INTELLOFAX PROCEDURES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00951R000300040014-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 3
• Document Creation Date: December 9, 2016
• Document Release Date: December 26, 2000
• Sequence Number: 14
• Content Type: REPORT

, Approved For Release 2001/08/01 : CIA-I69f1R000300040014-2
In August 1948 OCD management decided that a review of the
handling
existing and contemplated ddocument procedures should be made
with the view to determining if such procedures could be modified
to expedite the distribution, classification am& indexing of documents
pending the fulfillment of T/O requirements. of
Administration and Manager t orked closely with in setting
.]procedure for the use of multilith mats in controlling
up a letFiled
and indexing intelligence document. This was the beginning of the
"
7 .1CAV iuc"
next 19 years. 6 OvMv~
Put into operation in December 1948, the system included the
complete processing cycle of disseminations distributions indexings
key punching and final filing of the documents in the Library document
On one
files. multilith mad' with a preprinted distribution ladder if
dissemination points within the Agency was typed bibliographic information
(sources dates title? security classification, etc.) ; this mat was
the basis for the preparation of control slips to be attached to each
distributed copy of a document. The indexer used one of the these
on which to write
control slips the necessary codes for ultimate
key punching. The typist prepared another multilith mat bum
to be married with the punched IBM card.
The resulting Intellofax card contained fields on the left end for
the codes; on the right end of the card was the printed bibliographic
easily
information which could,,be read by..he n!ked eye. This duplicate
GROUP 1
Excluded from automatic
downgrading and
declassification
 'Approved For Release 2001/08/01 : CI~51R000300040014-2
Intellofax Procedures
preparation of multilith mats was continued until
1956 when a revised. batch system eliminated the
preparation of control cards for distribution purposes.
In September 19I9Ceach member of the Analysis Section
was a ssigned an Intellofax stamp bearing his individdal
number. Used instead of the analyst's initials.. the stamp
was affixed (1) on the face of the document to
indicate that indexing had been completed (2) on the
control card for the codes, and (3) on the Batch Control
Sheet which followed the group of.20documents through
the various processing steps.
A review of the first Pr6cedure Manuala written
in 19li8 and l949 for the machine operations a nd. for
the indexing of documents shows the intricacies of the
Intellofax System as it developed. A procedure had to i-
written for every exceptions For example, just to mention a few:
extra IBM cards were printed for a number of officesVTo -`
file'.
Secret Control in order to set up a source card(0ontact Office
for every 00-B document coded in order to match it with A~ a
00's own contact card (and this continued m/ l 1j4X01S '/)jrle , .
until 1967), W Reference Branch of the Library for
dvery Finished Intelligence or Basic Intelligence documen
ORE and OSI offices which were engaged in the abstract _program
(see page )s If more than 14 subject codes were coded 114 1
SECRET
GROUP I
Excluded from automatic
downgrading and
dedasilficatlon
-Approved For-Re lea5e 2001/00101 DP84 003511W00300040014-2--
 Ap6roved For Release 2001/08/01 : CIA-RRI4,QQ R000300040014-2
Intel lofax-page 3 (3) t%
on the control slips, the classifer wrote "MATS" on the
Batch Control Sheet opposite the CIA control nurlnber in
the "coded" coluAn to indicate that additional Intellofax cards
had to be printed.
As the years progressed, the system became more involved
and procedures were constantly revised and hopefully improved.
The Machine Division and the Analysis Section/Branch personnel
worked closely in developing better and faster methods of
processing thedocument flow and in taking rare of users' needs,.
SECRET
GROUP 1
Excluded from automatic
downgrading and
declassification
Appraved-furRelease-2001/98f94-Cl*-RBP04-00951149993 0040014-2