REVISED PROCEDURES FOR THE EXCHANGE OF INFORMATION ON EXTERNAL RESEARCH (CONTRACT) STUDIES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP89B00423R000200200018-3
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 10
• Document Creation Date: December 21, 2016
• Document Release Date: May 12, 2008
• Sequence Number: 18
• Publication Date: August 16, 1984
• Content Type: MEMO

r i i l r-
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INTELLIGENCE PRODUCERS COUNCIL
MEMORANDUM FOR: Intelligence Producers Council
FROM: Chairman, Intelligence Producers Council
SUBJECT: Revised Procedures for the Exchange of Information on
External Research (Contract) Studies
1. The revised "Procedures for the Exchange of Information on External Research
(Contract) Studies" is forwarded for your use. The revisions (indicated by vertical line in
the right margin of the text), agreed to by the IPC points of contact, reflect an effort to
improve the flow of useful information among the participants.
2. We have had some success with this project and I encourage your continued
support. Any recommendations that will further benefit the Community's research and
production objectives would be most welcome.
Attachments:
as stated
Memorandum and Attachments are
UNCLASSIFIED in Their Entirety
is ar K-e'ff
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STAT
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STAT
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15 August 1984
(Revised)
PROCEDURES FOR THE EXCHANGE OF INFORMATION
- ON EXTERNAL RESEARCH (CONTRACT) STUDIES
1. Background. The senior intelligence production managers have expressed a desire to
improve the sharing of information on external research (contract) efforts. As a
result, the IPC Staff was charged to develop procedures for the systematic exchange
of contract proposals and status of studies in progress, and to ensure that products
(study results) are made available to the members of the Intelligence Community.
II. Objectives. The objectives for implementing procedures for the exchange of
information on external research studies are to: (a) make the producers aware of
contract proposals being considered by other intelligence producers; (b) compare
proposals by other producers for the purpose of reducing duplication wherever
possible; (c) participate, where mutually beneficial and practical, in cooperative
contract efforts; and, (d) make the producers aware of the progress and products of
contract efforts. (Tab I provides management guidelines.)
Ill. Definition and Scope. In order to provide a frame of reference for the extent of
external research to be affected by these procedures, the following applies:
A. Definition. An external research and analysis contract study is a research
project paid for by federally appropriated funds, conducted by a Federal
Contract Research Center (FCRC), a research institute or university, an
individual, another government organization, or a profitmaking commercial
vendor, which performs substantive intelligence analysis for a federal
government department or agency, that results in or contributes to the
production of a finished intelligence proeuct or products.
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B. Inclusion. External research in this context also includes projects which result
in new analytical tools and new methodologies, such as computer models or
algorithms, which are designed to solve specific analytical problems or sets of
problems.
C. Minimum Cost. The normal minimum cost for proposals to be included in these
procedures is the equivalent of about one-half manyear per year for the
duration of the contract. If, in the judgment of the originator, a proposed
contract of lesser cost will be of significance to other producers, that contract
proposal should be forwarded to other producers for information.
D. Exclusions
1. Some external research efforts, although within the definition stated
above, are of such a sensitive, controlled nature that neither the
knowledge of the contract nor the results would be made available to the
Intelligence Community except on an extremely limited basis and would
not be accessible through the library system or product distribution
centers. These are excluded.
2. Also excluded is other external research that is tangential to the spirit
and purpose of these procedures. This includes, but is not limited to,
contracts for services such as translations, graphics, or printing support;
and, inter- or intra-service/departmental support agreements.
3. Contracts for the development of specific techniques to extract and
process data from technical collection signals are excluded; however, the
results of such efforts will be shared by all concerned organizations
under the terms of these procedures.
4. Intelligence studies contracted for with non-NFIP funds are excluded at
the discretion of the originating organization.
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E. Scope. These procedures are for the purpose of keeping producers of
intelligence informed of external research being proposed, external research
efforts in progress, and products of such efforts.
IV. Information Exchange Cycle
A. In order to make maximum use of existing schedules for the cycle of exchange
of information on contract proposals, status of contracts in progress, and
products, the following schedule should be adhered to:
1. July--Each July GDIP contract proposals for the next program year will
be made available to other producers for about a nine-week review-and-
comment period. Concurrently, CIA will provide a quarterly status
report on ongoing projects and new proposals for information and
comment. Three to four weeks should be available for feedback to CIA.
Producers will have the opportunity to become aware of contract
proposals of other producers, have the option of investigating the
proposal in detail with the originating office and/or forwarding
comments, if appropriate, to the originator, and request a copy of the
product if desired. The purpose of this review process is to provide the
producers with an opportunity for in-house review of his/her
organization's external research efforts in relation to those of other
producers and for making resource decisions based on that information.
State/INR will distribute a report of studies in progress each month.
2. October--CIA will make available to other producers its contract
proposals for the next quarter and provide another status report. Three
to four weeks should be available for feedback.
3. November--Each GDIP producer will forward to the other producers a
semiannual status report of contracts in progress, modified, cancelled, or
completed.
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4. January--CIA w i l l provide another quarterly status report and new
proposals. Three to four weeks should be available for feedback.
5. February--Another status report, in the form of Congressional Budget
Justification Book (CBJB)-pages that incorporate external research
-projects of each producer, will be forwarded to all producers by the
Director, Program and Budget Staff, IC Staff, either directly or through
the originating organization. This format will provide a three-year
overview of external research efforts.
6. April--CIA will make available its quarterly contract proposals and
another status report. Three to four weeks should be available for
comment.
7. May--GDIP participants will provide the second semiannual status report
in the same format as prepared for the November status report.
(This will conclude one year's information exchange cycle.)
B. In some cases contract proposals may not be developed coincident with the
cycle just described. Whenever this occurs, the originating organization should
forward to the other producers, for information and comment as appropriate, a
description of the proposal which, in the absence of an existing standardized
format, should incorporate the following elements:
1. Title
2. Abstract
3. Proposed start date and duration
4. Project manager or COTR
5. Intentions for product distribution
6. Security constraints
7. Purpose/justification of contract
8. Contractor, if known
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If possible the originator should allow three weeks for comments by the other
producers. If circumstances do not permit the opportunity for dialogue, then the
originator should provide the above information to the other producers whenever
occurring or during the next regularly scheduled information exchange/status report
period.
C. The contract proposal format may be in the form of CBJB pages, available
standard contract forms, or other descriptive format, such as in paragraph
IV.B. above, which includes sufficient data for other producers to have some
understanding of what is being proposed.
D. The status report should permit a reader to trace the life of a contract from
approval to product. The format should contain the following information:
(I) Subject or title
(2) Status: in progress, cancelled, completed, expected completion date.
(3) Contract monitor (name and telephone number if possible)
(4) Contractor or contractor division (security regulations permitting)
(5) Remarks (disposition of completed study; type of product; "no product
but integration of research into organizational studies or data base";
cost; availability of interim reports; security classification of product;
etc.)
Status reports should be distributed to each of the other participants directly.
E. At the end of a contract life, or at each product milestone of a multi-stage
contract, a final status report entry should indicate the disposition of a
product--to a library, documentation center, or to some standard distribution
list.
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F. This information exchange is not intended to change the frequency or timing of
existing status reports already prepared by the State Department (monthly) or
by S&T production elements (quarterly) which are or should be distributed to
all points of contact.
V. Point of Contact. Each organization has a single point of contact identified to
whom proposals and status reports will be forwarded. It becomes the responsibility
of that point of contact to ensure that the information is appropriately distributed
within his/her organization, that appropriate actions, comments, or
recommendations are made, and that the other producers receive in a timely manner
his/her organization's external research information.
VI. DCI Production Committee Role. Each point of contact should ensure that contract
proposals and status reports are provided to the Executive Secretaries of the
appropriate DCI Production Committees for information. Producers may wish to
solicit the support of appropriate committees to evaluate a contract, proposal, or
product.
VII. IPC Staff Role. Each point of contact should ensure that contract proposals and
status reports are provided to the IPC Staff for information. The IPC Staff is
responsible for ensuring that these procedures are effective and for maintaining an
automated record of these reports. The Staff is also responsible for keeping the IPC
and DCI informed of the progress in implementing these procedures.
VIII. Distribution of Proposals and Reports. The following is the distribution for proposals
and status reports:
a. CIA
b. DIA
c. NSA
d. State/INR
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e.
GDIP Staff
f.
USA
g.
USAF
h.
USN
i.
USMC
j.
Executive Secretaries, DCI Production Committees
k.
Director, Program and Budget Staff, IC Staff
1.
Office of Intelligence Liaison, Department of Commerce
m.
Technical Programs Manager, Defense Nuclear Agency
n.
Department of Energy
o.
IPC Staff
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EXCHANGE OF INFORMATION ON EXTERNAL RESEARCH (CONTRACT) STUDIES
These guidelines are offered as a management aid to ensure that the basic
procedures are effective.
1. Each organization should be aware of the external research studies being
accomplished throughout the Community.
2. Managers, line supervisors, and analysts at each level within an organization
need to be aware of the information available through the execution of these procedures
and how and with whom to communicate as they prepare to develop a contract proposal.
3. In the contract review process, managers should be assured that all available
sources have been examined to determine the extent of similar work elsewhere.
4. Managers should examine other contract proposals in the information exchange
to determine whether cost savings can be realized through joint effort, re-direction of
effort (viz., a complementary or follow-on study) or by dropping a proposed study.
5. Managers should ensure that at least one copy of each external research study is
delivered to that organization's library. A copy of each product which meets the
classification criteria should be sent to the Defense Technical Information Center or
similar documentation center.
6. Organizational managers responsible for library operations should encourage a
dialogue among the Community library managers to ensure that documents, indices, or
reference materials that refer to external research studies are accessible throughout the
Community.
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