MINUTES OF 1 DECEMBER 1983 WORKING GROUP MEETING

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP85-00142R000100100004-8
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 36
• Document Creation Date: December 22, 2016
• Document Release Date: July 9, 2010
• Sequence Number: 4
• Publication Date: December 9, 1983
• Content Type: MEMO

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MEMORANDUM FOR: Requirements and Technology
Acquisition Working Group
FROM: Chairman
SUBJECT: Minutes of 1 December 1983 Working Group Meeting
1. The Requirements and Technology Acquisition Working Group met on
Thursday, 1 December 1983. Participants included
ISB Executive Secretary, also attended.
2. onvened the meeting, asking for correcti to the 07
minutes o the November meeting. None were noted.
3. summarized the report of the
Workstation Environment Working Group WSEWG) presented at the last ISB
meeting. Most members of our group had not seen the written report, which
provided to the group. (A copy of the WSEWG report is attached to
these minutes for members who did not receive a copy at the meeting.)
also told us that Mr. Briggs would like comments on the report
before the 16 December ISB meeting. Our group will not respond as a body,
but individuals are urged to respond it they wish.
4. Lessons from the WSEWG report for our group are as follow: (1) try
to incorporate dissenting views in the report; (2) provide cost and a t
analysis; and (3) keep our report non-technical and easy to read.
S. The group then moved on the discuss the Agency's requirements
process. The draft report describes the requirements process only as it
pertains to ODP. (ODP comprises only about. 30 percent of the Agency's ADP
resources.) Bob asked the members to write about a one-page description
each of how the ADP requirements process works for their directorates, and
what are its deficiencies. Our report to the ISB must describe the present
system accurately, and in the most complete terms possible, if the report is
to be credible. Members will try to get their submissions to Bob by COB 13
December.
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Lit.'! 3C I dL..9 7 5 D! (1.
6. The group agreed to present a joint report to the ISB, along with
the Information Services Planning Working Group. They felt this approach
was appropriate, since requirements defi 'tion and validation is an
important part of the planning process.
7. The next meeting of the working group is scheduled for Thursday, 15
December 1983, at 1030 in Room 4E05 Hqs. The agenda for that meeting, which
is scheduled for one hour, is as follows:
a. Approval of minutes of the previous meeting.
b. Miscellaneous old business.
c. Refinement of the re uirements process description and
deficiencies
0/Compt/IHG/ (9 Dec 83)
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CVIVrIVCIV I IAL
COMBINING WORD AND DATA PROCESSING
IN A SINGLE TERMINAL
AN INTERIM REPORT
Prepared For:
The INFORMATION SYSTEMS BOARD
Prepared By:
The WORKSTATION ENVIRONMENT WORKING GROUP/ISB
16 November 1983
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COMBINING WORD AND DATA PROCESSING
IN A SINGLE TERMINAL
-- AN INTERIM REPORT --
Prepared For:
Prepared By:
The WORKSTATION ENVIRONMENT WORKING GROUP/ISB
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PAGE
1. EXECUTIVE SUMMARY ..........................................1
2. PURPOSE ....................................................2
3. SCOPE......................................................2
4. METHODOLOGY AND APPROACH ...................................3
5. CURRENT SITUATION ..........................................5
a. Description ............................................5
b. Perceived Problems, Inadequacies, Concerns, and Basic
Perceptions of the User Community...... ........ o ....... 6
(1) Functional Gaps......... ...........................8
(2) Functional Overlap.- ..............................9
(3) Training ...........................................9
(4) Cost- ...........................................10
(5) Space, ...... oo ... o ..............................10
(6) Installation and Relocation .......................11
(7) Electronic Emanations ............................. 11
6. DESIRED SITUATION .........................................11
a. WP and DP Combined ....................................11
b. How to Achieve That Goal ..............................12
C. Near Term Options......... ..........................14
d. Long Term Options .....................................14
7. NEAR TERM OPTIONS .........................................14
a. Individual Options ....................................14
(1) Maintain Present Heading....... .... oo ... o ... o .... o15
(2) Minimal WANG Connectivity .. ......................15
(3) Delta Data On-line WP (HBWP) ......................15
(4) Delta Data Stand-alone WP (On-line DP;
Stand-alone WP) .............. ... ............16
(5) Delta Data Personal Computer (PC): [HBWP,
Stand-alone WP + DP] ......................... ....16
(6) Commercial PCs (On-line + Stand-alone WP + DP)....16
b. Combined Options ...................................... 17
(1) Options 3 + 4 + PCs for Stand-alone DP ............ 17
(2) Options 5 + 6 ..................................... 17
(3) Options 2 + 3 + 6 :................................17
c., Recommended Approach ..................................17
8. LONG TERM OPTIONS .........................................18
a. Background ............................................ 18
b. Perspective ........................................... 18
c. Options ............................................... 18
(1) Equipment ......................................... 19
(2) Communications and Storage ........................ 19
(3) Artificial Intelligence (AI) ...................... 20
d. Recommendations ....................................... 20
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APPENDIX A Human Factors Considerations .....................22
APPENDIX B1 Delta Data Terminals and Non-Delta Data
Terminals Available in the CIA, October 1983.....28
APPENDIX B2 WANG Terminals and Central Processing Units (CPU)
Available in the CIA, October, 1983 ..............30
APPENDIX B3 Personal Computers Procured by CIA,
Fiscal Years 1982-1983 ........................... 31
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This is an interim report addressing the merits of combining
word and data processing (WP and DP) in a single video
display terminal (VDT). Recommendations for the near-term
can be taken to be final. The section on long-term options,
however, contains the initial, tentative, incomplete thoughts
of the Workstation Environment Working Group. Firm long-term
recommendations will appear in the Working Group's final
report.
The Working Group has concluded that WP and DP functionality
should be combined in every VDT, but not every terminal need
support the entire spectrum of word and data processing
caFMlities. There are relatively few tasks which are
uniquely word or data processing. Most users need both capa-
bilities, and the Working Group expects this to be even more
true as time goes on. It is acknowledged, however, that the
extent of word and data processing in particular tasks
varies. This points to the need for a hierarchy of standard
terminals, each having a somewhat different blend of
capabilities.
A number of problems with the current -ADP situation in the
Agency have been identified. No one VDT available to Agency
users provides true automation of -the desk-top environment.
Incompatible data terminals, word processors, and personal
computers (PCs) are proliferating. A robust collection of
capabilities has been developed for Office of Data Processing
(ODP's) timesharing mainframe computers. But a single, user-
friendly interface to them does not exist, and interfaces
between capabilities are difficult to establish and
maintain. The Agency's capability to train users is inade-
quate and is exacerbated by the lack of a single entity
responsible for the planning and implementation of a training
program. This situation is serious and deserves immediate
attention. It should be addressed with adequate resources
orchestrated by active customer involvement.
The Working Group examined a variety of options for
correcting these problems in the near term (during the next
five years). Of these, it recommends that three be pursued,
each in concert with the others:
1. Continue to devote the resources required to
provide file transfer between WANGs and the IBM
mainframes. In addition, make WANG Alliance
terminals interactive with these mainframes.
2. Allocate additional resources to improve Host-Based
Word Processing, providing as much WANG-like
functionality on the Delta Data terminal as
possible. Such a move should halt or at least
reduce the unchecked spread of WANGs and at the
same time ameliorate the incompatability problems.
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3. Meet new terminal installation requirements with
commercially available PCs. These could fill in
the functional gaps the Working Group has
identified, and also would allow the Agency to take
advantage of the plethora of commercial software
written for PCs. The cost comes in the form of
large-scale interfaces to the mainframes. The
Working Group believes that this last option is
likely to play a big role in its recommendations
for the long-term.
The Workstation Environment Working Group has been tasked by
the Information Systems Board (ISB) to determine the feasi-
bility of combining word an' data processing in a single
video display terminal (VDT). The VDT is to be located in
a workstation designed to accommodate, to the degree
possible, human factor and environmental criteria.?/ The
purpose of this paper is to inform the ISB of the Working
Group's initial findings, as well as to provide recommenda-
tions for the Board's consideration. In addition, the paper
is intended as a means to communicate ideas with other ISB
Working Groups. Further, the ODP will be preparing an RFP
for a VDT to replace the Delta Data. Some of the findings and
recommendations presented in this paper should provide input
to the RFP.
Notwithstanding that this is an interim report, sections,j2
through 7 inclusive are `looked upon as being complete, and
the near-term recommendations final. The long-term recom-
mendations, however, were drawn from a preliminary examina-
1/ The international scientific community has adopted
(informally, at least) a convention of referring to a
computer system as the central procesing unit (CPU)
plus requisite software commanded via a video display
terminal (VDT), which h in turn can be supported by a
variety of peripheral equipment. The immediate
environment in which a VDT is used is known as a work-
station. The commercial literature rarely makes these
ism t nctions, leading to a certain confusion on the
part of the buying public as to which term refers to
what. The Working Group has found it useful to follow
the lead of the scientists, and recommends that the
Agency do likewise.
2/ Appendix A addresses this issue to some extent.
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tion of limited information, and the results reflect this
restricted view. There is much work to be done before the
Working Group members will feel at ease in proposing long-
term recommendations. They will appear in the Working
Group's final report.
In addition, the focus of this report has been intentionally
biased toward mainstream ADP. Advanced technology capabili-
ties in image and voice processing -- although each a promis-
ing feature even at this embryonic stage of development --
are treated more or less in passing simply because they sit
so close to the fringes of technology.
Lastly, for a variety of reasons, automation requirements for
overseas sites have been excluded altogether.
The views expressed in this paper are those of the members of
the Working Group and are based solely on their knowledge and
experience. The report is not presented as a coordinated,
intercomponent position paper.
There was neither time nor a perceived need to conduct a
comprehensive survey of CIA data and word processing VDT
users to solicit and report their views.. Neither was a zero-
based requirements study considered necessary. Earlier
research has firmly established VDT requirements, and experi-
ence with the present generation of VDTs has identified both
their strengths and their shortcomings. There is abundant
information available on which to base an answer to the ques-
tion of whether WP and DP functionality ought to be made
available in a single VDT.
Working Group members represent a reasonable cross-section of
personnel concerned with workstation research, design, and
evaluation. Many have been associated with development of
the DP and WP requirements in the Agency, have served on
evaluation and selection aroups, and have been involved in
the procurement and installation process. Moreover, most of
the Working Group's members use DP and/or WP daily in the
conduct of their duties. They have experienced many of the
frustrations felt and reported by other users. And perhaps
most importantly, their enthusiasm for automation has been
tempered by the technical constraints and practical
limitations that tend to stand in the way of providing each
and every feature anyone will ever want in a system.
During the brief course of its existence, the Working Group
has had the benefit of a number of briefings. and several
papers by Agency and other experts on subjects pertinent to
its deliberations. Included have been such topics as the
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Golden Tiger effort in the DI, host-based word processing,
the future of the Delta Data terminal, and information
systems security considerations.
It was determined that while the Working Group must consider
all relevant technologies, it should focus its near-term
attention on that which is practical and can be achieved
early-on. Unbridled "blue-skying", it was felt, would lead
to unacceptable delays, unrealistic expectations, and
dissatisfaction among users when all of the desirable and
"nice-to-have" features fail to materialize, as is inevitably
the case. It is, therefore, the intent of the Working Group
to make only recommendations that can be achieved within the
current state-of-the-art in VDT and systems technologies.
This does not exclude the very real possibility that custom-
coded software may have to be developed to provide the
desired functionality and interfaces with mainframe systems.
This report addresses four types of capability for which
there appear to be firm requirements throughout the Agency.
They are:
- Stand-alone data processing
- Stand-alone word processing
- On-line data processing
- On-line word processing.
For the purposes of this paper, these capabilities are
defined in terms of VDTs that can provide them. Stand-alone
data processing, therefore, refers to the capability to per-
form data processing functions in a purely local environment
without connectivity (or without utilizing the connectivity,
if it exists) to a mainframe computer or to a local area
network. A personal computer is the best example of a VDT
providing a stand-alone data processing capability. Like-
wise, stand-alone word processing is defined as the ability
to create and edit text on a local, self-contained VDT, with-
out dependence on any external hardware or software. The
WANG WPS 20 and NBI System 3000 are examples of devices that
provide stand-alone word processing capabilities. The addi-
tion of word processing software to a personal computer makes
it qualify also as a stand-alone word processor. On the
other hand, VDTs that depend on software in the mainframe
computer (or in a local CPU that serves more than one VDT)
can be thought of as providing on-line data or word process-
ing capabilities. The Delta Data 7260T is a device that
permits both. It is normally used as a data processing
terminal but, through a combination of software located in
the mainframe computer and its own internal capabilities, it
can provide on-line word processing. To carry the personal
computer example- a step further, it can be tied to a
mainframe and used as an on-line VDT.
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a. Description
The terms "word processing" and "data processing" have
multiple definitions. Recognizing that the distinction
made here is by no means absolute, word processing is
defined as the manipulation of (primarily) textual data
for formatting purposes, whereas data processing is
viewed as the execution of a systematic sequence of oper-
ations performed upon (primarily) numeric data. In other
words, the two processes are differentiated along the
lines of textual formatting vs. mathematical operations.
Graphics capability is viewed as a separate feature only
in terms 'of the sophistication it requires of a partic-
ular device; in all other respects it is considered as an
integral part of both word and data processing activi-
ties. The Working Group recognizes that day-to-day
activities on a terminal can involve some combination 'of
the three.
When these several processes are examined at the level of
the VDT itself, one finds that terminals designed mainly
for DP applications tend to be attached to a host pro-
cessor, often by means.of a sophisticated communications
link. The current generation of powerful personal
computers (PCs) is an exception' to the rule.. The WP
terminals, on the other hand, usually store and manipu-
late data internally; they are not yet known for their
support of host connections.
This state of affairs is easily understandable when it is
recognized that WP companies themselves have had very
little DP background. Word processors began as business
machine replacements for electric typewriters, not as a
part of the DP industry. As late as 1979, few WP vendors
marketed VDTs with communications capabilities; a host
connection was not necessary. Now almost all of them
have completed development of some limited communications
protocols.
A third element of the evolution involved the development
of the PC for the small business and home entertainment
markets. Word and data processing capabilities were
combined in the PC in the form of software packages which
were developed to supply both capabilities. The advent
of office automation has included such software capabil-
ities as electronic mail, folder management, and calendar
management, and has increased the software capability of
the systems. Yet such features have not altered signifi-
cantly the WP terminal.
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The Agency currently possesses all three in many forms.
The Agency standard. DP terminal is the Delta Data 8260,
and the standard WP device is the WANG. There is as yet
no recognized standard PC, though there are a number of
them available under Agency contracts, including both the
Delta Data 8365 (new PC) and the WANG PC. At last count
there were nearly 2500 Delta Data devices and at least
2800 WANG terminals installed (see Figure 1). Appendix B
gives the detailed list of all VDTs which are currently
housed in Agency facilities.
The Delta Data VDT is a sophisticated DP terminal which
currently implements WP primarily by virtue of software
packages resident in the attached host, e.g. Host Based
Word Processor and SCRIPT. Though there is capability to
do some WP in the terminal itself, the software project
to support it was abandoned in favor of the implementa-
tion of modifications to support the SAFE project. Given
the resources, the requisite software could be developed,
as the Delta Data is a customized VDT. But justification
for such development at this point in the Delta Data's
life is questionable. The Delta Data VDT, because of its
customized development, runs a non-standard protocol
implemented totally in software. Several large projects
have developed software dependence on the use of that
protocol, including all GIMS applications (CAMS as well),
and SAFE.
The WANG terminals, originally stand-alone word proces-
sors, now possess limited capabilities to support DP
applications. Unfortunately, this capability will not
satisfy the requirements of several large scale Agency
developments. For example, both the SAFE and CAMS2 pro-
jects are being written using VDT capabilities which the
WANG cannot support (split screen being the most obvi-
ous). It must be recognized that WANG is part of a com-
mercial product line, not an Agency custom device; accor-
dingly, limited development can be undertaken with
WANG. Third party vendors are already offering modifica-
tions for the WANG, but product line compatibility and
licensing arrangements could pose problems with this
approach. On the other side of the coin, WANG offers the
advantage of running in a distributed mode. For offices
handling compartmented information, WANG can offer some
mixture of data processing and word processing services
while preserving compartmentation.
b. Perceived Problems, Inadequacies, Concerns, and Basic
Perceptions of the User Community
The Agency user community looks at word and data process-
ing terminals as outdated, costly, inefficient, uninte-
grated, too large, too noisy, creating too much heat, and
being too hard to learn to use. The VDT and the system
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being accessed are often not separated in the user's
perception, so systems with complex command syntax, com-
plicated menu or forms, slow response times or continuous
interruptions of service add to the negative view of the
Agency's automated support.
To compound the problem, there is a noticeable lack of
trust on the part of the users' ADP representatives
towards the system for establishing requirements and
selecting VDTs. A comparison of the last set of DP ter-
minal requirements for the Delta Data 7260 (over which so
many, labored for so long), offers convincing evidence
that requirements documentation need not result in a VDT
that meets user needs. One case in point is the split
screen display. The goal was to allow users to compare
two documents or sets of data on a single screen. The
solution is a display containing so little data at one
time as to make comparisons meaningless for anything
other than rudimentary data entry.
Then the latest version of the WANGs came up a tad short
of expectations in the area of telecommunications. Not
only could it not communicate with ODP; it turned a blind
eye to other WANG networks as well. Then there was, and
continues to be, the problem of standardized record keep-
ing. The clerical community is not yet fully aware that
the WANG can be programmed (either by the user or by at
least 20 specially prepared off-the-shelf programs) to
handle just about. any of the Agency's myriad of forms.
Conventional wisdom still clings to the belief that_con-
ventional typewriters must be used for filling in the
little boxes on the forms.
The bottom line? Data terminals, word processors, and
personal computers proliferate, no one dares turn in a
typewriter, per capita floor space is shrinking at an
alarming rate and can no longer support all of this
collocated hardware.
(1)
Functional Gaps:
No Agency VDT -- stand-alone or on-line- provides a
true automation of the desk top environment. None
meets the collective needs of managers (MIS, Pert
Charts, Calendars), analysts (data processing and
manipulation, correlation of text and graphics,
modeling, drafting of intelligence items, mail),
clericals (word processing, bulk data entry and re-
trieval and mail) and data processing professionals
(programming). It is not at all uncommon to use
several different VDTs to complete one task using the
same data or files (data input on the 7260T; data
output on the Tectronix).
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(2) Functional Overlap:
The myth that "word processing" terminals are sepa-
rate and distinct from "data processing" terminals
has been well promulgated by VDT vendors. The simple
truth is that any combination of capabilities and
functionality can be combined in the same terminal, a
fortunate state of affairs since in the long run
relatively few tasks are uniquely DP or WP. True,
any one task may be geared toward either DP or WP,
but most users eventually need both capabilities to
complete their tasks. To limit a VDT to either word
processing or data processing is a very expensive
price to pay for office automation. In today's
complex work environment, desk top automation must
provide on-line access to graphs, charts, text,
tables, and in the not-too-distant future, imagery.
(3) Training
From the user's point of view, an on-line VDT and'the
central processing unit (CPU) supporting it are
inseparable -- they are praised or condemned as
one. Learning to use a VDT mandates learning to use
the systems to which it interfaces. If the user
interfaces are unnecessarily complex or if VDTs that
access multiple data bases/systems uge identical
commands to execute totally different functions,
users begin to feel that they will never be able to
learn how to use the VDT.. When it's necessary to
attend a series of one and two week courses in order
to learn how to operate the various systems the VDT
accesses, managers understandably begin to resist
training for their staffs. Users get so bedeviled by
the idiosyncrasies of the various applications that
they end up using only those which they absolutely
must use to complete their tasks, leaving other (per-
haps more appropriate) systems gathering dust.
System upgrades, too, usually have an adverse impact
on the user population, which sometimes is required
to take additional training in order to fathom what
these changes have wrought. There is virtually no
adequate on-line training, computer aided instruc-
tion, or HELP program. More is being added, but the
level of on-line help is not consistent across appli-
cations. Commands are not intuitive, and often
manuals are not well indexed. The customer services
personnel are more than helpful when called upon for
assistance, but if the user interfaces were better
developed, such calls would not be needed as fre-
quently as they are.
As matters now stand, there is no single focal point
concerned with formulating across-the-board ADP
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training requirements, nor is there a systematic
means for satisfying the requirements were they
forthcoming. The Working Group views the situation
with alarm, and strongly recommends that immediate
attention be devoted to the Agency-wide training
requirements of the computer novice, as well as the
experienced users confronted with new or enhanced
hardware and/or software.
(4) Cost
Cost is a relative factor. The purchase or lease
price of a room full of VDTs most assuredly will
capture the attention of a component's Budget and
Finance Officer. But that cost pales in comparison
to the development and purchase costs of the software
necessary to support an organization with interests
and requirements as diversified as those in this
Agency. To truly exploit the capabilities of auto-
mated mail (AIM), on-line composition (Script, EZPUB,
AIM, HBWP), and electronic creation, dissemination,
receipt and storage of cable traffic (SAFE, AllStar)
requires that the majority of Agency personnel have
ready access to and know how to use appropriately
supported VDTs. The idea of on-line mail is hardly
cost-effective if only a few have electronic mail
boxes!
There is no question that cost/ functionality trade-
offs are important, but the Working Group perceives a
long-standing imbalance favoring cost-cutting mea-
sures. What the Working Group would like to see is a
more balanced assessment wherein the users have a
greater voice in deciding what computerized
capabilities will best satisfy their needs. This may
not come about until the direct costs of office
automation are removed from component budgets or
supported more vigorously than they have in the past.
(5) Space
The issue of space is one that has been beaten to
death here at the Agency. There is simply none to
spare. VDTs and their related equipment must fit
into an already overloaded work environment. With
some of the directorates having the goal of one
terminal per employee, a way must be found to fit the
new equipment into the existing workspace, a task
exacerbated by the fact that the current stand-alone
configuration of word and data processors and their
peripheral equipment requires a truly large "foot-
print."
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(6) Installation and Relocation
The current data and word processors impose configu-
ration and location constraints making it difficult
to plan office floor space based on business or com-
munication requirements. Flexibility in environ-
mental design is next to impossible. Installation
and relocation procedures are a nightmare. Not only
is there a backlog for physical receipt of the VDT,
but for the moment there is an additional 4 or 5 week
wait after the VDT is hooked up before it is actually
connected to an ODP line. The current grid system
may preclude placing the VDT where the user needs it,
with the result that wires and boxes are under foot
or in otherwise hazardous locations. It is not
unknown to have the physical layout of the work area
revamped to accommodate the installation. Work dis-
ruption is another factor; there are at least 2 or 3
visits from various crews comprised of several work-
men with their ever-present security escorts (they'll
often outnumber the occupants). And God forbid an
already automated office should reorganize! Let the
record show that at least one Agency component has
the distinction of having allocated space on the
basis of where the terminals were positioned rather
than on the logical placement of the staff. (SAFE
tried to install a communications link that would
help eliminate some of the problem by having "drops"
from a separate system installed in the ceiling;
however, this system can not be utilized.)
(7) Electronic Emanations
TEMPEST requirements clearly restrict acceptance of
commercially available word and data processors,
although most of them can meet the specifications one
way or another (including shielding entire buildings)
if the buyer is willing to underwrite the costs for
doing so. The Working Group simply calls attention
to the need for an Agency policy on this matter,
especially as the components located outside the
Headquarters compound prepare for office automation.
This section defines the working environment recommended
for future Agency office automation. It also answers the
question posed by the ISB to the Working Group: should
word and data processing be combined? The response:
Yes, combine WP and DP functionality in every VDT, allow-
ing for the fact that not every terminal need support the
entire spectrum of word and data processing capabilities.
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The Working Group was able to justify its position on
several grounds. One had to do with the fact that it
could not operationally define word and data processing
in any manner that clearly distinguished these two func-
tions (see Section 5a).
Another, perhaps more compelling reason for the recom-
mendation, had to do with the Agency's time-honored modus
operandi. The CIA was and continues to be an information
factory. Not so many years ago, raw information was
processed into useable intelligence for the national
policy makers by a manual system of collection, storage,
retrieval, analysis and dissemination *of data (in the
generic sense) -- paper and pencil word and data process-
ing, as it were. Computers sped up the process, allowing
the analyst to tap and manipulate more and deeper pools
of data, but the underlying analytic process remained
essentially the same. The question behind the question
raised by the ISB is whether the Agency should continue
to merge the functions of retrieval and analysis of data
with the production of its products (reports, cables,
etc.) now that it has entered the next level in automa-
tion. The general feeling is "but of course." No one
has come up with a compelling reason for change.
Past history aside, there is the matter of future trends
that also makes this merger important. Some time ago the
world crossed the threshold of an information explo-
sion. The Agency, no exception to the rule, has first-
hand experience in coping with more information than
anyone would have dared forecast a decade ago, and
there's every reason to expect this trend to continue.
Accordingly, the Working Group sees no alternative to the
merger of complementary word and data processing in the
Agency's efforts to analyze and report on world events
for the national decision makers. As a matter of fact, a
strong argument can be made for adding graphical analysis
and reporting procedures and imagery display capacity as
integral parts of word and data processing.
b. How to Achieve That Goal
The Working Group finds it difficult to imagine how word
and data processing and graphical functions can be effec-
tively merged so long as the current dual-track approach
to office automation is allowed to continue. Each pass-
ing day sees more terminals being connected to the IBM
mainframes while separate crews install stand-alone WANG
and NBI word processors (see Figure 2). The Agency (like
most large mainframe computer users) finds itself in this
position because it could not respond fast enough to
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CONFIDENTIAL
CIA Word and Data Processing Systems
LE
other CPU's
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technology that permitted the mini- and micro-computers
to take hold of the stand-alone word processor market.
This situation can be temporary, but it can only be cor-
rected with adequate resources directed by good customer
input.
The goal can be met by hardware modifying the current
software environment during the near term, and by defin-
ing the best requirements for long term implementation.
To understand the proposed solution, the future environ-
ment must be outlined. It will be described here from a
user's point-of-view, but be aware that the entire
computing system is affected by this environment. Sig-
nificantly, the ultimate solution involves a fundamental
change in the Agency's computer architecture, away from a
centralized computing and file-server system, toward a
decentralized computing base retaining the centralized
file maintenance function. It may be only small consola-
tion, but this solution is not unique to CIA; it is a
world-wide trend in how large computer complexes work.
c. Near Term Options
The near-term desired situation is to have some connec-
tivity between the WANG and IBM systems. This would help
close the gap between the two processing environments the
Agency is developing. Such integration is defined in
Section 7.
d. Long Term Options
This situation is too complex to treat in detail with the
limited time the WSEWG had to apply to the problem.
Section 8 merely sketches the options. The desired situ-
ation is a small family of hierarchical VDTs, each having
the general functions of those below it -- plus special
functions tailored to particular job groups. The WANG
terminals would be replaced by a member of this VDT
family, depending on the functions that the user performs
most often. ODP would be well advised to plan on the
assumption of one terminal for nearly everyone in the
Agency.
a. Individual Options
Near term is defined for present purposes as lasting
through 1988. Recognizing that the half-life of computer
technology is measured in a matter of months, it is not
unreasonable to expect more than one technological step
forward during the near-term. If for no other reason,
the Working Group views the next five years as a truly
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exciting transition period. Consequently, whether the
approaches examined here or alternatives emerging from
other sources end up as Agency policy, the Working Group
implores the decision makers to reach for that delicate
balance between near-term expediency and careful, long-
term planning. Interim solutions must not be allowed to
stand in the way of what will best satisfy the future
needs of the Agency.
With this philosophy guiding Working Group deliberations,
the following options emerged. None represents quantum
leaps in technology. Each shares the status auo as a
common point of departure; all make at least some
allowance for future flexibility. And finally, the
several options should be looked upon as being distinct
from one another. Each stands as a separate entity. The
Working Group's recommendations appear after the several
options are described.
(1) Maintain Present Heading
Allow the dual-track approach to continue for the
time being, while marshalling the resources to con-
centrate on long-term options. In other words,
provide Delta Data and/or WANG terminals to satisfy
individual needs as required and on a case-by-case
basis. Meet special purpose needs, such as graphics,
with specialized terminals and software.
(2) Minimal WANG Connectivity
Continue to devote resources to provide minimal con-
nectivity_ (i.e., file transfer) between the WANGs and
the IBM mainframes. In addition, make the WANG
Alliance terminals interactive with the mainframes,
recognizing that only a subset of the available
interactive functions will be accessible.
(3)
Delta Data On-line WP (HBWP)
Allocate additional resources to improve Host-Based
Word Processing (HBWP) so as to offer as much WANG-
like WP functionality as possible in the Delta
Data. At the very least, this would reduce the
number of WANGs being brought on board, a necessary
first step toward resolving the dual-track dilemma.
It would also greatly facilitate the receipt,
editing, creation and transmission of cable traffic,
which collectively appears to be one of the most
pervasive near-term needs speaking in favor of
combining DP and WP capability in a single terminal.
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(4) Delta Data Stand-alone WP (On-line DP; Stand-alone
WP)
Provide a complete stand-alone (off-line) WP capabil-
ity in the Delta Data. This option would permit use
of the Delta Data as both an on-line data processor
and an off-line word processor. Unfortunately, it
would not address the cable processing requirement to
the satisfaction of operations and Intelligence
Directorates.
(5) Delta Data Personal Computer (PC) [HBWP; Stand-alone
WP + DP]
Create a Delta Data fully capable of serving as a
host-based word processor, a stand-alone word pro-
cessor, and a stand-alone data processor. It would
then serve as a personal computer and word processor,
as well as an on-line DP and WP terminal. It would
require disk drives, operating system software and
applications software for the stand-alone configura-
tion, along with an enhancement of the HBWP (perhaps
to the point of equating it to the capabilities of
the stand-alone WP software). This would be an ambi-
tious effort; it has failed once already. It may
well be that a plan of this magnitude cannot be
justified as a near-term solution.
(6) Commercial PCs (On-line and Stand-alone WP + DP)
Meet new terminal requirements -with commercially
available PCs. They would offer all of the capabil-
ity cited in Option 5, plus have the added advantage
of nearly limitless availability of applications
software. Note that this option is burdened with
several unique costs. One is that Agency resources
would have to interface the PCs to the mainframes
(presumably a smaller effort than would be required
for Option 5). Secondly, it brings closer the day
when the Agency must deal with the issue of
institutional (bulk) vs. individual purchase of off-
the-shelf software, and the related matter of licens-
ing agreements if and when software and/or hardware
is to be modified.
On balance, this option has some appeal. Were there
available the software to allow several PCs to emu-
late the Delta Data, the Agency would at once have
some control over which PCs are selected. Absent any
PC policy, an increasing number of brands (most not
TEMPESTED) are materializing all over the Agency
(recall Appendix B3.)
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b. Combined Options
(1) Options 3 + 4 + PCs for DP
Configure the Delta Data as an on-line and stand-
alone word processor. Stand-alone data processing
requirements would continue to be met by PCs.
(2) Options 5 + 6
Maximize the on-line and stand-alone WP and DP capa-
bilities of Delta Data, filling gaps with PCs.
(3) Options 2 + 3 + 6
Merging the capabilities described in options 2 + 3 +
6 would offer some relief to those already committed
to WANGs and Delta Datas, and permit the newer ADP
converts to carry out their data and word processing
on PCs. Such a stopgap configuration offers most
(certainly not all) of the capabilities promised by
the next generation of terminals. It should be
especially welcomed by those now clamoring for both
on-line and stand-alone DP and WP in the same
terminal.
c. Recommended Approach
It is recommended that Options 2 + 3 + 6 be adopted
as the near-term solution to the Agency's word and
data processing terminal requirements. The
recommendation is felt to be justified on a sound
cost/benefit basis. The combination of the several
options provides for incorporating both DP and WP
functionality in existing workstations, avoiding a
costly near-term terminal replacement program. It
offers early assistance to Delta Data users and
addresses the stated desire for some connectivity
between the WANG and IBM systems to help close the
dual-track gap. It also introduces PCs into the
inventory in a rational, controlled manner. The
approach is consistent with what the Agency's
strategic ADP direction ought to be. That is,
provide a family of workstations with capabilities
ranging from simple word and data processing to full
on-line and stand-alone WP and DP operations,
graphics capability, and image processing. If
resources cannot be made available to implement all
of the functions implied here, then Options 3 and 6
would provide the greatest payoff. If only one
near-term effort can be mounted, it should be Option
3. As indicated. above, some version of option 6 is
likely to be incorporated in the long-term
recommendations of the Working Group.
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a. Background
Time slipped away before anything approximating a
systematic assessment of long-term needs or
recommendations could be carried out. So what is found
here is a disjointed collage of first impressions --
hardly more than thought provocations -- sent along if
for no other reason than to show that the Working Group
stared at if not looked into an admittedly difficult
task. The Working, Group begs the Board's indulgence,
promising to address the long-term situation in its final
report.
b. Perspective
The use of multisource materials in day-to-day analyst
activities has forced the need for capabilities to dis-
play and manipulate this information. Developing "long
term" options to meet these requirements is difficult
since the end user's materials and analytic skills,
methods and procedures continually improve while the
technology itself is racing ahead at a rapid pace.
Advances on one front often impact on the other. Is it
any wonder that technical forecasting is as much an art
form as it is a hard science? For this discussion "long
term" will mean the transition away from a strictly text
display device (e.g., Delta Data terminals) to a local
station capable of handling display of text, graphics and
imagery, and with a computational power available for
analysis. A reasonable timeframe for this transition
seems to be 1987 and beyond.
C. options
As analysis of information becomes more complex, the
tools available to an analyst must improve in kind. This
improvement should be in three areas -- word processing,
data processing and image/graphics processing.
The greatest strides during the past few years have been
in word processing and graphics manipulation capabili-
ties. This trend is expected to continue. The thrust of
activity here has been in developing "user-friendly"
systems such as the Xerox Star System. Bit map display
technology has led to an "electronic office" environment
where word processing has been expanded to mean elec-
tronic file cabinets, electronic mail (both text and
voice), ICOIT graphic displays and local processing power.
Even though interactive word processing with graphic
editing and display capabilities have been the fastest
growing area of technical improvement, the field is now
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CONFIDENTIAL
begging for improvements in image presentations and the
use of artificial intelligence for system automation.
Analysts are already requiring tools to perform temporal
and trend analysis, data reduction, multidiscipline data
fusion and access to multiple data bases. What is needed
and needed now, is technology to perform these analyses
and to display the results in a single VDT in a way which
improves rather than interferes with the daily work flow.
The concept of an advanced VDT is a total work environ-
ment built around an individual. This paper concentrates
on the VDT sitting in the middle of that environment, a
device to tie together communications, memory, processinq
power and artificial intelligence. The requirements for
this device include:
(1) Equipment
It's finally a buyer's market. Any number of systems
are available at various levels of local processing
power. The Xerox 1100 series, Sun Microsystems,
Apollo, PERC, Apple LISA plus others are aiming their
product at the office user. Future system improve-
ments will include a multi-level bit map display to
improve the quality of graphics and images. Voice
input/output (I/O) should become more integrated into
these as the interfaces and data bases become
smarter. The explosion of multiwindows for display
should settle down into a system which has discrete
windows, each controlling separate processors or
activities. The area of biggest change to be ex-
pected is in degree of local processing power and
computer language support. There is currently a race
to increase computer power from 8-bit processors to
32 or even 64 bit processors. This is also being
complemented by an array of languages including spe-
cialized word processing packages and local process-
ing languages such as 'C', smalltalk and many dia-
lects of LISP. A shakedown appears necessary but not
imminent.
(2) Communications and Storage
The capability to display text, graphics and imagery
requires new technology in order to store and/or
transfer a large volume of data to and from various
users and data bases. Text-only systems can get
along with far smaller bandwidth networks than
imagery and graphics systems. Even though bit com-
pression schemes are being developed to reduce the
amounts of bits per pixel, there is an inevitable
trade-off between image quality and amount of com-
pression. Studies have shown that image displays
require at least 3 or 4 bits per pixel for a suitable
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image. Synthesized voice messages, similar to WANG's
voice electronic mail system, will also require an
expanded bandwidth throughout the network.
In parallel to this is the requirement to retain all
of this information in data bases and local/remote
memories. An advanced VDT will require downloading
of information to a local processor from a distri-
buted relational data base (as an example). The
local processor will allow the analyst to do local
processing on globally available information at a
high response rate -- display and modify the results
-- and distribute the results back to the network.
Current networks being implemented have transmission
rates from 56 kilobits up to 1.54 megabits per second
to achieve 3 second response times for imagery
retrieval. As the number of users increase and data
bases grow, new communication architectures will be
needed. The local area network (LAN) is the generic
solution to these requirements. Development of such
a LAN must progress quickly, however, if there is any
hope of designing the necessary interfaces into the
next generation of terminals.
(3) Artificial Intelligence (Al)
The, greatest gains in the ability to improve the
productivity of the intelligence community's analysts
will be through the incorporation of AI techniques
into the VDT. Analysts need to be able to compare
information on current activities to past events
looking for trends and/or contradictory
information. An AI system can act as the local
"historical expert" and provide for a conversation
flow between the user and the system. What is even
nicer is that the AI system can obtain its
information from more than one analyst and correlate
the results.
(1) Develop multi-windowing display device with keyboard,
pointing device, and voice I/O.
(2) Provide the software to support the simultaneous
display of text, imagery and graphics. Imagery
should be displayed with 3 to 4 bits per pixel as a
minimum.
(3) Local processing capabilities should be variable,
depending upon the user. For example, the low end
may be an IBM PC interfaced to the network, whereas
the high end may be a Xerox 1100 series or SUN micro-
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processor system. This hybrid integration of capa-
bilities would support the secretary up to the
analyst, and also provide for the occasional high
performance stations, as required.
(4) Select state-of-the-art technology for network com-
munications and information storage. This may
require additional R&D into communication architec-
tures and optical disk storage.
(5) Today's systems -- the Xerox 1100 series, SUN, PERC,
Apple LISA, and IBM PC -- are excellent candidates on
which to prototype new capabilities and demonstrate
their efficiencies. It is still- very unclear how
these systems will scale up into operational systems.
The questions of both hardware and software expanda-
bility need to be addressed.
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By the early- to mid-1970's, European scientists were trying
to cope with a spate of reports that VDTs could be hazardous to
the user's health. Visual, musculoskeletal, emotional, health
and safety problems were being reported on a global scale by VDT
users who interacted with their systems on an extensive daily
basis. Meanwhile, American scientists were busy responding to
alarms of potential ionizing and nonionizing radiation emissions
from VDTs.
There's far less hysteria in the user community today.
Although it will be at least another five years before the
scientists will begin to relax, some general conclusions can be
drawn despite the fact that the technical literature is still as
long on speculation as it is short on definitive results in terms
of many aspects of VDT use. For example, NIOSH has repeatedly
stated that VDT operators are not being exposed to hazardous
levels of radiation. Indeed, the Americans are now much more
interested in research topics once limited to Europe. Articles
on the interrelationship of job stress and work task design
issues are clearly in vogue in the domestic literature.
A fairly extensive review of the human factors literature
suggests that 13 often overlapping subject areas have been
addressed by the scientific communities both here and abroad
(Table 1). Not all of the results are in, by any means, but at
least there is a point of departure for discussions on how to
design and use VDTs for data and word processing. Somewhat less
attention, thus far, has been given over to VDTs designed for
image exploitation. The Working Group strongly urges the system
designers and Agency management to address these issues long
before a final decision is made on system configuration.
As a case in point, there is reason to believe that there
are at least three types of VDT users: data entry, clerical, and
professional. Associated with these classifications are such
variables as: amount of time per day spent at the VDT; the type
and level of control the system has over the user's activities;
keyboard arrangement; and general workstation layout. These
variables, in turn, have been shown to have a measurable and
differential impact on the several types-of users.
As a worst-case example, compare the workstation require-
ments of a 50-year-old data entry clerk to those of a 25-year-old
analyst. There's a good chance that the clerk will be wearing
glasses, probably bifocals. That means that the table and chair
have to be adjustable such that the screen will sit low relative
to the line of sight so that the clerk can view the screen
through the "reading" (bottom) portion of the glasses. Other-
wise, the clerk will be forced to assume the classic head-back,
nose-in-the-air position characteristic of the bifocal community.
The screen had better not be much more than 12" to 18" away,
either, because the characters will be too small to read.
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The keyboard probably should be detachable, and all paper-
work has to be displayed at less than arm's reach (again, about
12" to 18"). Since the clerk will be viewing the screen six to
eight hours per day, glare, image characteristics, contrast and
general illumination must meet human factors specifications. If
they don't, visual problems (asthenopia, or eye strain) are a
certainty. Locked to the chair, the clerk will be more sensitive
to temperature, humidity, and airflow than someone who can get up
and move about at will. A numeric keypad may be required for
large volumes of numeric input, and a decision will have to be
made as to whether it will be arranged as per the telephone or
calculator configuration.
Add to this the fact that a system designer/manager with
nary a day of clerical experience designed the system to satisfy
the stringent demands of the computer. User-related information
filtered up to his/her desk through uncountable layers of bureau-
cracy. Of course, in order to maximize efficiency, the
clerical's tasking was -reduced to a rigid, monotonous, produc-
tion-oriented routine. The computer is in control of tasking,
and it "finks" to the supervisor at the touch of a button on any
number of work-related matters.
As for the young analysts, he/she enjoys considerable free-
dom. The extent of VDT use varies widely from day to day. The
system.is viewed as a tool, not a master. No two days of work
are ever the same. Does it really matter that the chair violates
every ergonomic principle in the handbook; or that the screen is
too high or low, near or far for someone who won't be sitting
there 10 minutes from now? And what can the supervisor really
learn about the analyst's overall productivity by keeping tabs on
computer usage?
The intended thrust of this paper is to reinforce the view
that workstation uniformity may not be the direction in which the
Agency should go. Unique as well as common needs of the several
types of anticipated users must be factored into the design of
the system of the future.
And just as importantly, when workstations are mentioned,
more is being talked about than the system hardware and
software. Furniture, environmental factors, job content, user
perspectives -- these and a number of other factors have been
shown to have a measurable impact on the manner in which
automated systems are accepted and how successfully they are
used. They deserve their share of consideration.
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HUMAN FACTORS CONSIDERATIONS FOR THE DESIGN AND
IMPLEMENTATION OF THE PROPOSED WSEWG
WORD AND DATA PROCESSING WORKSTATION
1.
Anthropometric Design
a.
Workstation Surface
(1)
Height
(2)
Width
(3)
Depth
b.
Workstation Knee Room
(1)
Height
(2)
Width
(3)
Depth
c.
Home
Row Height (from floor)
d.
Keyboard Thickness
e.
Detachable Keyboard
f.
Keyboard Slope
g.
Viewing Distance
h.
Chair Adjustment Design
2. Workstation Design Characteristics
a. Tiltable Display
b. Screen Angle
c. Screen Location
d. Screen Size
3. Design of Keys
a. Keystroke
b. Key Force
c. Key Travel
d. Key Spacing
e. Key Surface
f. Keytop Dimension (Top Surface)
g. Keyboard Layout
4. Display Image Characteristics
a. Alphanumeric
b. Image
c. Combined
(1) Phosphor
(2) Polarity
(3) Distortions
(4) Refresh Rate
(5) Preferred Color
(6) Number of Colors
(7) Multi-Colors/Color contrast
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5. Display Characteristics
a. Alphanumeric
b. Image
c. Combined
(1) Character Format
(2) Character Size
(3) Dot Size/Dot Spacing
(4) Line Spacing
(5) Character/Word Spacing
(6) Blink Rate
6. Lighting and Reflectance
a. Alphanumeric
b. Image
c. Combined
(1) Luminance Levels
(2) Luminance Distribution
(3) Glare Control
(4) Symbol Luminance
(5) Symbol Contrast
(6) Adjustments/Controls
7. Heating/Ventilation/Air Conditioning
a. Humidity
b. Temperature
c. Air Velocity (drafts)
d. Seasonal Influences
e. Clothing
f. Individual Tolerances
8. Occupational Stress/Psychosocial Issues/Worker Satisfaction
a. Demographics
(1) Age
(2) Sex
(3) Ethnic Background
(4) Education
(5) Marital Status
(6)
Tenure
(a) Employer
(b) Job Category
(1) VDT
Occupational Categories
(2)
(a)
(b)
(c)
Non
(a)
(b)
(c)
Operator
Professional
Clerical
Data Entry/Retrieval
VDT Operator
Professional
Clerical
Data Entry/Retrieval
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c. Sources of Stress
(1) Job
(2) Career
(3) Health
(4) Involvement
(5) Peer Cohesion
(6) Staff Support
(7) Autonomy
(8) Work Pressure
(9) Supervisory Control
(10) Workload
(11) Boredom
(12) Role-Ambiguity
(13) Quantitative Workload
(14) Lack of Self Esteem
(15) Job Future Ambiguity
(16) Mood Disturbances
(17) Full-Time vs. Part-Time
9. Health Complaints
a. Demographics
(1) Age
(2) Sex
(3) Ethnic Background
(4) Education
(5) Marital Status
(6) Tenure
(a) Employer
(b) Job Category
b. Occupational Categories
(1) VDT Operator
(a) Professional
(b) Clerical
(c) Data Entry/Retrieval
(2) Non VDT Operator
(a) Professional
(b) Clerical
(c) Data Entry/Retrieval
c. General Areas
(1) Visual
(2) Musculoskeletal
(3) Emotional/Fatigue
d. Sources
(1) Workstation Design
(2) Computer System
(3) Job
VDT Operation
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10. Radiation/Industrial Hygiene
a.
b.
VDT, Make and Model
Radiation
(1) Ionizing
(2) Near UV
(3) Visible
(4) Radiofrequency
c.
(a) Electric Field
(b) Magnetic Field
Airborne Chemicals
a.
Speech Privacy Requirements
(1)
Confidential
(2)
Normal
(3)
Minimal
b.
Acoustical Specifications
(1)
Walls
(2)
Ceilings
(3)
Screens
(4)
Vertical
Surfaces
(5)
Floors
(6)
Wall Hangings
(7)
Background Masking
12. Training
a.
Requirements
(1)
Novice
(2)
New Systems
(3)
Upgrades
b.
Solutions
(1) Initial Training
(2) Maintenance Training
(3) Quality Control
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Next 4 Page(s) In Document Denied
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APPENDIX B3 (Continued)
PERSONAL COMPUTERS PROCURED BY CIA,
FISCAL YEARS 1982-1983
Note: Excluding the PC units owned by ODP and the Delta Data (DD)
units which are acquired and managed by ODP, the list represents
external procurements which were forwarded for the D/ODP's concur-
rence as per The Delta Data units may also function as
terminals as j_j_ a5 ocal PCs.
These external procurement data cover fiscal years 1982 and
1983 (through 15 October 1983). The Delta Data and ODP-owned PC
information has been verified. However, the remaining data repre-
sent only those procurement requests which were routed through
ODP. Since there were relatively few end users considering PCs to
defeat application backlogs in FY-82, and OL began to tighten its
controls in FY-83 to insure that procurement instruments for ADP
equipment contained D/ODP's concurrence, the data in this table
are considered to be a valid approximation to the actual PC pro-
curement picture.
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