DIRECTORY PROJECT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP83T00573R000600100004-4
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 11
• Document Creation Date: December 9, 2016
• Document Release Date: August 13, 2001
• Sequence Number: 4
• Publication Date: May 9, 1977
• Content Type: MF

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ODP 862-77
9 Cr1V( 1977
iEIORANDUM FOR: Deputy Director of Central Reference
FROM
SUBJECT
Clare:
Clifford D. may, Jr.
Director of Data Processing
Directory Project
X have looked into the questions you raised on
problems relating to the Directory Project. From
what I have been able to determine,
sent a 3 may 1977 memo which outlined
in some detail what we are able to do in the immediate
future on this project. The course of action Steve
proposed was one of several alternatives he offered
in an earlier Memo. Attached are copies of this
correspondence. It is my understanding that there
was some unhappiness on the part of your people
because the system we would initially deliver did
not provide all the features desired. It was our
judgment to delay certain of the features you desired
in order to place emphasis on what we believed was
the number one priority in Harry's mind, namely to
automate and produce the directories. Naturally we
intend to meet all the requirements you have indi-
cated, as time and resources permit.
Att:
1.
Memo
to
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5/3/', 7ATINTL
2.
Memo
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4/25/7`7
3.
memo
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4/21/77,
cc: DD/A/ODP
Distribution:
Orig - adse
1 - DD/A/ODP
1 - ODP Registry
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ODP-812-77
3 May 1977
airman, OCR Directory Task Team
uue Project Leader
OCR Directories Project
SUBJECT Conversion of Automated Directory
Pilot System to GIM Production
REFERENCE Our Memorandum, ODP-749-77,
dated 21 April 1977
1. This memorandum is to inform you of activities
we are undertaking, and why, to support the OCR
conversion and publication schedule. Our activities
follow the alternative #2 as stated in the referenced
memorandum. In addition, an analysis of the current
statistics of the number of records which have been
loaded onto the GIM Development data base and the
current data, base allocation reveals that our original
estimates of certain files were underestimated. It
appears that another re-allocation process would be
necessary to support those countries (Albania, China,
Cuba, Poland, and portions of USSR) which were
originally identified in December 1976.
2. The current Pilot system which currently
resides on the GIM Development data base will be
transferred to the GIM Production system so that it
will be able to support the conversion and publication
schedule. This system will provide OCR with the
capability of producing a,directory. However, the
system will be limited to those capabilities which
currently exist in the Pilot system. These limitations
are:
a. The input file menus will be those currentlySTATINTL
used by FEPAC Division (Basic Organization Locator,
update capabilities but will be replaced with the
'standardized update menus following their develop-
ment. Each of the participating Divisions will use
these input file menus.
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b. The system will have the capability of
storing only one Directory Data (Early, Late, and
Relieved Dates, Classifications, Source Document
Text, and Directory Personal Comment) record for
c. The Output Directory Format (see Attachment
#1) will display extracted GIMS data in the format
as attached. Items which will be displayed are:
- Organization English name-long.
- Organization Footnote (Optional)
ersonal Title and/or Military Ran
- Political Affiliation
- Date Early Tag (Optional)
- Date Early
- Date Late Tag (Optional)
- Date Late
Those items which are indicated as (Optional)
items will be displayed based on user options
at processing time. Additional formats will
be reviewed at a later date as specialized
Directories.
d. All data files which are currently
present on the GIM Development will be
loaded onto the GIM Production Data Base.
3. We have begun the conversion task of the Pilot
system to GIM Production. This task will involve the
following items and will also impact our development
schedule dated 8 March 1977. At this time we estimate
that this activity will delay the GIM applications
software development by four months.
The subtasks included in this conversion
process are:
a. Re-calculation of data records for each
of the twelve countries.
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b. Define the Allocation of'.,the Production
Data Base.
Calculate new data modulo and
separation factors.
Define all file segments for each of
the 12 countries.
Define GIM Production space require-
c. Establish security controls on the
Development system which will later be
transferred to the Production system.
Update Verbs
Dictionaires
Data Files
Procedures
d. Prepare a list of all OCR users for
each organization (country) including security
access controls.
e. Prepare a hardware requirement for on-
line printer support.
f. Establish the GIM Production data base
using the updated space and reallocation
statistics.
g. Load all existing data files GIM menus
and procedures, and GIM dictionary files into
the ' Production Data Base from the GIBS Development
Data Base.
Distribution:
Orig. & 1 - Addressee
1 - ODP Registry
1 -
1 - ro~ec e
1 - Division D Chron
DDA/ODP/DD/A/DD
(3 May 1977)
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25 April 1977
MEMORANDUM FOR: RPRp""Mm STATINTL
OCR Directories Project
FROM STATINTL
Chairman, OCR Automated Directory
Task Team
SUBJECT Proposed Review of Directory Project
REFERENCE Your Memorandum, 21 April 1977,
"ODP Response to OCR Conversion and
Publication Schedule Dated 8 April 1977"
1. This memorandum acknowledges receipt of the
referent on 22 April 1977 at around 1600 hours.
2. Please be advised that various OCR personnel
are currently engaged in a thorough review of the
referent. Before we can reply effectively to your
statement in paragraph #1 of the referent?on the
"differences in interpretation of system requirements,"
I need from you a) a complete and detailed statement
on what you feel are the differences and b) the reasons
you feel there are differences. Your memorandum does
not provide this information.
3. In the meantime OCR personnel will continue
data conversion and publication work on the automated
directory as planned.
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21 April 1977
STATINTL
Chairman
OCR Automated Directory Task Team
STATINTL FROM
ODP Project Leader
OCR Directories Project
Division D/DD/A/ODP
SUBJECT . s ODP Response to OCR conversion and
publications Schedule Dated 8 April
1977
1. Recent discussions with you have surfaced
differences in interpretation of systems require-
merits. T ese di# a ems impact the system design
of the project to automate the maintenance and
production of OCR directories. These differences
include the intended use of certain date fields,
organization heirarchal structure, and specialized
directories.
2. With the intent of providing you with a
system which meets the requirements contained in the
OCR's Final Users Requirements document, we are
including, as attachments, alternatives for developing
the automated OCR directories system.
3. A mutual understanding of the current system
design concept, must be considered in determining the
best alternative which will better serve OCR and ODP
in support of OCR's conversion and Publication Schedule
presented at the OCR/ODP Management briefing on
11 April 1977.
a. Directory data is defined as that data
which is included in sirandard (East
Eur6-pe s Te) di.rec tortes .
b. Non-directory data is defined as
historical data stored and displayed
by.special-report programs.
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C. GIM menus and procedures for supporting,
the directory data are the Basic Organization Locator, Basic Organization, and*
Directory Data standardized menu formats
as previously agreed upon.
d. One DY (directory of current/past
position) record will be provided for
each individual associated with a
specific organization(s), and each
record will contain only one set of
information for the earliest, latest,,.
and relieved/deceased dates,.
documents, and classification codesa
e. Each organization can have only one
parent organization, but any number
of child organizations.
fo The current GIMS development data base
is allocated to support handling of
data for Albania, China (Scientific
data converted from CHIP, and
provincial-level non-scientific hard
copy conversion), Cuba, Poland, and
USSR (approximately 45,000 SPIF
conversion records). This allocation
was based on OCR's conversaton pro-
j.ections made in Dec gMb re l97f .
4o Consideration of the attached alternatives
should be made as soon as possible. We will be
available to discuss -these alternatives as well as
other alternatives with you at any time. A response
from. OCR is necessary before the development of the
GINS Software (Applications Program) for maintaining
directory data can be completed.
Attachments
As Stated Above
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ALTERNATIVE. #.l.
Complete development as outlined in ODP's Develop-
ment Schedule with design concept as stated in paragraphs
3.a. thru 3.f.
Impact Considerations:
1. OCR's Publication Schedule must be revised for
publication of only those directories listed in paragraph
Further publication will be deferred until 1l GTh
software has been developed, tested, and converted from
GIMS Development System to the GIMS Production System.
2. OCR's Conversion Schedule must be revised in
accordance to above publication schedule. VM hard copy
conversion can continue as scheduled, however, the
converted data for countries other than those listed in
paragraph 3.f. will be stored on'magnetic tape files for
loading into the GIMS data base following conversion to
the GIMS Production System.
3. The differences in interpretation of system
requirements which have surfaced and the current system
design will remain unresolved.
4. By using the software development system in-a
production mode (large amounts of data conversion and
data maintenance), the GIM software development effort,
as well as, the data conversion and maintenance will be
hampered. The OCR users and ODP project team will be
competing for exclusive use of the data base.
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ALTERNATIVE :#2.
Complete development of GIMS Application Software
programs for maintaining directory data as defined'in
paragraph.3.a. and paragraphs 3.c. thru 3.f. Following
the development of this phase of providing a system
capable of producing OCR's standard directories, we
will transfer this capability to the GIMS Production
System, and provide the capability to support pro-
duction for each of'the twelve countries participating
in this project. We will then jointly review the"
system design to ensure that the system will satisfy
the requirements for storing historical data, and
producing non-standard directories. ODP's development
schedule will then be revised based on the results of
this review.
.;impact Considerations:
1. The capability to produce and maintain OCR's
standard directories will be available on GIM Production
System by end of July 1977.
2. OCR's Conversion and Publication Schedule of
8 April will remain valid. A possible delay-in the
loading of conversion data for Romania and some sections
of USSR data may be experienced during the. conversion
from the GIMS Development' System to the GIMS Production
System. The publication dates will not be affected.
.3o The differences in the interpretation of
Systems Requirements will be identified, and an
implementation plan and schedule will be developed
to resolve these differences.-
4. Revision to the current data on the system
may be required-as a result of the system review.
5. The competition between ODP and'OCR for
exclusive use of the data base will be resolved in
August 3-977.
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ALTERNATIVE JI
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LZL
Suspend the development of all GIMS Applications
and reports software, and undertake a complete system
design review. All differences in interpretation in-
the existing system design will be identified. A
new system design will be prepared, and documented in
a revision to the OCR Directories Specifications
Document. Upon customer approval of these revisions,
a new implementation plan and schedule will be
developed.
impact Considerations:
1. OCR's data conversion activity will be halted
pending an evaluation of the new system design, and
its effect on the current procedures.
2. OCR's conversion and publication schedule will
be revised based on the new implementation plan.
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