TABLE OF CONTENTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP83T00573R000100060006-2
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 15
• Document Creation Date: December 12, 2016
• Document Release Date: October 19, 2001
• Sequence Number: 6
• Publication Date: May 9, 1978
• Content Type: SUMMARY

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5 MAY 1978
I. INTRODUCTION
II. MISSIONS AND OBJECTIVES
III. DESCRIPTION OF CURRENT SYSTEM
IV. PROBLEMS WITH THE CURRENT SYSTEM
V. USER REQUIREMENTS
VI. ALTERNATIVES
VII. RECOMMENDATION
VIII. COST AND TIME REQUIREMENTS
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This System Definition Study is in response to a
request from the Director of Logistics, for Office of
Data Processing(ODP) support on the Industrial Security
Program (SECOND). Included in this report is a description
of the current procedure, the problems with the current
procedure, an enumeration of the system requirements and
a recommendation to automate the Industrial Security
program.
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I. MISSIONS AND OBJECTIVES
1. The Office of Logistics, Security Staff, (OL/SS)
has been tasked with the responsibility of maintaining an
industrial security program. The industrial security program
was established to provide secure methods by which the
Central Intelligence Agency may procure supplies, equipment,
services, and conduct research and development outside the
Agency with the least risk of exposing the classified pur-
pose to unauthorized personnel.
2. OL/SS receives approximately eighty calls per
day from interested persons and offices both internal and
external to the Agency. In order to answer these inquiries
in a timely manner and provide support to all using Agency
components it is necessary to maintain manually a 3x5 card
STATINTIfile of approximately - cards. Approximately 50 of
the eighty calls per day require accessing the card file.
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III. DESCRIPTION OF CURRENT SYSTEM
1. The unique nature of the Agency's procurement
methods place different and unusual requirements on the
Agency's industrial security program. There are two areas
of classification in the Agency's procurement methods:
a. the relationship of the Agency to the
contractor, i.e., whether the identity
of the Agency as purchaser is classified;
b. the classification of the work and reports
of the end product.
2. When an Agency component levies a procurement
requirement upon OL, the requirement normally specifies the
classification of both the Agency contractor relationship
and the end product.. If either aspect is classified the
following takes place:
OL/SS makes a manual review of its records
to determine whether the specified vendor
has a current or prior classified relation-
ship with the Agency. If no prior relation-
ship exists the following steps are initiated;
1. the corporate officer's name
is run through Office of
Security indices;
2. the vendor will be contacted
in person, utilizing CIA
credentials;
3. the corporate officer will
be told of the Agency interest
in doing business with them;
4. requested to sign a secrecy
agreement; and
5. requested to provide sufficient
biographic data for security
processing purposes.
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b. If a prior relationship exists, the above
process, 1 through 5, is performed as
required to reinstate the contractor.
3.' Once the above steps are completed and the Office
of Security issues an approval the corporate officials are
visited once again, and requested to appoint a corporate
security officer who will be OL/SS referent for the term
of the contractual relationship. Thereafter, the bulk
of OL/SS contact is with the corporate security officer
who will have been approved and briefed. He will be
furnished with the Security Requirements for Contractors
(Green Book) or Standard Security Procedures for Contrac-
tors (White Book), a supply of Personal History Statements,
Request for Industrial Security Approval forms, and
codeword access, as appropriate. He will also have a
supply. of Form 670 (index cards) which will ultimately
comprise OL/SS records of Industrial Security Approval
(ISA).
4. Once the contractor furnishes OL/SS with the
required data to process an Industrial Security Approval
(ISA), the following takes place;
a. All documents are dated and forwarded to
Security for processing;
b. A Form 670 (3x5 card) is filed in the pend-
ing file;
c. if Security grants the Industrial Security
Approval:
1.
the
file
are
and
card is moved from the pending
to the active file, two copies
kept, one alphabetical by name
one by contractor and name.
2.
Notify contractor.
d. If Industrial Security Approval is not
granted:
1. Notify contractor;
2. File disapproval notice.
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5. The contractor continues to supply data to OL/SS
as required by the regulations. If an employee leaves the
company, transfers to another project, or the contract is
completed, the Form 670 (3x5 card) is moved from the active
file to the termination file.
6. A liaison file is maintained for personnel in other
Federal Agencies and departments on whom security liaison
approvals requested by OL have been granted.
7. A Contact Approval file is maintained for personnel
who are contacted before a full Industrial Security Approval
is processed.
8. The information contained on Form 670 (3x5 card)
in the system consist of the following:
Name
Date of Birth
Place of Birth
SSN
Security File Number
Contractor Name
Contractor Address
Job/Title
DOD Clearance
Level
Date
Industrial Security Approval
Level
Approval Date
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IV. PROBLEMS WITH THE CURRENT SYSTEM
1. Many problems can arise when handling a manual
card system of this size. With the Industrial Security
system the most prominent problems are the following:
a. Ad hoc questions often require hours of
searching cards, tallying and notekeeping,
and typing detail listings after the infor-
mation is collected.
b. The current method of updating the cards
is antiquated. Physical sorts are required,
in that cards must be matched and placed
into the correct position in the appropriate
file. As changes are processed the cards
must be physically moved from one file to
another.
c. Cards are stored in OL/SS. Care must
be taken that nothing happens to the cards;
a dropped file would take hours of manual
work to reconstruct.
d. There are no standards to assure cards are
not misfiled or lost.
e. There is no backup for the file.
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V. USER REQUIREMENTS
1. The present requirements for the Industrial
Security system are as follows:
a. Conversion of present card files (ISA
contractor personnel, pending file, term-
ination).
b. Provide the capability to query the data
on any data element, or combination of data
elements, within the database with an immediate
response. Typical queries are:
1. What is the level of the ISA for John
Doe?
2. What is John Doe's job title?
Has John Doe signed a
agreement?
How many people working for the ABC
Company in the Boston area have a
Top Secret clearance, three years old
or older?
What is the facility approval status
of the XYZ Company?
The ability to update a database, (add,
delete), approximately 700 transactions
month.
change,
a
d. Addition of five data elements:
1. date briefed;
2. date terminated;
3. security agreement;
4. facility approval status; and
5. facility approval level.
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e. Produce preformatted alphabetical printout
by individual names on request.
f. Produce preformatted alphabetical printout
by individual names within contractor on
request.
g. The ability to produce, on request, ad hoc
reports.
h. Provide a validation of all data recorded
in the system to ensure its accuracy.
i. Provide the capability for reporting all
deliquent security requests.
Provide a method of backup in the event of
primary data or system damage
2. System Elements:
A list of required elements are as follows;
a. NAME (Last, First, MI)
b. Social Security Number
C. Date of Birth
d. Place of Birth
e. Security File Number
f. Contractor Name
g. Contractor Address (Street, City, State, Zip)
h. Job Title
i. Work Location (Street, City, State, Zip)
j. DOD Clearance (Date, Level)
k. Industrial Security Approval (Date, Level)
1. Date Briefed
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M. Date Terminated
n. Security Agreement Signed
Facility Approval Status
Facility Approval Level
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VI. ALTERNATIVES
1. In order to meet all the requirements of the
customer, a database management system appears to be
the most desirable solution. The database management
system will permit the user to store, manipulate, retrieve
and display quantities of data.
2. There are three database management systems
currently used within the Office of Data Processing (ODP),
Rapid Access Management Information System (RAMIS),
National Information Processing System (NIPS), and
General Information Management System (GIMS).
3. In search of a system to meet the requirements
stated RAMIS and NIPS were rejected.
3.1 RAMIS was rejected primarily because it
has not yet proven itself in handling a
moderately sized (approximately
records) database.
3.2 The NIPS system was rejected from considera-
tion because it is strictly a batch system
and will not support the rapid query cap-
ability desired in the requirements. In
addition, NIPS does not support an inter-
file query capability. It should also
be noted that if the system is implemented
in a NIPS batch mode and the user require-
ments are not met, the system cannot be
converted from batch to on-line mode with
a minimal effort.
4. GIMS is a database system that has a hierarchical
data storage philosophy. In addition to data storage
and retrieval, GIMS handles its own terminal communica-
tions, printers and input/output methods. The database
can be available in either a batch or an on-line mode.
The report facility uses Basic Automatic Report Format
(BARF) or special PL/I programs. An Industrial Security
system under GIMS could have the following structure:
STATINTL
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a. A pending file which would contain basic
biographical data on personnel who have
industrial security approvals in process.
b. A cleared contractor file which would
contain biographical data on personnel
who have active industrial security
approvals.
c. A termination file which would contain
biographical data on personnel who have
at one time held an industrial security
approval.
d. A name index file which would contain
names (last, first) of personnel in the
cleared contractor file. This file would
provide the ability to query by name and
receive a quick response on personnel
who have an active approval.
e. A contractor file which would contain
data on the contractors who have personnel
with industrial security approvals.
f. The database would be available under the
MVS/JES3 system in either the batch or an
on-line mode.
g. In the batch mode, GIM statements to up-
date, query, and extract data would be
created in a file on the VM/370 system
and batched to the GIM system through a
Batchmon link. All output would then
be printed under the JES3 system.
h. In the on-line mode, data input would be.
accomplished directly through GIM supported
menus displayed at the terminal and read
by routines coded in the GIM procedure
language. Ad hoc queries could be formed
in GIM statements directly at the
terminal with an immediate response to
the same terminal. Copies of these queries
can be printed at a Texas Instruments
printer immediately connected to the
terminal or at a printer connected to
the computer running the GIM system.
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VII. RECOMMENDATION
1. It is recommended that the SECOND system be
implemented using the on-line GIMS database system for
the following reasons:
a. The on-line GIM system will offer the
user immediate updates through menu
input, and a prompt resolution of errors
b. Once the database is operational, the
primary activity will be queries. The
GIMS user language is English like and
will permit the user to access data
without knowing how or where the data
is stored.
c. The GIMS off-line batch system was re-
jected primarily because of the user
requirement for immediate response to
queries. Other considerations were,
database and listings are always out of
date because of projected frequent up-
dates, an incorrect query is not detected
until a listing is received, and ad hoc
reports on a batch database can be cum-
bersome.
d. Cost for the on-line and off-line systems
is relatively equal.
2. The GIM system has the capabili.ty to more
than adequately meet the requirements specified. How-
ever, the user should be aware that the level of know-
ledge needed by both the user and programmer to create
and maintain the system is very high. Learning the GIM
system is a non-trivial process and the user is required
to learn the GIM query language, GIM data extraction
process, and the basic VM commands. Use of ODP Training
courses and SAB personnel's expertise should provide
the-necessary skills for OL/SS to operate the system.
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3. GIMS had a bad track record prior to the re-
lease of the 360/195 computer. Since its implementation
on a 370/168 we have experienced an average availability
rate.of 9.2%. Response time is also currently acceptable.
4. In summary, GIMS seems to be the only ODP
database management system which has the capability
to satisfy the requirements of this particular system.
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VIII. COST AND TIME REQUIREMENTS
1. It is estimated that this system will
require
8 months to develop and will cost approximately
A breakdown of cost is provided:
$34,510.
TIME
COST
MACHINE COST
Verify Data Elements
40 Hrs
$680
---
Prepare Menus
80
1360
$ 150
Develop Procedures and
Dictionaries
960
16,320
12,000
Develop BARF Reports
80
1360
150
User Testing and
Training
2. Once the system is developed it is estimated
that the conversion effort and full implementation will
require 10 man-months for OL/SS to input data. The
machine cost for conversion will be approximately $22,602.
If the system is accepted it is recommended that other
conversion methods be considered (i.e. IV Phase, key-
punching) which may reduce the time and cost.
3. The projected operating cost of this system
after implementation will be approximately $4,000 a
month.
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