ~k d1r ~~.YU _~ Js~.il
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
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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
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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'-.
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 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._
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 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.
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Because of the diversity of Agency microform interests and
applications and the obvious advantages of selecting.com-
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.
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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 organizations.in 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.
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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. '
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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.
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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.
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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.
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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).
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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
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