MICROGRAPHICS CONSELIDATION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-01146R000200020021-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 12
• Document Creation Date: December 16, 2016
• Document Release Date: July 25, 2005
• Sequence Number: 21
• Publication Date: June 10, 1981
• Content Type: MFR

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69-41-1
SUBJECT: Micrographics Consolidation
1. In late February, the Director of Logistics (D/L)
presented the suggestion to consolidate Agency micrographics
facilities, as well as several other cost-saving suggestions,
to the Deputy Director for Administration (DDA). On 24 March 1981,
STAT the DDA appointed Information Handling Systems
Architect, to chair an Agency-wide task force on micrographics
consolidation.
2. The Micrographics Consolidation Task Force met on
17 April 1981 to discuss various issues. A questionnaire,
which addressed production requirements, personnel, floor
space, equipment, supplies, and the pros and cons on the issues,
was distributed to all attendees at the meeting. The attendees
were given three weeks to respond to the questionnaires.
3. In addition, the undersigned was asked to develop
a five-year strategic plan for the Printing and Photography
Division (PEPD), Office of Logistics, micrographics facility.
The plan (Attachment A) was developed, coordinated with Chief,
STAT P&PD, and given to I Ion 18 May 1981.
4. All the questionnaires were received from the components
by 18 May 1981. As they were received by he copied
them and forwarded them to the undersigned.
STAT I --I and I compiled all the statistical data from the
was based on a consolidated facility involved in the production
of micrographics only, which would operate three shifts a day,
five days a week.
5. This memorandum reflects actions taken on micrographics
consolidation through S June 1981. Any additional actions, if
taken, have not been reported to the undersigned.
questionnaires and made an analysis comparing the requirements
against the resources necessary to support those requirements.
The analysis of the information contained in the questionnaires
(Attachment B), which was given tol on 27 May 1981,
STAT
STAT
STAT
STAT
Assistant Executive Officer, OL
STAT
cc: OIS/ITB
w/atts
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SUBJECT: Micrographics Consolidation
Distribution:
1 - C/P&PD, w/atts
1 - AEO, w/atts (Official)
(Routed to D/L, DD/L, & EO/OL)
1 - AEO, w/o/atts
1 - EO/OL Chrono, w/o/atts
STAT AEO/OLI (10 June 1981)
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OFFICE OF LOGISTICS
PRINTING AND PHOTOGRAPHY DIVISION
STRATEGIC PLAN
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SECTION 1 - OVERVIEW
1.1 Introduction
This Strategic Plan sets forth the long-range goals and
objectives for the Office of Logistics, Printing and Photography
Division (OL/P&PD), micrographics support to the Agency.
1.2 Scope
The Plan will become the basis for developing objectives
for the purpose of meeting the requirements of the Office of
Logistics to provide a centralized micrographics production
facility for the Agency
1.3 Policy and Guidelines
By regulation, the Director of Logistics is responsible
for operating and maintaining centralized printing and production
facilities at Headquarters. By definition, "printing and repro-
duction" processes include, but are not limited to, letterpress
and offset printing, offset and spirit duplication, photography,
microphotography, electrostatic and thermographic copying, and
similar processes.
Additionally, under Federal Property Management Regulation
(FPMR) 101-11.5, each agency is responsible for establishing
centralized management of its micrographics program. It is
also responsible for: reviewing ongoing micrographics systems;
developing and maintaining a complete and accurate inventory of
production and reproduction equipment; assigning responsibility
for review and approval of all micrographics systems to a specific
office or official; preparing a cost/benefit analysis of the micro-
graphics systems in accordance with Office of Management and Budget
OMB Circular A-76; producing micrographics products that conform
to established FPMR, ANSI, and Federal Information Processing (FIP)
quality control standards; and establishing and maintaining a peri-
odic inspection program for all microforms containing permanent
records.
In addition to the above, Agency micrographics components
are also required to comply with the "Standards for Microfiche
Production of Intelligence Documents" published by the Information
Handling Committee of the Intelligence Community Staff in September
1979. This standard deals with format, procedures, and quality
control requirements when microfiching intelligence documents.
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1.4 Assumption
a. Agency-wide Micrographics Support
Regardless of the outcome of the consolidation
effort, OL/PE1PD will continue to provide the resources
necessary for a centralized facility in support of
Agency micrographics production requirements, unless,
of course, a centralized facility is established else-
where in the Agency.
b. Personnel Resources
(1) OL/P&PD will provide the personnel resources
necessary to meet the internal Agency production and
quality control requirements and, in turn, comply with
the regulations cited in paragraph 1.3 above.
(2) In the event of an Agency consolidated facil-
ity established under the management of OL/PEPD, addi-
tional personnel resources would be provided by those
components who would be deactivating their facilities.
(1) The financial resources necessary to keep up
with the state-of-the-art will be made available to
P$PD for equipment replacements and enhancements.
(2) Micrographics will compete with other P&PD
priorities for financial resources.
d. Space/Renovations
(1) The present space within P1PD will be renovated
as necessary to meet the micrographics requirements of
the Agency.
(2) In the event of a consolidated facility under
OL/P&PD, some of the floor space in the Headquarters
Building now occupied by other components and used for
micrographics production would be turned over to P$PD.
e. Technology
P$PD management will keep abreast of the changing
technology as it pertains to micrographics information
handling, storage, and retrieval and will make adjust-
ments to the support of Agency requirements as necessary.
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f. Customer Requirements
Customer requirements will be prioritized, and,
if necessary, PFPD will establish three-shift operations
in order to meet the requirements.
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SECTION 2 - REQUIREMENTS
2.1 Source Document Production
Micrographics source document production within PETPD and
the Agency has declined over the past three years. Part of this
decline is due to the fact that there are not enough people avail-
able to provide file preparation support for the various projects.
Additional inspection/quality control and reporting requirements
have also placed a drain on personnel resources, thereby causing
a decline in overall production.
The micrographics industry itself has not provided much in
the way of automated equipment for the production of micrographics.
This, in turn, with the additional reporting and inspection/quality
control requirements, has affected micrographics production.
Rumors of digital or video disk replacements for micrographics
information handling, storage, and retrieval have caused components
to delay implementation of micrographics systems. Additionally,
micrographics has not been pushed by Agency management as a possible
solution to some of the information storage and retrieval problems.
In view of all the above, however, micrographics is still one
of the most cost-efficient means of storing and retrieving large
volumes of information. Micrographics, when merged with a computer-
ized index and retrieval system, offers a very viable alternative
for information handling problems. It is still a growth industry
(in excess of 15 percent per year) which is developing new uses
for its product.
There remains a voluminous amount of material within the Agency
that lends itself to conversion to micrographics. Given the correct
systems development and adequate production support, micrographics
can provide a viable cost-effective alternative for the storage
and retrieval of this material. In addition to this support, users
need to be educated to the uses of micrographics.
2.2 Computer Output Microfilm (COM) Production
Computer Output Microfilm (COPM) production has had a dramatic
increase over the past three years. This is due, in part, to the
availability and ease with which users can obtain COM output.
In 1979 in order to make COM more accessible to the users,
P$PD moved its COM production facility from the P&P Building to
the Headquarters Building. The CON production increased 25 per-
cent in FY-80, partially as a result of this move.
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As more and more components develop computer data bases,
the need for COI as an efficient, cost-effective method for
handling the proliferation of reports will continue. Addition-
ally, with the increase of reports, there have been recent
requirements for computer graphics CODS output. To this end,
P$PD has recently acquired a graphics COM recorder which will
produce alphanumeric and graphics output in both color and black
and white.
Even though COM is fairly accessible to the user at the
present time, PFPD must work with the Office of Data Processing
(ODP) to make COM even more accessible to the user. One area
for improvement would be the establishment of a data link between
ODP and P&PI) which would increase the availability of COM to the
user and decrease the CODS production turnaround time.
In order to relieve some of the source document production
burdens, P$PD should develop micropublishing capabilities on the
new graphics COM recorder. By taking output from P&PD's Electronic
Text Editing and Composition System (ETECS) and going directly to
the graphics COM recorder for micropublishing, several work hours
in file preparation and microfiche titling would be eliminated.
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SECTION 3 - GOALS AND OBJECTIVES
3.1 Source Document Production
In order to meet the Agency requirements for source document
micrographics production, PEPD should:
- Provide the file preparation support necessary for those
applications that have been approved for micrographics
production.
- Provide systems analysis, production, and file preparation
support for new applications.
- Participate in Agency seminars which educate the people
in the use of micrographics.
- Seek automated production capabilities through existing
micrographics vendors or have an organization such as
the Census Bureau develop automated production equipment.
- Handle FPMR reporting requirements through the PfPD auto-
mated Management Information System.
- Seek more efficient methods tc comply with the FPMR
inspection quality control procedures.
- Keep abreast of technology changes as they pertain to
the production and utilization of micrographics.
3.2 Computer Output Microfilm (COM) Production
In order to meet the Agency requirements for COI production,
P&PD should:
- Provide the systems analysis support to develop usable,
cost-effective applications.
Provide the production support that will meet the customer
turnaround requirements.
Educate users to the capabilities and advantages of CON.
Work with ODP in seeking more efficient ways of receiving
and producing COM jobs.
- Develop the capabilities for computer graphics in color
and black and white output.
- Develop a micropublishing capability.
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3.3 Overall Goal and Objectives
The following goals and objectives pertain to the support
of both source document and COM micrographics production:
Seek and provide the personnel and financial resources
necessary to support the Agency micrographics require-
ments.
Provide the services, i.e., three-shift operations, to
support component turnaround requirements.
Seek and renovate floor space as necessary in order to
support the Agency requirements.
- Automate, where possible, to provide the most efficient
Meet all Government, Agency, and industry quality control,
format, and inspections regulations.
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