THE INTELLOFAX SYSTEM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00951R000300100001-9
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 84
• Document Creation Date: November 17, 2016
• Document Release Date: August 9, 1999
• Sequence Number: 1
• Content Type: REPORT

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THE M_C-6L0FAX SYSTFM
Introduction
The history of the Intellofax System encompasses
many facets of the information and storage retrieval sy-
stem of the
eaci-j-U--stleee'smest" the Office of Central Reference ()CR). Two
Divisions, the Machine Division (ND) (Oell'ulal lades& itif "trne
Eag.1.9.14-2,P4-tkJiaa-gezetITIast-11cd1heZTr'rra:vie--onr!t-=Cfr"Ttrrte.a
S4wItimabau-3434 and the CL & LibrarY
Illx04444mr4Wr. n un ray ..:9t8). were responsible
for the development and operation of the
(EAM)-supported document storage, reference, and
" ? 4
rts
"
? it
retrieval system. The office reorganization of November 1956
added a third layer' of responsibility-a new DOcument Division (DI))
history covers all aspects of the Intellofax
tem
from 1947 im its demise in 1967: equiprIent demi? nts and
improvements, in uding microfilLing, print se ce, and fast
transmission of dat classificstion input cheme; and retrieval.
A project that had grea impact on t Intellofax System but was
not adopted-Minicard'., is al o dia ussed in detail*
The Intelliaence Pub ons Index (IPI), ths printed
index of finished intel enc.?, docvnents, is historically
part of ocp/ocats inf rmetion storage nd retrievn1 system and
therefore appears in this chapter with th Intellofax System.
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ho Intellofax System as It related to the Graphes negieter,
see Chapter (Graphics egister).
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The effect ad the t,,,11ofax S,,,,*? of the Library Consul?
tants? Survey of 1957 an resulting Task Team Reports of
1958 is discussed ,in7Chapte (the CIA 'Library) of the
office hitpliclecaus of the overall impact on the Library*
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1. Early Developmental History
a. Objectives
In providing a central reference service to the
Central Intelligence Group (C13) and its successor, the
Central Intelligence Agency (CIA), as well as to the
intelligence community, the early managers of the Agency
recognized the need to develop a machine capability for
indexing and retrieving a staggering quantity of intelli-
gence documents? The resulting Intellofax System was
unique--no other government agency, no university or
library, and no commercial firm had anything 'Of its
type in operation. The name .was coined in 1949 by Pro
James M. Andrews, the first Assistant Director (AD) of
11.444/C44A
OCD? to describe the system that combined IBM and faceimile
reproduction techniques for intelligence documentation pur-
poses?
aa_anead4ect4,w-
file.s.)_JuLt-alea-et-er.
en a n
The actual authority for establishing the Intello-
fax System appeared in July 1947 in ORE Instruction 31-47, 25)(1A9a
1
entitled "Functions of the Reference Center.:
/W/RE, charged the Central Index and the Intelligence Docu-
ments Division to: '
(1) index, by business machine procedures, 1
the subject matter of all available reports,
and other documents of a foreign intelligence naturc
(2) classify and catalogue all intelligence documents
of a foreign intelligence nature available to cm.
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az. OR-2. Instruction 31-17? 15 July 47, sub: Fuetction of the. . a
Reference enter, 0 pages:4. and 4. S. kale: D H15to7
_
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25X1A5a1
25X1A5a1
ilg.II4RAEcinipment Needs
Chief of Central Index, was given the
responsibility for organizing and developing the initial essential
steps toward establishing a central indexing and filing system,
.in conformity with an earlier Interdepartmental Coordinating and
Planning Staff (ICAPS) recommendation in March 3_947. It soon be-
name apparent that no exisbing equipment would be capable of meeting
the need envisgtged.. Although an IBM punch card offered
great flexibility and speed in thehandling of thousands of cards,
each of which would represent a particular document, no card would
carry enough printed data to supply the researcher with titles
and descriptions of decurnnks.
--17A9a
During 1947
met with top management
the possibilities of the use of standard
Telefax machines
and the adaptation of these machines to the documentation problem.
AiticeAsident of said that his company would be willing to
cooperate with IBM in adapting the Telefax machine to aut5matically
reproduce bibliographic and subject abstract data typed on IBM
cards onto any type of paper that included a duplicating__
medium. This would answer the problem of preparingf.accession lists
and lists of abstracts requested.
/ eklYV)
? ?
.Canagement originally planned for a daily accession list f`thare------
docunents redaved and indexed, all of which would be abstracted.- 0
This planiWas given up in 1949 as entirely imActical and uneconthmidr
2/Memo,/Acting ChiefA Reference Center, ORE_ to Chief p Central Index
Approve A-ffeisaffecirAmorAeRobsof*ceauro, tro
)
eSV XSZ
es\filfter numerous meetings with oginvestigation
r4
0 of otheilt9gwaRks, such as
0? and a contract was let in January 1948, By July
o4 had produced the first of the Library Recorders and had
41)^)
completed the final design for the IBM card scanner.. Both awaited
Cl
ci-7:rix
the first 6 months of 1949; test runs were made during June, and
9
0 -1
0 ON the equipment was finAlly accepted in July. The Projects Review
ri
c0
ri 0
0 Committee (PRC) on 27 Ji4y. 1949 approved an amendment fo the origina
...N.4
ci-i 0
c.--; ?ri
contract, which had been for -6100,000, to increase the amount to
CO A ?./
$20310000
g 4
5. A
0 0 The Intellofax Card, or Faxcard,(see Figure 1) was
wo
crs:x.
g
4 an IBM punch card of standard share and dimensions, which bore on its
OCD approval. Experimenting and testing continded, and in January
,5!
1949 reported favorably on the equipment."
Progress reports were prepared periodically throughout
4-1 face up to 200 words of printed information-- the so-called
0
?-? bibliographic data: source, country, date, title, possible abstract,
pagination)and secn4ity classification. The corresponding coded,
punched and interpreted data appeared at one end of the card. The
cards were sorted, selected9and arranged by standard BM machinasr
and the printed information on the selected cards was transmitted
e6V
reproduced by facsimile process,
The equipment delivered in May 1950 was the second proto-
type resulting from the developmental engineering begun in nay 1948.
)Shakedowndtests were still being conducted in mid-1951 concurrent
e6v1,xszwith actual usagen Office of ComrninicilgficVIVSZ
tjtZerau C bVVI" g -sc to AD/CR, 29 July 48, sub:
co Volj. (in Machine Division 19a 5, I67344A)
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employee (and for-merly anpangineer with Finch)) was on
temporary du.t. with CC5-Axilppjaced in charge of the Fa.xcard
rm..)
equipment. He wrote to
Div4. `a-let-I-since September 1950 )that since the equipment
was not standard, additional development was anticipated before
the equipment's stability could be placed in a class with
if
that afforded by existing teletype machines.
The Intellofax tape, as it was known throughout the
entire Intellofax history, as originally a h.-inch-wide
tape prepared by the facsimile process. The "Intellofax
punch card was fed into a transmitter, which optically
scanned the printed information0 h. receiver received signals
from the trahamitters the printed information was impregnated
into a chemically treated tape, which was dried by a heat
process.
The early OCD managers had hoped to electronically-
transmit the Intellofax information to requesters in their
own office locations. As of 15 May 1950, six transmitters
and 12 receivers had been delivered .(see Figure 2)1Experi..
7
mentation continued throughout the summer months and
was +?-)
the first ttansraissionAstrictly local?transmitter and 0
rY'13'?
.1J
One receiver was placed in K Building in the Branch Library, but.ri
receiver side by side in t
security considerations and technical problems of transmission
were responsible for not continuing with what seemed like
,
i
1xt)OIJA6,
A , Utppian transmission phased The conpleted folded tapes
* 484trensferred to the Manage i
; '''.! 9 l000cii -9
25X %Dar ?
i
zplein.05, 1 1 June l''.. sub: Faxcard Equipmnt. U. (in
. -. - .. a . -, '1 .,..-p- _s,
11g ? ?
r-t
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c. Coding Schemes
(1) The Intelligence Subject Code
In conformity with the wishes of 'CAPS., the Central
IneLeY also took steps to prepare a unified subject classifica-
tion schemecallIIIIIII.cting Chief of the Reference
21
Center, wrote July 19/17:
Although the Reference Branch has taken the
initial steps in the direction of establishing
central indexing and filing procedures, any
',rained acceptance of the end product of these
investigations will depend upon joint action
of Ita CI.ntelligence Advisory Boar a and CM
representatives and the agenciesibfinal.
acceptance of the system decided upon.
25X1A9a Cn 114 JAY 19147 entered on dteGy as
Chief of Ahe Classification Unit of the Intelligence
Documents Division to work with the Central Index in
12/
developing a classification schedule for CM0
tt was soon evident that the War DepartmenVs
Basic Intelligence Directive (3ID) devised during
World War II for collect,ion purposes (although it had been
used for classification of documents in the G-2 Library in
Vienna immediately after the war) was not adequate. The
subjects listed in the BID were not sufficiently compre-
hensive to cover the ride range of subjects in intelligence
documents because it had been devised for Army purposes
only. The economic, political, and scLiritific sections
were woefully weak. It ?..raq decided to prepare a list of
subjects that would include those contained in the pro,
$1.ddicott r?? ___,em0 (2 above . Ann 114
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the Navy Monograph Guide, the abridged Dewey Deci-
mal system used by the State Department, and for
scientific subjects, the Voge Classification, pre-
pared and used by the Joint Research and Development
A-9e09611113D)
'sits to the parent organizations
using these classification schemes.
By August 191. Ys Classification Unit of
25X1A9a
three people, with the assistance of Norman Ball, a classi-
fication specialist from 3R-3D, had completed a general
framework of an all-inclusive classification schedule.
The major subject categories included Army, Navy, Air,
Political, Economic, Sociological, Scientific, Geographic,
and Biographic. On 22 August a familiarization meeting
was held with duly appointed representatives of the three
services. The participating IAB agencies agreed to de-
velop and/or revise their respective military categories
in the BID. To tho8e categories' would be added the
CIG contribution, consisting of the nonmilitary subjects.
Because the War Department was not inclined to change the
numbering system of'the BID (eight digits), it was to be
11/
used as the nucleus of the new classification system.
* OCD tried unsuccessfully to recruit Mk. Ball as a permanent
employee.
11/Intelligence Documents DWsion (Library) Monthly Status
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25X1 A9a 311Milwaa not veserttia,uaciastic about t he cc opera t, ioe. from t he
ZbAlkk
other agencies* and ilirad visited the State Department
Librarians vhowelconed a comprehensive expansion of the Armjs Navy)
and Air subject Classification but feltathat this expansion shoeV
be incorporated into the a'iridged Dewey* The representatives of the
IAB agencies seemed to feel that what CIG was trying to do with a
new classification would replace the classification each agency
was using* This wasp of courses the ultimatu aims but it would not
be realized even partially until the Air Force adopted the Intelligence
Subject Code Each representative took a cosmic view of the
fields746.1.eh were of primary interest to Mo
the. -whole structure of intelligence would be
deviations with its own scheme*
agency and argued that
imperil,Ted by any
chit
So th jr --eset about continuing with its oun classification*
?= 5 c
The first edition of the re-44etftegee-th____e_
was dated 15 March 1948* he Preface indicated
that the edition was provisional and that the subject headings were
intentionally kept rather general so that expansions and revisions
could be vide as experience required* There was no ..index to this
first edition. A b-1..eevei=orr-"Vh0t5 'Who? class wil;.;wih was,in the
0,11"4:4
original outline was deliberately omitted because -,e--g-lhe-,ioo-raohin
Intelligence Register as already indix-ing biographic informatio-
The main classes and
the number of notations (codes) were:
000 International Situation (32)
100 National Affairs (120)
12/ Memos Cs Central Index to AC/ Reference Center SP t
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File: Machine Divieion 1947-5 Jcib: -613-5h4141-51'le4*
W ma5tell- Copy of 13Cs.March 1946, U. File: Intenorn,7 Zerver,4,1
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200 :Army (139)
300 Navy (181)
400 Air Force (83)
500 Weaoons a nd Scientific Warfare (44)
600 Science and Technology (82)
700 Geography and Economics (232)
800 Social and Cultural Forces (67)
Total notations: 980
Each of the eight categories was broken doun t% provide,
as nearly as possible, for the needs of the agency chiefly
concerned.---' the A-6., Navy and Air sections folla447g closely
the patterns developed by the three services for their own use. The
other sections had been worked over in detail with the ORE
units chiefly concerned.
Chapters 100 through 800 retained their overl,
subject outline until the complete revision of the ISO in
November 1960. Further chapter subdivisions appeared throughout
1948, but it was not until November 1948 that the 600 and 700
sections were expanded to the full six-digit capacity llotted on the IBR
.N
card'. A relative'-index (alphabetical) Wageprinted at the same time,.
25X1A9a
who had reported for duty in the Library
on 9 February 1948, took over from mid-1948 as Chief
tt-r,
of the Analysis Section (formerly the Classification Unit). (She
remained head of the input or classification effort fo the intello-
25X1A9a SECRET
beeCiOrbfW0/ Ahlk6A4latga`60BUOV0600?C-9r,
ApprciettgcliEgrige ease .
41-v- Thi- %Wm w elnrt,Y"toaz. 100
25X,14
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for almost 20 years until the demise of the system
at the end of 19670 During the first 5 years she
worked closely with analysts of ORE (became the Office
of Research and Reports RRin November 1950) and the
uffice of Scientific Intelligence (OSI) in the continuous
revision process, to ensure more effective organization
of the information in documents. These research analysts
pointed out deficiencies in certain subject fields and suggested
appropriate changes. Host suggestions benefited and
improved the ISO; others reflected only parochial needs of
insistent and narrae-in-outlook requesters who raised their
subject specialty out of all proportion to the entire
scheme of Imowledge. The latter type of requester 'made
one section of the ISO look ridiculous' hich was later
used as en example of wh.t not to do when constructing
a classification scheme: the subject code for Plant Patholo-
gY (632.4) was subdivided into 68 different codes for
wheat, rye, barley, oats, and miscellaneous crop diseases,
with the name in English followed by the scientific term in
Latin.
The 1949 ISO resembled the original 1948 edition
only in the eight major chapter headings. ,Within each
chapter much restructuring took place. A new heading for
Communismwas added, and this 114 section becare the most
nidely used arid remembered throughout the book. Geography
was moved from the 700 to the 6C0 chapter. In 19500
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after the Library decided to catalog books according to the ISC,
a 900 chapter (Organization of Information) was added.
The history of the ISC was a history of change ant4...?
and. were:iduced to
hoped-for improvement. 980 codes grew tm 15,000 Itr1959-t,t
,000 in 1960. A review of the master copies of the ISC during these 20 years:
reveals rm*rpages of revisions. New tions were pub-
**
lished in 1954, 1957, 1960, 1962, 1964, and 1.6141, 19$70
Changes in subject codes necessitated the ;reparation
Of IlereT cards. The printed information was transferred from
the old card to the new card by reans of a heat process,
whereas the punched data were cOnvertedbymadhine
u-Aftatice-to the new codes. This vas a tint-consuming
process and caused machine backlogs. .
25X1X8
All Classification schemes have linitations, and the
ISC was no exception, particu1ar3y. since coda expansion
was tied into the allotted spaces on the IBM card.
By 1950 it had become evident that certain aspects of
information could be uniformly applied to almost all
commodity and equipment subject codes in the 700 chapter.
The Library and ED personnel developed a list of one-to--
two-digit "action" or prefix modifier codes for such refinemeiits
of the subject-, -?as production data, imports-exports, repair, procurement op
codes-2
4:
* See abter on-,the Library
**For discussion of the con lete revision of the ISC in 1960, see
page CI
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25X1 X8
25X1X8
Approved )91113 oickkii.A449.9? WC OP UP caqa
sheet by placing a slash between the modifier and the subject
25X1 A9a
code. For example, the production of coal was wriitQn,as 73501, 271
extra punch (cailoti an toverpunci*)
slash appeared on the IBM card
(4.sit;jdt field)?
This importan.t change in the coding process eventually
extended to other chapters of the ISC0 Prefix modifiers were
applied to the military chapters in 1.954 for such aspects as
security, vulnerability, sabotage, order of battle, specifications, anc
descriptions of military equipment. Other devices to show
as an- above r ciblumns 31-6
41*
doding specifications were inaugurated as the need arose.
211
(2)) Area Classif.ication
141-2I-5-In their 1947 plans for the developrent of a
classification scheme, chose the
the best and most
Mar) Service (ANS) Library Area Classification as
adaptable system for coding geographic areas ? According to this
system, the world was divided into 26 main divisions, A through Z.
each gpiskareitilirtia avision was fke. subdivided, moving from
right to left with a numeric designation? For example:
11 Europe,
OA Scandinavia
-1111 Denmark
21M Finland
31M Norway 141M Northern Sweden
43,,m Sweden Soytherlaweden
The professional personnel who provided input to the Intellofax
System were called by various titles: classifiers, indexers, coders
(the most common, but the least professional), and finally
Library or document analysts? In this discussion, they will be
referred to as classifiers.
it* See early editions o r the ISO
V/Analysis Branch Archival Folder-Area. Codes 121 Intellofax Historical
Files in ISCT
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AMS did not maintain its area classification on an-to-
date basis; therefore, the Analysis Branch was constantly
expanding thtcode and updating it to specific Intellofax
needs) as in the_ca.se of developing and emerging nation's.
Rilated Areas
TWO years of experience pointed up the inability of
being able to show any area relationships. This came to
a head with the 1950 Korean War, when it became necessary to
be able to show- on combination of Corenunist China, USSR,
North Korea, South Koreas or the United States. The entire
punching area of the IBM card(other than the subject fields
-which always remained the first six:fields) vas revamped,
eliminating certain codes that did not seem necessary, such
as day of information, and adding two two-digit abbreviated
area codes to be used as related or secondary areas in cblumns
15-22.
WArea File
Theadvent of the Korean 'War o brought out the need
for a separate e arramed by area. Requests coming in for
everything on Korea ould no be answered quickly because the
primary file arrangem t , the Intellofax cards vas by
subject code. Beginning SepteMber 1950, ND started an
adjunct Area File by epa g one extra card for eadh
main area. (There
s no card lied by related area.) No
subject code va punched into thi card. The Area File continued
to serve effe ively in retrieving al information on smaller
NitektveckEtor ReietstGit
Procedure Manuarin
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areas, such as ()blasts of the USSR and, the provinces of -
China. Becav, the Area File grew so apidly andwas con-
sequently usele a for large areas its set-up without
subject co6e punc es, the Lib ry s Analysis and Reference
* (Ff4P
BrancheWin11.9 eo e an reement, concurred in by ED,
that area cards would ot be prepared forWestern Eur
16
countries USSR, co, Australia, and New Zealand.
In 1955 other imp ant change was made in the Area File0
The classifie underlined one subject/area combination
considered uot representative the whole document. The entire
six-dig subject code vas punche into the area card,
but hin a given area the card was ed only by the Eirst
e digits of the ISC
kek.,
fi ,-eAe"'ta.
oiloa4
,,(444_, ?24-4-(
* From the very inception of the Intellofax System, retrieval
responsibility was placed with the reference libraria,
because Intellofax queries were considered no different
from other reference questionit,See,Fhapter. ocument Division:
--..
or transfer of responsibilitylevember 1 o 0,
Area UndeTaining, 23 Feb 1954. (in opecit I5, above)
/
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Other bodes
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Aptp'-flo
Miscellaneous Codes
(a? Security Classification
With the completion of the ISC('although there mouldAbontinual
revision) and the adoption of the ANS Area Classification, thought
was also given to other necessary codes to be punched into the IMA
card for complete retrieval. Dr. Andrews issued a memorandum on
3 January 1949 establishing -..r/inifonftf,cod to be used in
all OCD kz c9ding operations. The Intellofax System Procedure
?
. e917/
' dhow the security
classifications with various controls that evolved as more and
more non-CIA requesters tsed the System. These codes enabled
if necessary,
ND to eliminate,certain document citations with controls such
A
as Controlled Dissemination, Warning Notice-Sensitive Sources,
No Dissemination ;Aloroad)and No Foreign Dissemination.
_ it,p?w; q
(14 Source Locato0
(Eor:,Souree Card File, see page 4 )
In June 1948 the Library issued Library. Bulletin
No. 142ntitled"The Locator Systemo" 'it explained that
the intelligence document files in the Library had been set up
amcording to codes Sap sourcer, Arbitrary tmte
designations were established to differentiate between
r ports
attache-t3rpeA so-called "A" type ? and finiShed intelligence
reports ,so-called "S" type
o These'sonrce codes were also
used
on the Intallefirz punch ga,r51. For exmtple. 05A7552 refe7re.d
to an Army Attache' reperrt from Manila* 11!.-...4plaa:4-?Y:jit,:fr., (see Figure
? , e
,J1 Fr-' ? ?? ? ? --? ? ,
a/Procedure Manuals (op. cl,:fr? 2.5, above)
ecj*
03.7xsis Bram*, Archival Folder-Source Locator a in Intellofax Historical
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By 1 Jure 1949 it was necessary to Issue a second bulletin
because of numerous changes in organizational divisions of government
agencies. By February 1950 the ctr4itrz,17 "A" and "S'l type designations
were no longer punched into the Intellofax card*
The six-digit source locators remained basically unchanged until
NAY' 1954, when specific city or post locators for Amy, Navy:end
Air attache,reporta were po longer considered necessary for
retrieval. By January 1956 only the two-digit source locator
was used for everything except CIA, foreign government reportd_,
and Top Secret documents.
The coding schemes described in the prebious pages provided
selectivity in retrieval. Requesters were always urged to be as specific
as possible on subject requests and not to ask for too general a subject,
such as Politics (the entire 100 chapterof the ISO-France,The only
reason for a six-digit ISC was to pinpoint specific subjects, if
possible. Provincial breakdowns of the USSR and China helped area
specialists. Requesters were also re4nded that the date of publication
was punched in the IBM card. Wkr ask for all years when only 1950 was
needed? Security classification and source specificity were part of the
retrieval picture, although not requested as often as subject, area and
date limitqlAnns.
The folloulng is a typical request using all the code
parameters:
25X6
* Source loc 2U'J.L9 2
06-De1ense in general; 07-14 Other government agencies; 15-Executi1Te,
Legislative and Judicial Branches; 16-NolOo7ernment; 17-International
Organizations; 18-Foreign Governments _//
CLPSg1442tILAx-"Zf-TM-
Approli
111
- - a
25X1X8
2-
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of severe 1952 manpower cuts and because thefl Registers
picked up the personality and indusI plant informatiom
found in the Daily Reports. OpeCebruary the Library
discontinued the coding of all radio broadcast information
Although the IBM card were retired to the Records Center,
the Library retairmd a master printed form tf all the
coding effor?
/he,iSsue of the desirability of reestablishing a
, /
mac1th6 index to the FBIS Daily- Reports was raised periodicarly.
(2) Early Intelloft= Cover
With the publication of the ISO in March 1948 it was
possible to start indming in earnest., The fat efforts
were confined to 00-B re orts suedplff the Office of Operations.
(00) Conte One Trnsmittal Sheet was prepared for
each document: It contained a bibliographic statement (source,
-document number, country, date of publication, date of
information, title, and security classificaticn); an abstract
of the contents, and pertinent codes. Until the Central indax
had typing personnel and reproducing equipment to type and re-
produce abstracts on the tabulating cards, oaly the punched
data appeared on the IBM cards; the Transmittal Sheets were
Mod iji,.the 14ibrar7 by som.ceo
IC- See IOF nensultants Report of 1957 in 111:xE------3---'L.,,?,{ibrarY)
. and the 11111Berner Project of 1958 in hilldnthe&mimant Divisio
EyOperating Memo-Central Index, 12 /14y. 1948, sub: Index 'Cards for 00/B.'
Report Interim Procedure for processing of. U. (in Machine Division
1947 04427t1)
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tr-
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
Flans 1,000
for the receipt of decumsnts a day.
Experience already showed that a classifier coil -1 abstract only
25X1 A9a Zif
30 documents a day. Mr, noted that a Tb O of
20 professionals in the Analysis Sectioa mould not
provide adequate manpower to abstract every document, In
NoveMber 1948 the current intake was between 400 and 500
items a day, The 1948 backlog of apprmdmately 12,000
SO (predecessor of CS documents from the Clandestine Services)
and 3,000 other CIA. reports was decreasing by 150 iters.per day?
Of the backlog of non-CIA reports it was 'estimated that
five percent of the 1549000 items would not warrant
indexing because of content. The unclaseified and
restricted documents for 1948 were indexed by Special Projects
# 1 ("the pool"), Documents issued in 1946 and 1947 were
? processed but only those of priority areaa of interest. 14/.0
Becker stated that it appeared possible that "me can set
a 1 January 1949 target for providing daily tab-fax
service," And this did occur.
EZ/Memo, Chief, Library to AD/CD, 10 Nov 489 sub: Classifica-
tion and Indexing of CIA Library Documents, Status of. C.
Approved For ReleasSildloliaRT31.9e1A4k1:44'.041R000300100001-9
d For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
Heayy backlogs frequently fequired stringent measures
that affected coverage For 4 months in 1949 unclassified
State Department despatobee were nab indexed. This was
briefly expanded to include any document from Greece, Turnor
African and Latin American posts. No effort was rade later 'to
fill this void.
Document eoverege rose from 44681 docuzents in 1948
to 227,206 in 2950 or a total of 414,329 doceeents indexed
12
into the IntellofaxSysteatthelirst 3 yerg.T.hsre are no
A
comparable figuree aye-Ilene on the number of Intellofax
requests received in this sails ieetiod. From 1951 through, 195,3
-,
requests . i_ Jgoreraged 3111 raonth3,7
in 1
207./vokeghishe*ere,frora outside CTIF?Aechart-prepareVor he
Ckrk tcemnittOre tiegett-the anretal
the Irxtellofax System (ggur- a 3 )
By 1953 increased emphasis vas given to indexing all ,
available raterial on China by three projects in conjunction
rith the Foreign Document Division (FDD): (a) the Chinese Periodir
cal Index; (b) Chinese Annotated Bibliography; and (c) the
Chinese EceonomIc Statistical Charts (CESCX. The CESC project of
3:957 items ras completed by-a classifiersof Chinese extraction
in the Analysis Branch by March 1954.
1947-52
:,4y:ZO Statistical reboits ' on Reel No. 1 (in V
1.9/00D Statistical Reportm 1953-54 aa Reel
SECRET
????????????.
7npd.7411
downgroding and
/Jac/osscation
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Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
(3-1
Approved
Aiede
Early in the indexing process it became apparent
that certain documents dealt with informatior of
little or no intelligence value for retrieval purposes?
Neerei
The term "LN-arnar-* was coirad to represent those documents
14144-04.. ... would not be indexed into the Intellofax System.
Originally these lere documents of a purely administrative
nature. As the System grew: hogever: more subjective
judgment as to the value of certain information for Intellorax
retrieval purposes was exercisediand .the list of TIODEX items
grew and changed. In some cases: it was subject information
w as
- -
rejected.. in other cases it was an entire series:0
Thr-
. The whole question of what should be nodexed
was -v-Z.:117.. much debated throughout the entire Intello.fax history-.
No two researchers agreed hand much criticism as levied on the
System because of certain N / decisions
1;t4. A.,41
4
The selection out criteria thd
ofax---5y' sbent fell mon the classifierotar-l-ee---
a eirumexxt en'J. 0.,duace
ghe Incoming and Dispatch Unit of t he Library seeFt. recognized
certain series, such as Army Who's Who ileports. These were
LU
eh-Envelope.
batched separately and did not even come to the.
fl.14402Pok
14kx-in--TT-T-75-W W-11
SECRET
GROUP I
Excluded from automatic
downgrading and
declastlficotton
,
f A ?
1
r)L6
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
The ear3zr 1950
19/
series as:
Standards indiuded such topics or
ao Purely a.tirriinistrative matters
be Consular or comrsrc-lal functions (replies to
complaints of Americans about lack of service)
o. Notification of change in security classification
do Agendas of various international committees
e. Order of battle (considered a military responsibili-b
10 Transmittals of enclosures not attached and. not
described adequately. enough for indexing
go Industrial Cd File (OF) reports givi'ng prirorny
plant data (and, therefore, an Industrial Itegister
responsibility)
ho Who's Who reports
io Joint Wee kas (considered, cables)
Out of 17,367 documents processed in January 1951, 1,125 or six
percent of the total were nodextdo
A printed list entitled 914' Stan/lards from Start of the
Intellofax System to July 1966" is indicative of the colorful
22/
history of the NOM program* Translations and FDD products
were particu3.ar- targets for chaneng criteria as tl's
following dates sIxw from the Intellofax Chronology':
August 3.954 Nodex FDD Smnmaries and Reference Ail
October 1960 Nodex unclassified translations
July 1963 Nodex all translations
Sept 1963 Exception made on translations from
about Comminist Ch1z2a
Feb 1964 Nodex aU translations from newspape
magazines, and books
Index all others
March 1965 Ind eat FDD Summaries
The mAcrofilming of 1045t6 drEoussa7a6fig 'wttliTthe
microfilm criteria on page ,
22/Procedure Manuals (15, above)
33jPracedure Ilanuals C15, abov0
Approved For R ee208111291013mEllOgRafte4a0951R000300100001-9
Approved For Rea:ie.-406)6d: Cl2RDP84-00951R000300100001-9
25X1A
6g, ios- 55-Toni
Approved For Release 2000/09103 :_Cl A - -4.-00951R000300100001-9
(f /
Appr9efF?4ease 2000/09/03 : CIA-RDP84-00951R00030,0100001-9
36,f7,/ Vep,
/G15'
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
L
444?e
t*::siorsEliFor Release 00/09/03 : CIA-RDP -00951R?200100001-9
//,-/
akt ot -e4
/9,
/at
[5, cf-/3
c 3 3 /
) 9f 7
LC; 73 Y-
01,
pc-05k
r (d
)
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rpMICed For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
1
byA
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Appendix C
Approved For Release 2000/09/03 : CIA-RDP84-0095131040300100001-9
Intllofax Statistic al ? Surra,g*
Costa luiPersonnal
Fiscal Year
TA1 .L.LE1-22ft,
1963 120.5 $1;014,303
1964 111.4 1,1070314
1965 107.6 1,0870230
1966 98.9 972,719
tenofa_i_xn-outd..._ (Docum2nts)
Fiscal Year
Nodexed
1963 -1-970705
196h 138,862
1965
133,319
1966 120,112
1967222 116,282
intenofaxouests
...._____-...
Fiscal
ear
CIA
1963 1,77 935
1964 1,494 877 2,171
1965 1,237 994 2,231
1966 1,356 1,099 2,455
Indexed
Total
10,316
309,021
113,988
2{)1850
170,256
3030575
1700704
2902816
175,028
2912310
Non-CTA
Total
Year
Intellefax Output
Fiscal
References Furbished Documents Furnished
1963 ?127-4-87-
1964 3262911 127,234
1965 310,017 1240389
1966 394,626 101,644
3
Ppprpcyne..50t90819eMe09149%(%SlfkApriA411999K1392ANOMM 23/ 12 Se
pt 66
3. File: CRS Historical Files K-109h
TAM nr7-4 104'7_ 4n Tn-1-4-,A11ocrn,r T-T4o-knlAnnl W41n, 4, Tqr.
4.
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
Intellofax Statistics (q)ntinued)
. 22,2
Intellofax Files (IBM Cards)
"B" File (1948-Nov 60) 7,551,000 (exclusive of separate area file)
"A" File (Nov 1960-67) . )4950,000
Documnt Images
Aperture Cards 3,778.06
Hard. Copy floolaments 2,920,021
Microfilm Reels 12,556
515avoo
Source Card File (Cards) 127/
(sPP0)
40/ CR3 EDP Support Division, May 73
4 CRS Document and Pictorial Services Division, My 1973
ed.1-111-6r Release 2000/09/03 : CIA-RDP84-00951R0003001?00001-9
Ilnellorax
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APPENDIX C * 123/
Intellofax Statistical Summary
Cost and Personnel
Fiscal Year
Tb O
Budget
1963
120.5
$1,074,303
1964
111.4
1,107,314
1965
107.6
1,087,230
1966
98.9
972,719
Intellofax Input (Documents)
Nodexed.
Indexed
Total
1949
105,910
1950
227,106
1951
220,352
1952
220,200
1953
227,292
1954
207,228
1955
182,916
1956
235,608
1957
261,300
1958
207,341
1959
193,951
1960
259,100
1961
298,900
1962
288,000
1963
158,205
150,816
309,021
1964
138,862
143,988
282,850
1965
133,319
170,256
303,575
1966
120,112
170,704
290,816
1967
116,282
175,028
291,310
Intellofax Requests
CIA
Non-CIA
Total
1959
1,386
684
2,070
1960
1,900
1961
2,250
1962
2,300
1963
1,519
935
2,454
1964
1,494
877
2,371
1965
1,237
994
2,231
1966
1,356455
;-,099
2,
* Statistics are not available in all categories or each of the
20 years Of Intellofax. Methods of reporting statistical data were not
always the same and therefore there is some variance in figures.
123/ Intelligence Material Received, Processed, and Disseminated in OCD/
OCR) 1949-57. S. File: OCR Yearly Statistical Tables 1947-57
Job: 59-875/1; OCR Annual Reports 1958-65. S. Job: 68-487/4;
OCR Non-Codeword Storage and Services Program. The IntaLlofax System.
22 Sept 66. S. File: CRS Historical Files K-109h; OCR 1967 Surveys
in Intellofax Historical Files in ISG
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
Approved For Release 2000/09fkerltRDP84-00951R000300100001-9
No Foreign Dissem
SECRET
Approved For Release 2000/0V/6Vie1RAI5P84-00951R000300100001-9
GROUP 1
Excluded from automatic
downgrading and
declassification
Approved For Release 2 /09/0 -RDP -00951R000300100001-9
25X1A
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
03 : CIA-RDP84-00951R000300100001-9
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
25X1 X8
0100001-9
0100001-9
25X1
proved For Release 2000119103 : CIA-RDP84-00951R000300100001-9
25X1 X8
i...-.1 1 1 1 .
. ss
III II 1111
Approved For Release 2010/09/03 : CIA-RDP84-00951R000300100001-9
25X1 X8
'
25X1 X8
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
25X1 X8 Approved For Release 200 -RDP84-00951R000300400001
Approved For Release 22O06903 : CIA-RDP84-00951R000300100001-9
25X1 X8
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
25X1 X8
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
25X1A9a
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i-n_cconmy_...was-te-pechtee--thrr"InnerIng-of tellaterat-thrruments- for
intellofax by, abeut 21 percemts This-was- aecorrplishad
inoreasing-4he-rrarber- of docuients to be nodexed.
25X1A9a
Both
in his 1966 study of OCR entitled
techoosing the OCR File Sy-stem" and the 1967 user study group,
appointed by Mr= to stuct- OCR's information retrieval services,
opted- far-recommended shallow indexingif or most inf-tr ft:tient:lank-
i21-.depth. indexing in the -case of selected categories, such tar critical
areas-of-the twortd.---reva f-suctlearm-tu.altetag
The User Study Group indicated that users requested in-depth
indexing only for military-related subjects in critical areas of the world.
The Intellofax System therefore,. in the ORS reorganization
of September 1967, ove weir to a relative1,7 inexpensive computerp
assisted irxdexing and retrieval system through which CRS could
get minimal control over that portion of the document flew that had
to be controlled at all. The ISC was replaced by a greatly modified
1
version of the CHIVE Subject Irxtelligence Code which had a combination
of the SR coding schene and the ISO.
After 20 yeqrs of operaticn the Intellofax System was
still unique. It was the onr systaxn in- the intellirefice?MITtrifitty
that
wttich eneempaszed e2.3. -zmoveaztraw informa.ti_en, reports provided machine
vsC5
retrieval to all information reports issued by nrnib?gencies -e-f--tilas.
intelligence d'ern, It finally ogical d evelopments
In the computer f1e1dteraret14,-
25X1X8
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
utagsta Olatod ON
IJILDAS
uo9ow9iI3opap
puo 6u!poJeumop
;!4011.101110 WOJi poi:ming
anotio
ULOSSla 2.110,10.4 ON
Approved For Release 2000/0916MASRDP84-00951R000300100001-9
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
Conclusion
NO one doubted that the Intellofax System WAS
a high cost operation. Intellofax questions made up only
10-15 percent of the total number of reference questions put
to OCR. During most of Intellofax history, an average of 30
people were directly associated with the necessary indecing
operations. Another 50-60 operated the IBM equipment
and conducted auxiliary operations, such as microfilming and
DARE, exclusively in support of Intellofax.
The depth of indexing issua'Sad been with lantellofax
during its entire 20 year histoxf. Some analyst oeigiaaited,*t
s
AF from Erzeriogsge--
tbny-weicived4A
Intellofaxl ethers tO 'the ethvwi slag
they-teatrot5iVnon4pecialists witivedti-htk?statrblve
bgitgtoun couId/not index sufXiciently in depth A(FE.Itzmwd41.43,_
-
tWe-Fe7iWSTa -eaciugli:Aipeede4eiexause they Acked substantive
backgroFid? As with most inde4ng ii/aallida operations there
was the constant battle between too much vs:too little.
:,?'urveys =4 user studio-a- dnring-i the-
ok5 t49,4-
Faced with T/0 and budget cuts. the Director of
Central Reference during the 1965-67 years looked at the
IntellofaxSysten.--as-with saa-etiter-OOR--syst-esse, .91th a critical
Surveys-and-ezertudiera Should there be more in-depth
indexing as CHIVE !es planning or should Mere be shallow
1. FN-Al
indexing*Whichever way OCR went, the Intellofax System
as it had been operating for 20 years was doomed. The-ittetrafftep----
IApproved For Release 20 0/09/03 : CIA-RDP84-00951R0003001000011-9
a
Approved For Release 2000/09/03: CIA-RDP84-00951R000300100001-9
wassia OpJog ON
IgNOIS
uoitow,nssol"P
pup eulpoifiumep
s!iowoino wOJ papnpx3
dI10110
manta ulaJog ON
JLTIDIS
A roved For Release 2000/09/03 : C
E..
Approved For ReleasfAiRCIRIM3cnight-BRE84-00951R000300100001-9
25X1A
Cost a nd Personnel 4
Intellofax File"(
separate
"B" File (1948-Nov60) 7,551,000 (exciusive of 66t6( area file)
"A" File (Nov 1960-J1967) 4;950,000
Document images
Aperture Cards 3,778,962
Hard copy documents 2,920,021
Microfilm Reels 12,556
Source Card File
5,500,000 (app.) cards
'k-CRS EDP Support Divisons May 1973
** CRS Document and Pictorial Services Division May 1973
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
Approved For Release 2000/02973a:u9A-FRD84-00951R000300100001-9
,LANDIS
tiownipsopap
pup BuipoAumop
3!401/101f10 woJ pepllinta
df102I0
tudsva op./0d oN
Approved For Release 2000/09/0441AYDP84-00951R000300100001-9
Approved For Release 2000/09/03: CIA-RDP84-00951R000300100001-9
Intellofax Input. V/
Fiscal Year
Nodexed
Inaered
Total
1963
158,205
150,816
309,021
1964
138,662
143,988
288,850
1965
133,319
170,256
3033575
1966
120,112
170,704
290,816
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
Approved For Release 2000/0M3a:g),ARRF84-00951R000300100001-9
IDIS
uownwssopap
puo Butpo..18umop
agowokno wog popning
I eon
mama otatod ON
Approved For Release 2000/09/0bRf1AXtuP84-00951R000300100001-9
Approved For Release 21000/09/03 : CIA-RDP84-00951R000300100001-9
Intellofax equests
Fiscal Year
CIA Non-CIA Total
1959 lour 6e4 2,070
1960 1,900
1961 2,250
1962 2,300
1963 1,519 935 2,454
1964 1,494 377 2,371
1965 1,237 914 2,231
1966 1,356 1,099 2245
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
Approved For Release 2000/09/AliRl1fDP84-00951R000300100001-9
No Foreign Dissem
CENTRAL
REFERENCE SERVICE
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
Approved For Release 2o6tWo3c: CIA-RDP84-00951R000300100001-9
25X1A
Intellofax statistical suramsor
Cost a rd Personnel
intellofax Input (Documents)
Fiscal Year 1949
1950
1951
1952
1953
1993
1955
1956
1957
1958
1959
1960
1961
1962
1914C?
105,910 2e
1960
220,352
220,200
227,292
207,228
182.916
235,608
261,300
207,3/41
193,951
259,100
298,900
288,000
1965 1,237 994 2,231
1966 1,356 1,099 20455
Int lofax Output
Fiscal Year
References Fur4lahed Documents Furnished
1963 12i-04d2
1964 127323k
1965 310;t17_, 3214,389
1966 394,626 / 1046111.
25X 1 A9_1/
h AppramerthidetaelesakelgeOeWORGRdcGIANFOAK4Tfle9SIRCOM031600414 Sept 66
S. File: CRS Historical Files K.109h
124/ OCR Surveys, 1967. in Intellofax Historical Files in ISO
Approved For Release 2000/0013d W84-00951R000300100001-9
JAIIDAS
uoliotossopap
puo 13u!pogiumop
*!4ousoAno wog popnpa
anoso
ItIOSSUI ttfatOd ON
Approved For Release 2000/0910VRI1AWDP84-00951R000300100001-9
Approved For Release 20 0/09/03 : CIA-RDP84-00951R000300100001
(i4 A4'1 cAe,
a.Act, - GQ:dest-it/
ZON'D
mit dji74144f 44 /L'it/'?
,./040/4t,v
Approved For Release 2010/09/03 : CIA-RDP84-00951R000300100001
-9
-9
Intellofax.91
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
Finale
No one doubted that the Intellofax System was a high
cost operation. intellofax questions made ui only 10-15
percent of the total nuMber of reference questions put to OCR.
During most oigtellofax history, an average of 30 people
were directly associated with the necessary indexing operation.
Another 50-60 operated the IBM equipment an0 conducted auxiliary
operations, such as microfilming and DARE, exclusively in support
Intellofax.
Faced with T/0 and budget cute on the one hand and the
prospect ofdKpollsive CHIVE on the others the Utioestool-eilp%-aentrei
RoferoneeCILduElke_1964-67 looked at the Intellofax
SYstem with a critical eyei Should 'cllere be more in-depth
indexing as CHIVE was planning or ahould there be shallow indexing
as an economy measure? Whichever way OCR wents the Intellofax
Systemlls it had been operating for 20 years was doomed.
25X1A9a
Both appipipmmoin his 1966 study of OCR entitled
la/
"Choosing the 11 system" and the 1967 User Study Group
recomended Shallow inddxing for most information.!re User Studv Group
indicated that users requested ift-depth indexing on for military-
122
related subjects in critical areas of the world.
25X1A9a *1===lans and Technology Officer, OCI, chaired a DWI
Study %roup. xf Agency representatives
established a user St uer Group/)to conduct a study. of OCR
th' .,,,,,,.rieval services.
12
Dec 66, sub: services.
the OCR File System. S.
ft :
older Job: 68-.l87/1
222/memo, D/CR to DWI, 14 Apr 67, sub: Re-examination of OCR's role.
Attachment A. Summary of User :Requirements. S. File: Chrono 1967 Job: 69.
592/1
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
Approved For Release 2000/ORRk94-RDP84-00951R000300100001-9
No Foreign Dissem
SECRET
Approved For Release 2000/karrel TATP84-00951R000300100001-9
GROUP 1
Excluded from automatic
downgrading and
declassification
inte11ofax-92
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
he Intellofax Syste therefore)in the CRS reoranization
of September 1967) eve way to a relatively inexpensiv!icomputer-
assisted indexing and retrieval system through which 0113
could et rinimel control ovIr that portion of the document
flow that had to be controlled at all. The ISC was replaced by a
greatly modified version of the CHIVE Subject Intelligence Cod!)
which had been a combination of the ISO and the SR coding scheme.
Gla"t
in spite of the ma7 criticisms levied law it, ranging from
too many references reritved to too few, the Intellofax
System iwir.ateitehrel.was unique. It was the only
in the intelligence community that provided machine retrieval
all information reports issued by USIB member agencies* It
finally bowed to the needs of the all-source world in an improved
input and retrieval rapabilay of the computers
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
Approved For Release 2000/09AVS4?TRDP84-00951R000300100001-9
No Foreign Dissem
SECRET
Approved For Release 2000/64/6aRI5P84-00951R000300100001-9
GROUP 1
Excluded from automatic
downgrading and
declassification
proved For Relea2MOR2609/03 : CIA-RDP84-00951R000300100001-9
Impact of CHIVE on Document Division
is Bra
In October 1964 four A
for .9=moutiev?
detailed to CHIVE for t
including the Branch chief
oh nnalysto were
.-eckt,L4A,
indexing experiment",
m Curtailment of OCR Activities for CHIVE" 2eme from Vance to DWI CONF
/28 Sept 65 (in CHRONO 65 Box 71-21/1)
CR 1...4
23 Opt 66
a. Recluse indexing of incoming collateral documents fees Intellofax
by about 25%. This will be accp.slished by greater selectivity
of specific items to be index6d. As we index about 60% of collateral
items received now, we would be moof reducing this to about 45%
ewer the coming years until we can hopefully develop a Keyword in
Context (KWIC) index to pick up the slack.
b. aeduce dissemination of incoming doements by (1) eliminating
sone duplicate hard copy cissedination of special intelligence reports
by specific series, (2) eliminating the dissemination of FBIS rejects to
components of ORR and (3) seeYing toreduce lower priority
dissemination requirements of the various components of the Agency.
Continuing the program to transform OCR to an all..
in Septedbef 1966
seurxe service role, the Dim announced the creation of three
new divisions to be reconstituted from the Mkehilso Divisions
Special Registers Document Division and a portion of the CIA
Library. 0/0040/%01(/ The dissemination
25X1 A9j0 or i VddJ constituted the Dissemination and Files
( 1)
Division whereas the indexing functions joined the new Indexing
and Services Division
25X1A9a
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Approved For Release 2089R9h5E144.19T4-00951R000300100001-9
No Foreign Dissem
CONFIDENTIAL
GROUP 1
Excluded from automatic
downgrading and
declassification
_N_o Foreign Dissem
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
Approved For Release 2000/09/03,: CIA-RDP84-00951R000300100001
rfloommlwalii."006"."1111111.1111111111"0110011111111111111111100011411161110111.11.0"6101111?1011111011111.11111111011.1011
25X1A9a
co/8
2:141
i'2A'&1kA9)Al
kr")
t
Li
9
Lit
-9
/, _21
ttt
f)d i)
/4',15 11 yoy, ,ii sLIL
Yr&
25X1A9a
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-9
Approved For Release 2010/09/03 : CIA-RDP84-00951R000300100001
25X1 X8
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-9
-9
Approved For Release 2000/09?FROP84-00951R000300100001-9
Intellofpx Criticism
The greptest number of Expressed criticisms of the OCR support
Pctivities cnn be related more directly to collaterpl document retrie-al
(Intellofpx) than to pny other single "subsystem" (Briggs paper to
Acting AD/CR, dtd. Mpy 65 "Proposed OCR ?rganization Group PI in
Chrono 1965 Box 71-21)
A proposP1 to reorgpnizn so that special iy104i0g intelligence
Group A
nnd Group B indexing be remo-ee from SR end combined under one manngement with
Intellofax (Document Division) indexing roe not considered fensible
as e pre-CHIVE action. (see Briggs paper above)
OJ) 14C41/44?-"A:17(11
25X1A9a , I
MMilli?1 r
.") try\
iv6,4, ,,, cc--
."7
(lok,?i, 0,1 ?
C./ cleA 0-
SECRET
GROUP 1
Excluded from automatic
downgrading and
declassification
Approved For ?Retease-2000/09t03- :-et-A-LRI:Walt=00951-R0003-00t00001
4- \Aka Release 2010/g1ira-RDP84-00951R000300100001-9
Intellofax is a high cost operation. Intellofax questions
make up only 10-1_5% of the total number of questions put to
the information section of the IT. Some 30 people are directly
associated with the necessary coding operation. Another 50-60
people operate the IBM equipment and conduct auxiliary operations
exclusively in support on Intellofax. While I. questions make up
a small prcentage of total requests, these result in
yurning up a large percentage of the total number of references
given to usnrs. One-half the searchesmade yield in excess of
100 references which are relevant to the question posed.
Some of the difficulties of the I. System are inherent in
the scheme of things
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Approved For Release 2000/09WcRI-IRDP84-00951R000300100001-9
No Foreign Dissem
SECRET
Approved For Release 2000/0?f050!*e&A12015P84-00951R000300100001-9
GROUP 1
Excluded from automatic
downgrading and
declassification
Approved For Release 20 0/09/03 : CIA-RDP84-00951R000300100001-9
25X1X8
Approved For Re ase 2 '/09/03: -RDP 4-00951R
(Y5
00j,00091 -9
(ACT
n/WitY
I?IpLeiti c4t7
46A
--Aot
Lte
-11), ciqt ketukt
cv5ivr 0/17
Warpe1a1 rAld.
71-1
M(:4 (et/4(611
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Page 83
1
APP62
RON
CIA-RPP84-00951R000300100001-9
cept DARE)
Along with the chapgesils, input and systems
design in he Intellofax System in the 1960's came
lismr-improvements in the equipment used in the various facets
of the System. MD continued its efforts to find technological inno-
vations that seemed to hold promise for a better system. Some proved
successfulf whesSee others did not.
7
An IBM-type 108 card selector that operated at ism cards per
minute and two IBM 088 collators that operated speedAp to lpoo
cat
A
copies per minute were installed to replace slower machines.
The card input portion of the Intellofax System was programmed in 1964
for ailIBM 1401 comput5anll this part of the operation was performed in
itgir
OC-s
$ producing le a significant savings
in manpower and faster input. (./f particular significance was the extent
to which the computer was used to generate the contents of the files and
"?fiAhle4itAtiviii) n /.4 Mao ?reeiLL
V116
MD replaced the Intellofax Tape, which had been a folded tape since its inception
in 19501 with a cut-sheet booklet. The requester's name and address appeared at the bo
of each citation. This was to encourage the requester to submit the citation when
requesting a copy of the document and thus simplify the library search, Tt also
expedited the tape preparation because the number of processing steps was decreas
Improving Document Retrieval System, Meeting 28 Mar 62 FOU0
File: Machine Division 1962-63 Jbb: 65-433/4
personnel came to the conclusion after much investigation that electro-
static printing had progressed to the point where it could truly be
OCR Annual Report Fr 1964 68-481/11
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Approved For Release 2000/09/03?L%RP84-00951R000300100001-9,
No Foreign Dissent
SECRET
Approved For Release 2000/09/03 IltfAr-ftrYne-n010951R000300100001-9
GROUP 1
Excluded from automatic
downgroding and
declassification
Intellofax.80
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1 July 1963 for the development of a pal:19 machine that
mould enlarge the DARE image to approximately original document
dimensions and provide a positive print by an electrostatic
2?"
procesie In the meantime, MD's Photostat Expediter was adapted
and deed until the Xerox machine mas available in November 1,64.
MDIs Equipment Services Staff also developed a Viewer-Selector for
magnifying and selecting DARE cards.
Full realization of the potential of the DARE Systen regnired
the resolution of other problems, some of which involved inter-
Agency cooperation. Problem one was the development of "meaningful"
Or-Lg(NA)
control numbers for incoming documents.=g4/710-digit maaningfu2
nuMber with the Agency's establishment 11January 1963. Through the
ma/
efforts of a spedial OCR study gruurrtMSTIA, reporting amponents
**
began to assign a ne0.10-digit number eta July 1964. State remained
the significant hol
,ias in the past (see-Tego- )fandAISS
Deesamb-aiashmimm continued to assign numbers to incoming State
(i0.
reports. (State still does not compZy as of 1973.) Pieblem twq concerned
4Hf*
the standardization of qualityand format of indemLng documents.,
alsolkele. The adequacy af the first page
* See Intellefax Proceduge Manual 1964 for complete list of 10-digit
control numbere.71:01rriteU?fax Procedure Manuals in IntellofaX '
-toriCil7Files )
effective date was set at 1 July 1964 in order to permit DD/P's
,
//
(///'' large-scale maohine operation, Project 'WALNUT, to revise its programs
to accomm th
odate e new 10-digit control number.
*** rilvaymyth: this niutleilz
? e sdb1::cti. COp3B-D-78, 61
's: CommonFormat for State Department Poreign-Arvice_Reporting and
Problems. C. in COMB 1961 64441/1)
Meme,ChairmanTARE-Conimittie to Wm, 19 June ?kt inbs_Scan Size on
Ajerisc DARE Printer. C. (in DARE Folder. 68-487.3)
1.
014-.Amos Chairman DAR; Committee to CiDD,MD, and Library, 10 Oct 63,
lu sub: Appointment of Study Groupe for DARE Project. 3. (In DARE
add\ Felder 68-487/3)
Approve 640
rifinigiveraftianitoOkkfiaiege OWITO80180000134,1417 )
Wimp...m(4 Chairman DARE Committee to 104 21 Jan , sub: Con/$01
Approved For Release 2000/09/RpafilppDP84-00951R000300100001-9
No Foreign Dissem
CENTRAL
REFERENCE SERVICE
z GROUP 1
Excluded from automatic
dowrgrading and
SECRET - declassification
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inte11ora58
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the film in aperture cards for a total aperture card files
and CIA would return an aperture card to the participating
agency where required. CIA's services of common service
were outlined as: (1) eentral IAC source files (2) *antral IAC
control nuriber files (3) neutral IAC aperture card files
(4) Intellefax subjeet card files (5) Intellefax taped ter
all agencies en requests and (6) print service from central
aperture files en request.
This plan also included a common numbering sywton,
a prerequisite to any systematie cooperative IAC library
By $eptember 1956
programs and a eommen document formal,. all the IAC agencies
axeept for Stateswhieh to-ttkils68dpte has never agreed,
adopted a common control number system4 In 0Cf this seven-
* f_
digit control/ number served as a tiling devise for
the aperture cards and for the source garde. The IAC also
adopted a modified commenlintenigenee doeument format with
----------
uniform#7 on masthead; s ze of papersjaver-eoler. AHIP
working groups devoted many hours to the agreementand final
)
adoption the common numbering sywtem andd ferna* The aspecteotheofr
l the 11.evision theot
Planjoiieverstklever more than a dream.
Th We 195,= the Air Faroe completed its revision of the
had
400 chapter of the ISC)and it was
Air Forge. The. Working Or
Cede drafts centa
adopted by lath CIA and the
litted to,ciA tOubjeet
?Atteuto 4,4"
detailed revisions anAleApansions of the
entire ISC with emphasis en the military, scientifie, and
meaningful
* A 1 i control mpnber system replaced the sevem.digit number
in 196 J-4-u-1477 111
9 AHIP?H-25, 19 June_56. C. .Lin AHIP 1955-56_5815)
4 56
HIP9M-28, 16 Aug . C. (in Am 1956 55- 58-98 5)
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Approved For Release 2000/09AWRIDP84-00951R000300100001-9
No Foreign Dissem
CENTRAL
REFERENCE SERVICE
t21
GROUP 1
ExcludOd from automatic
downiroding and
,SECRET declascation
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Inte11efax-57
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25X1A9a
Chairman i.)
4f/
AHI 4 in August 195Fia11dd to the attention of the committee
oputy Assistant Clre t
iocD,And
members that the Clark Task Fere. en Intelligence Activities
ef the Hoover Commission had recommended that "all departments
within the Defense Establishment and the Department of State
adopt the single index system based *lathe Intelligence Subject
Code nem in use by the CIA and Air Force libraries." Soonthereafter
A..2, 04, Navy's Off is of Naval Intelligence (MI), and NSA endorsed
the ISC for adoption and use by the intelligence coonnutity. At the
mama tine they established working Croups for the revision of
pertinent sections of the ISC, State Department's answer was typicalt
" Theoretically, a uniform classifieation cede for inbelligence documents
is highly desirable*, but the Department cannot substitute its own
classifieatien.eede which encompassed mere than subjects of intelligence
4.?.?/ _ 25X1A9a _,
interest.* ?
liM Utopian
In the meantime, pr'posed a4plan for an
integrated documentation system prior *Am the implementation er
if accepted. Each agency would index its own documents
according to the ISO, CIA would prepare the ppnehed ISM ear& for the
eantral Intellofax file and would return Bourse cards to the originating
agency. Each sgenoy would film its own documents, CIA would mount
65/ /AHIP64.7, 1 August 55.C. (in AHT2 1955-56 58-98/5)
66/ g AHIP-A-9, IS August 55. C. (in, klin, 1955-56 58-98/5)
Moreau to MeMbers of AH/P, 26 Sept 55 (Folder AHIP 1955-56 0-98/5)
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Approved For Release 2000/09g(ffiffAiRDP84-00951R000300100001-9
No Foreign Dissem
4. I
SECRET
CENTRAL
REFERENCE SERVICE
1 GROUP I
Excluded from automatic
ddwrigroding and
declassification
Approved For Release 2000/69/63r!iC9RiRtYP84-00951 R000300100001-9
Intellorax-56
Approved For Release 2000/09/03 : CIA-RDP84-00951R000300100001-9
In April 1956 Ihe-Aechiam-Dilrbrievins given permission through
.) en 'a reimbursable basis
inter-Agency agreement to furnish NSA/Ath a film caw of all
material received and microfilmed by OCR, with the exception of
Internal Use Only. IBM punched cards were also furnished for
control purposes so that NSA could prepare its own aperture cards.
This agreement, which-is still in effeot in 1973, has saved,Onlication
on NSA's part in the Photographing of deptimenber-
-
Toward the end of 1959, OCR began to receive from the Arils,
iCtifilm copies of single-copy documents with enclosures, to test the
feasibility of interfiling this material with OCR's aperture
cards, thus avoiding Ake duplioatot filming in both. Agencies. ND's
experiment with this system proved successful?and all Army Actifilm
was accented for input to latellofax.
Cooperation with the Air Force in the use of the ISC
included CIA's willihgness to provide a training program!**
Air Force personnel in the nee of the classification scheme. Thus
in J1117 1954 the firsk Air Force analysts participated in
.7th4
the Analysis Branch's training program?o program Tokio& grew and
continued until the Air Force was able to index and retrieve information
from its MINICAR]) operation. During the late 1950's more thani0
Air Force indexers and disseminators were trained. As the ISO
became more widely known and accepted throughout the communtkr
(after all, ISO subject and area cedes were appearing en many
printed documents) and as the word spread about CIA's formal
training program, analysts from other defense agencies were also
enrolled in the class, whieh usually lasted 344 weeks for complete
[Odoctrination in the ISC and the Whole Intollofox System'.
This exposure to CIA's Intone= System and the Defense agencies'
informal acceptance of the ISO as the best available Classification soheme
resulted in urgent requests for copies of the [SC. The first *Medal
printed version for outside censumption appeared in 1994.
mos
? vu 0 so? ra one s 08 en ored to
^ Outside Government Agencies. 14 (in Policy 56 & 57 60-139/1
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Approved For Release 2000/09ifil.tRDP84-00951R000300100001-9
No Foreign Dissem
CENTRAL
REFERENCE SERVICE
sLI./(4
? /
t%
GROUP 1
Excluded from automatic
downgrading and
SECR ET declassification
Approved For Release 2000/0Cirrelk-iktYP84-00951R000300100001-9
Approved For Release 2000o09opckkIRDP84-00951R000300100001-9
gs
The Intelligence Publications IndeuOlgelk
Equel'ly as important as the Intellofax System in the history
xp-r.
of OCR's document and indexing schemes was the Tilt eine e?P ttlyi it- at t ons-
01011111r. Because the IPI was actually a corollary to the Intellofax
System, its history is dealt with inArrirgetivrt--4.
Although thethe Intellofax System included finished intelligence
/1
documents since early 1949 with a special "fin Intell" punch %A added to
the DNA card, OCI made a strongstrong plea in 1951 for ak "/printed index of
finished intelligence studier5 89lrequest was all-encompassing and
included intelligence studies and featured articles in intelligence
; A
periodicals, up through Top Secret, published byvIAC)agenciesw certain
subordinate commands
Library personnel made trips in November 19 to the
25X1A9
aNew York Times and to H.W. Wilson Co. to review their"Idexing
procedures. 41111111111111111was ultimately recruited from Catholic
Dniversitylwhere she had been involved in the preparation of a
Readdrsi Guide typeJindex. One of her first tasks as chief of the
A
Editorial section of the Book Branch of the Library was to prepare
a prospectus to the Index to Intellgnce Periodicals.. Issued in
October 1952,it listed as purpose:
A
To establish a current, continuing, cumulative,
sybject Index to articles and studies contained in
a selected list of the more important intelligence
periodicals heretofore not covered by cumulative indexing.
Frequency was to be monthly ag-eysfigkWm*Amialnual*p or annual*.
4
* A full set of the IPI is kept on file in the ORS Document Library.
5.2 Memos C$Analysis Branch to Chief, CIA Library, 17 Nov 51, sub t Trip
to New York, Nov. 13-14, 1951. Us (in IPI Historical Folders in CRS
His orical
for Index-to
lligenc Periodicals,
(in Op. cit, 52 above)
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cE11952.
Se
GROUP 1
Excluded from automatic
downgrading and
declassification
25X1X7
INTELLOFAX-; page 1?
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25X1 X8
25X1A9 -
in the Library
2 wpeAUrported for daly,lon 9 February
19482 took over fromrlv In mid-1948 as Chief of the
cm *te
Analysis Section (formerly Classification Unit),
cH
ori
1?.
and Ifttorinuous revision process43mapicti:-.44te-4.4rs
,1 to
,pl-mmms-,,ensure more effective organization ate Information in
04
0
43
et4
0
41V
tUD
0
(.Shememained head of the input or classification effort for
the Intellofan. System almost 2) years until the demise of the
O. 4 ;_-) ,thz-illtut e,,:,,A. 5 .4-ext,t4-4
system the end of 194k7. Peworked closely with analysts of 0
o
..,1
0
o
0 scheme of knowledge._ ? The latter type of
43
iX1
A9 a requester made one section of the ISC look ridiculous: the
,--)
subject code for Plant Pathology (632.4) was subdivided into
68 different codes for wheat, rye2 barley, oat)amd miscellaneous
documents. These research analysts pointed out deficiencies in
certain subject fields and suggested appropriate changes. Most
suggestions benefited and improved the ISO; others refOlicted only
parochial needs of insistent and narrow-in-outlook requesters who
raised their subject specialty out of all proportion to the entire
crop diseases,with the names in Enzlish followed by the scientific
term in Latin.
The 1949 ISO resembled the original 1940 edition
only in the trajor chapter headings. Within each chapter
much restructuring book place. A new heading or Communismlaas added)
and th-e114 section became the most widely used and remembered throughout
the
INTAllorevectigo Release 2000/09NeR9)RDP84-00951R000300100001-9
'Sc
25X1A9a
25X1A9a
and scientific sections were woefully weak. It was decided
1 ticIr
to prepare a list of subjects wis4oh would include those
contained in the BID, the Navy Monograph Guide, the
abridged Dewey Decimal system used by the State Department,
and for scientific
t e Jo
subj.)cts$ the Voge Classification, prepared
t_Research end Intellige c Board (JRBD).
AtLuak
no, VKTWIs to the parent organizations
using these classific2WpAROemes.
'
By August 19L( Classification Unit oftr--.11
peop14had completed a general framework of an2Wramluei-sre
AR9561Acat1on schedulV with the assistance
classification specialist from JUDI
The
major subject categories includedy'Army$ Navy, Air$ Political,
Economic, Sociological, Scientific Geographic, and Biographic.
On 22 August a familiarization meeting was held with duly
appointed representatives of the three servies. The participating
IAB agencies agreed to develop and/or revise their respective
military categories in the BID. To those categories would be
added the CUD contribution2consisting of the no,tailitary
subjects.
Beoause the Wax, Department was not inclined to
change the nuMbering system of the BID ('digits), it was to be
used as the nucleus of Vie new classification system.'0
25X1A9a
41,N)1
)0/104/0y
?
E ic .of r ,.. ,.. un ? ttilafe
0-4- ,_4_,'f 4p
25X1A9a lik ,pcp tried unsicessf to re uiti. as
) 4E/Inte1ligence Document:Division (Library)
Monthly Status RemtlUlg.28 Sept b7,fi
n
F. Docu!entDivisMnef
ed tort'Se te1]eio
for"
a
rmanent employee.
OUP1
IgasAic
1947-48 /I'
516.9e/i)
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INTELIAparcleORpr Release 2000/09?kRtiRDP84-00951R000300100001-9
130
- boding Schemes
CL?) The Intelligence Subject Code (ISC)
In ccformity with APS wishes)st.epe were also-
5 t" S
teisee-19y the Central Index to prepare a unified subject
classification scheme.
July 194T
Although the eference Branch has taken the
initial steps in the direction of establishing
central indexing and filing procedures, any
unified acceptance of the end product of these
investigations wi depend upon joint action ,o_ ,
Cinte?1.1t-enee Advisory Board
of IAB*Cnd CM-representatives and the agnciess
final acceptance of the system decided upon.-
25X1A9a
f----- On 14 J1127 19147
iilloMMA41.4 Ye ,.entered on
duty as Chief of the Classification Unit of the Intelligence
Documents Division towork,with the Central Index in
developing a classification schedule for CIGA
25X1A9a
It was soon evident that the liar Departmentls
Basic Intelligence Directive_010 devised during World
War II for collection purposes (4 although it had been used
for classification of documents in the G-2 Library in Vienna
immediately after the war was not adequate. The subjects listed
in the BID were not sufficiently comprehensive to cover the
wide range Of subjects in intelligence documents because it
25X1A9a had been devised for Army purposes ally. The economic, political)
memo, 7 July 47 (2: abgEt RET
rid
R 1
Ex r dc
dnnd
dirday06 lion
/;j89egMletaw _)Monthly Status Report 28*June-28 July 1947 (in CIA
"qot
- i/09t03-: elArltriP84=0095-1R000300100001-9------
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1, learlY Developmental History
'Objectives
c
25X1X8
25X1X8
In providing a central reference s ervice to OIA amd eue
the intelligence community, the early managers of the Agency recog-
nized the need to develop a machine capability for indexing and re-
trieving; a staggering quantity of intelligence documents. The re-
sulting Intellofax System was unique--no other government agency, no
university or library) and no commercial firm had anything of its
in 1949
type in operation. The name was coined,,by Dr. James M. Andrews, the
first 4S8istant Director of OCD, to describe the system that combined
IBM and facsimile reproduction techrities for intelligence documentation
purposes. Later, Intellofax became a household word not only as
an agtjective (the Intellofax System and the Intellofax filds) but
also as a verb form (intellofaxed and intellofaxing for
the indexing aspects).
. The actual authority for establishing the Intellofax
/ /0 "'-
system appeare REititruction
entitled of the Reference Cepters!)de0a**gegtr-k*Sr
c ar d the Central T
and the Intelligence Documents Division
(1) index, by business machine procedures, the
subject natter of all available reports, and
other documents of a foreign intelligence nature
and
25X1X8
_
(2) classify and catalogue all intelligence documents of
a foreign intelligence nat
Approved For Release 2(6)8eq.b.ii.thRt84-00951R000300100001-9
No Foreign Dissem
CONFIDENTIAL
GROUP 1
Excluded from automatic
downgrading and
declassification
Approved For Release 2000/AC rs r:eior DfA-WbmP84-00951R000300100001-9
Approved For Re
951R000300100001-9
-3/
25X1A9a
/01
kct.
'
ptA.vt4:4k /9v1,-- ytV?o
re-25^-1
ZA...400-41
tA.41/ 6 141
ttY
ey)
(() 25X1A9a
6' C.6
(rA-c-"---,,
01(4- 7iv
646(5. 16.-t;
)40.,0tAt
(v.A
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