(UNTITLED)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00951R000300100006-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 16
• Document Creation Date: November 17, 2016
• Document Release Date: August 9, 1999
• Sequence Number: 6
• Content Type: REPORT

INTELLOFA
F# Relea
Ah ;;?ract' rrogram
tA-RDP84-00951 R000300100006-4
3. The Abstracting Program
Dr, Andrers was very proud of his central reference
facilities, and by late 1
the track of a "far more e8fective solution to
providing analysts with quick retrieval bf intelligence
information than has ever,,# anywherelf been achieved
before." He devoted 32 pages to a definitive description
of the Intellofax System, entitling his monograph
OCentral reference Facilities. Status (1 November 1949)
25X1X8
and Ob~ec?tives. (He had .prepared this paper at tsp., ?r?
e a e-to on tents iaindicativa of the complete
coverage of hia,subject:
Sumury
Glossary (oJ Inte~_ -ofax terms)
Magni 'hide of ,the Problem
Classification Scheme
Intellofax Skstem,
Index Files
Abstract Files
Highly Specialized Reference Problems
In his usual dynamic approach)Andrews had
briefed specialists in ORE on the potentialities of the
Intell.ofax System and how analyst participation in the growth
of the file would benefit the system and therefore the
whole agency. In other words, he w as asking analysts
if they would like to contribute coded abstracts to the
stated that only the specialist could decide
GROUP 1
Ezduded from automatic
downgrading and
tion
0
.
3 - 84-00951 R000300100006-4 61 ,
 INTELLOFAX--.page 35
y Approved For Release 2000/09/03 : Cl tOf,951 R000300100006-4
Abstracting
WvOk
which s*e the important documents bearing upon
his field of specialty and ono the specialist, could
write competent abstracts of such documents; His
fi=t_ approach was to the NIA Division of ORE
because he knew the Division Chief X11, I$ January
25X6
of 1949 the _ desk began selecting and abstracting
25X6
the most important documents on _ Th-e-
was' tJiat of t he system couI(2 e-made to wcrk satis-
factorily for one area,-then it could possibly be
extended to specialists on other areas.' OSI also
commence Merations on a trial bas ;,n February,
r eG i ._lr~ put to
co ut~e -,Offexper ?e OCD ii an while
continued to write abstracts of a table of contents type
for publications covering a wide variety of subjects
and areas. Ion pages 23 and 25 of the Intellofax si,-udyyj,
Dr. Andrews provided samples of OCb, ORE and 031
abstract cards. f so-called contributor code was punched into
column 21 of the I'M card so that if a specialist ever
wanted to retrieve only his own abstracted material., he
could do s o.
The two desks in ORE providing these abstracts
SECRET
GROUP 1
Excluded from automatic
downgrading and
declassification
Approved Fer Release 2000/0I03 : ClA-RDP64-66959-R666330010000G-4
 I TELLOFAXw page 36
Abst:1d For Release 2000/09/03 : CIAMAq,951 R000300100006-4
told Dr. Andrews that the abstract files were proving
exceedingly useful and that the process of writing
abstracts had in itself yielded a number of unforeseen
i UL Lt0.2c~-~i'>
but, highly valuable by-productso r...4) time
saved in prddaa.ing weekly and monthly sum maries. &
J
carbon copy of the abstract or Transmittal Sheet
was filed in folders in a strictly chronological order
and provided the desk chiefa fully documented history
of day-to-day events in the two countries# training of
there were l8,OL7 abstracts (
Much as he had fostered and approved of the abstracting
programs Dr. Andrews became concerned about the rapid growth
oI the abstract files in Intellofax. By the end of the year
the abstract could replace the original report.
of writing abstracts0i Wtechnically difficult reports
no longer went into the Whold it basket but were analyzed.,
researched and abstracted,& file space was savr)d, becau
junior professionals was improved,f speeded up and
thoroughly locked into the production system by the assignment
and they were growing at a staggering rate,""'-' He warned that
each a tension of the system to a new group of specialists
involved difficult adjustments, revisions and expansions in the
classification scheme, required more typists and could be
accomplished only by day-to-day hard work. How truel
SECRET
GROUP 1
Excluded from automatic
downgrading and
declassification
p~eTF rrReTU99U'2000/O9103-Ct*-RBP04-0095 19 003001000A6-1
 INTELLCFAX-page 37
ogReamlease 2000/09/03 : CItfy~R ~851 R000300100006-4
AbstARSYg'gForr
g
25X1A9a
. spent a large proportion of her time in
1-9) 9 and 1950 workin ; on changes and e xpans i ons of the ISC
to satisfy the needs of uhese new contributors, Area codes for
three of the Near Eastern countries were expanded to take
care of provincial divisions, This later created some problems
because they were never used for retrieval in the Intellofax
Systeii.
Dr. Andress concluded the Oummary to his stuJy with
these pertinent words:
Because of the selectivity being exercised in
building up the abstract files., we are forging a
tool tirhich in years ahead will enable us to drain
off from the Library thooe documentd which are
of scant importance., thus making room for
the current inflow and ensuring that reports of
real importance are held available, It is quite
possible that the central reference systen being built.
by CIA will ultimately prove the most important
central intelligence service which the Agency providEA.
The abstracting program mushroomed f rom its beg L s
in 1949 reaching a Scendo in the early 1950ts.
I are anc?-r r can dew o joined the pro ram in 1950.~aea
J
did ricultvre/FE Rivi on..I
vs, ---
-0-20j l86 Some of these desks even set up
their filing systems iccordint.; to the ISC subject break ,awns.
SECRET
GROUP i
Excluded from automatic
downgrading and
declassification
pp proved i-o1rR -2000/0'910 ehN-RBP 0951 FO00399=-900A6-4
 IN'TELLOPAX--page 38
Approved For Release 2000/09/03 : CI4~Og851 8000300100006-4
Abstracting Program
.- Other divisions or branches began to contribute in 19,51
on the encouragement of the Assistant Director, Max Millikan,
whow as interested in s race saving, JOM contributed
16, 58 abstracts in 1950 and 10,695 in 1951. OSI contr4butiors
amounted to 20,186 in 1950 and 20,715 in 1951.
However, t1 be trend, began in 1952153 as
specialists in ORR and OSI wererinterested in spending their
time learning; how to use the ISC correctly f or in-depth
indexing -CSI/Physics and OSWTP:icine'l~ lacy
contributors but finally ceased in195 and 1955 respectiv:ly.
ORR./Shipbuila ' ? thP last ORR nmmnnrnm1-, +n ,f on input
OCD mana_?ement had always hoped that these contrhhitions
would preclude the indexing; of these same doci;xients by the
OUD classifiers. I#his liras never possible, for the specialists
frequently dxtracted and coded__ --.----,only that part of the
document that interested them.
Terre eras ever arty `gua anise "?
that-the- entire ocumen wa d. So duplication continued;
both IBM cards would turn ur on a machine run if the same codes
had been used (and.there was no guarantee of this, e*the,
In such a cesp$ the 0CD classifier or t he 11:irarian in
screening the cards before an In+,ollolax tape was made would
pull put the nonce bstracted. card as befit less meaningful.
C C-
 r ved For lease 2000/09/03: P 0951 R000300100006-4
ITT L UpLp page
Abstracting Program
A great danger to the Intellofax System later
surfacedqjm n t ho research off ices had stopped the
program. Referenc:,s turned up c could
abstracting
'Y10 k, 4-96C ,
be retrieved, a_a.?l is?4. such as articles in Russian
scientific jo `ils indexed by 031 and later thr0'in1n av?ay,
No limit as to soMr'ce material had. been placed on the
specialist-iho might eveniunt to extract or prepare an
abstract f role the Nc?T York Tina; s. In the mid-1960's
(exact date not confirmed) all IBM cards with the contributor
cede were pulled and destroyed for they added nothing to the
Intellofax filex but rrathej created retrieval difficult ~eS w
SECRET
GROUP 1
Excluded from automatic
downgrading and
declassification
Approved For RoWass-2A90/09/03r-: C-IA-RBF184-0695 I R000 30'O1 uOIID6--
 The adoption of the new system involved an expenditure of
manpower. ED estimated that it would need oneha]I additional
person To accomplish equal area status in the subject file for
all areas (see recommendation # 6 on page 2) MD estimated that
to accomplish equal area status in the subject file (see recommendation
# 6) would increase the subject file by approximately twenty-five
per sent and would require approximate3y one half additional person
in MD. The simultaneous maintenance and use of two files would
require aapreximate]y two persons in ND. With the a xpeeted growth of
abd review of analysis,)
the Dictionaries,\ and the rieoessary maintenance thereof the Document
Division estimated the need for three persons and MD one person.
The gross cost of implementing all of the rein changes
was estimated at approximately t13 additional persons. The
CIA Library required the equivalent of one person to J$ retrieve from
both the old and new files but figured it could absorb this requirement
in its ems, T/0. The Document Division would save two persons by
reorganizing the Analysis Branch (by area) and another by ceasing
to code those finished intelligence series 4hat are in the IPI. Staff
previously assigned to MINICARD (5-ND and 1-Iyibra3y) would be made
available for the proposed program. The net increase in T/O in the
three operating Divisions was therefore three personsi M-3
Library T/O decreased by one which was transferred to %M DD to offset
the assignment of a document analyst to the Library Composite Group.
Approved For Release 2000/09/03 : CIA-RDP84-00951 R000300100006-4
 Approved For Release 2000/0 '4R000300100006-4
No Foreign Dissem
CENTRAL
REFERENCE SERVICE
E. M
lzli l(
GROUP 1
Excluded from automatic
owngroding and
ecIassificatian
Approved For Release 2000/09/03 : CIA-RDP84-00951 R000300100006-4
 Approved For Release 2000/09/03
I us
Approved For Release 2000/Q9/03 : CIA-RDP84-00951 R000300100006-4
: CIA-RDP84-00951 R000300100006-4
 Approved For Release 2000/09/
p3 CIA-DP84-g0951 R000300100006-4
Approved For Release 2000/09/03 CIA-2DP84-00951 R000300100006-4
 IIVTELLApp oveea For'ReIe
C?I ffL 10951 R000300100006-4
F. The Bource Card File
An important by-'product of the Intellofax
System w as the e4aabli.ahment of a source card file. The
Library early recognized the need for a card catalog
of document sources, similar to the author file
in a book catalog Iu the first poding efforts of
1946 the olassifter wrote the codes on a Srx
form on which the typists had typed the bibliographic
data, Thu : aanca7lad 335-21?-{~ -; m
of the Batch System and the.-use of multilith mats
for the preparation of.-,. the bibliographic data onto
m
the IBM , card,
bhe 11
The source card file served several purposes:
(1) inventory of document holdings (2) identification
a document ` and (3) location of a document. Requesters
looking or a specific document often did nab have the
* See page 29
* * Discus si shad begun 10 years e
r
a c- inee
GROUP 1
ad from automatic
wngrading and
Approvedfor-Refeaze 2000109103 CI RDPB4.60951 Ree0366100096-
 InteV^iofax-page 16
Source carapproved For Release 2000/09/03 : CIA-RDP84-00951 R000300100006-4
document number but might know the s-glee- and/or year.
The cards were filed by.source with-further divisions by
year of publication followed by specific post or agency
title
breakdown and!-document number. A brief,, description of
of the enclosure and a notation as to whether it was
received or not received, microfilmed or not microfilmed,
appeared on the card. After the inauguration of the
microfilm program in 1954, the approach to the aperture
card was only through the document control number that
appeared on the source cards
"Tln * control number --- on 16mm. aperture card
FCC" + control number --- on 35mm. reel film
'IV'*+ control number --- not microfilmed and in hard copy
The source card that was prepared for TS_contained
only an abbreviated bibliographic entry, that is$ source,
document number, date and security classification. The
title and country were not entered. This abbreviated notation
saved typing time but created problems when librarians
were searching for document identification. By March 1961
a full source card entry was made for all NODEXES which
were microfilmed' the so-called NODEX-M category- iv
CIA documents which were nodexed. er a DARE experimenfa
(s ea pa~~the first page of all NODEX documen s appeared
vrla, ~--*rT c.c I ct.L CLO v.1. usac .L7 v?~. ,/
,~LtL- f ;Lvha r~ A
Approved For Release 2000/09/03 : CIA-RDP84-00951 R000300100006-4
 Approved For Release 2000/09/03 ; CIA-RW? -00951 R000300100006-4
U0gyo3yrssop8p
pUO QUlpoJBUMOp
3i4owo4no wol} papnpx3
t dfOJO
00
ucassta ui?acod ON
Approved For Release 2000/09/ - - 00300100006-4
 Il'TELLOFAX__ a e 20
Data BA pi o3ed For Release 2000/09/03 :
'SECRET 09518000300100006-4
rice Center was eager to begin some kind of
machine tech-aquas., so while negotiations
for the development of the Intellofax equipment
struction of a un ?ck classification schemes
:decd 7~0 inde / he
-the flTsb--data e-
e_Ref (v'- * Two analysts from the VV.~
Unit were- assigned this task th t marrpc er
began on 19 August 1947. The index cards
following information: security classification.- "
one 3 digit subject from A major subject
ya Navy., Air., Science and Geography,! Domestic
irsi Foreign Political Affairs, Economics,
Miscelion ous) page reference; intercept
nsmitter arget countries. 99 countries -`with a
ntial code made up the area codes. The requester
i with a listing of the selected cards showing)Z__.
ading; page reference; Pamphlet date;11 security
on;-and areas. By the end of September 1947
had been punched and4I By November the index
r
)rts issued since May
method of indexing ntinued
 Ly
Approved For Release 2000/09/03 : CIA-RDP84-00951 R000300100006-4
Their receipt was recorded in a visible serial file and arranged by
received authorization for
source. During these formative months the Library instig d the
centralization of purchase orders for books and periddicals
to avpod duplicate ordeing by offices in the Agency.
191.8
By the and of the first full year of operation the library,
25X1A
T/0 had risen to -The organizati,pon breakdown was as follourd=,,n
office of the Chief (two ? Field S D ~ion(tWoj#
'.)4" W4J ,,~'~,l~ 4 KCWw 4 k L WU #U0iAM ; na/uaa an) ' u)Tm
both 3n and out of the Washington
esourceim of other libraries
s
25X1A
area; Bibliographic Division M including the Analysis Section
for indexing of documents and the Catalog Section for book
25X1A
ordering and cataloging; Reference Division _ for answering
the requesters' information queries and preparing bibliographies;
91 Information Distribution Division r distributing
first official liaison officer from CIA to WP a relationship that
every CIA Librarian has continued in 4roviding-support to LC or
in ?negotiaTting foreign procurement activities and ecchanges.
After the 1 May merger of the deference Center and the
a~i e 4A4 w ck t Y U& , , -tom ' ;%`' I QA 1
Office of Collection and Dissemination (OCD)s the Librar, absorbed
Administrative Instruction No. 0-1 "Accountability Procurement and
r Library Servuce for Unclassified Foreign and Domestic Bound Books
and Periodical subscriptions" 31 Dec 17 (in Ly 47-48 58-98/l)
Approved For Release 2000/09/03 : CIA-RDP84-00951 R000300100006-4
 Approved For Release 2000/09
No Foreign Dissem
GROUP 1
Excluded from automatic
downgrading and
declassification
Approved For Release 2000/09/031':Yo:(R-Wt5P8Zd6 '51 R000300100006-4