CONTENT CONTROL TASK TEAM I APPROVED TERMS OF REFERENCE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78B05708A000200120004-5
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 16
• Document Creation Date: December 23, 2016
• Document Release Date: March 31, 2014
• Sequence Number: 4
• Publication Date: October 30, 1964
• Content Type: REPORT

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FROM:
C/CSD
DATE: 3 Nov ? 196)4
TO INITIALS DATE
REMARKS
DIR
DEP/DIR
EXEC/DIR
X
ASST FOR ADMIN
ASST FOR OPS
ASST FOR PA
ASST FOR P&D
CH/CSD
CH/IPD
CH/PD
CH/PSD
CH/TID
CH/CIA/PID
CH/DIA/XX-4
CH/DIA/AP-IP
CH/SPAD
LO/CGS/CIA
LO/NSA
STAT
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CODIB-D-111/1.1/2
30 October 1964
UNITED STATES INTELLIGENCE BOARD
COMMITTEE ON DOCUMENTATION
Content Control Task Team
ausinclisEms of Reference
Attached statement reflects CODIB deliberation and action on the draft
CODIB-D411/1.1/1 of 2 Oct 64, as described in CODIB-M-57, 23 October 64,
paras. 3-4.
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Secretary
GROUP I
Excluded from automatic
downgrading and
declassification
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CODIB-D-:'.11/1 . 1/2
30 October 1964
UNITED STATES INTELLIGENCE BOARD
COMMITTEE ON DOCUMENTATION
CONTENT CONTROL TASK TEAM
TERMS OF REFERENCE
L 2IAective
To develop a scheme for identifying the substantive content of intelligence
Items at or near the time of their publication and to determine the feasibility of
its application throughout the Intelligence Community. This scheme should be
designed primarily to facilitate the dissemination of intelligence items.
IL Parameters
The scheme should:
I. encompass all subject areas germaine to U.S. Intelligence.
2, be applied to matercial of all sources and classifications.
3. be applicable to the bulk quantity of intelligence items.
4. be relatively shallow.
5. require little index training.
6. be adaptable to machine processing.
7. be practicable to maintain.
8. make provision for maintenance and control.
GROUP
Excluded from automatic
downgrading and
declassification
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III. Tasks
A. Identify the major publishers of intelligence items and the primary
distribution points through which these items flow. (Ref. Stage I Report of
SCIPS, especially chart 39196, Tab B, "Community Processing Systems
Configuration.")
B. Review existing suklect codes with special emphasis on those used by
analysts to express their intelligence interests.
C. Develop a tentative scheme to facilitate the dissemination of intelligence
items.
D. Consider the usefulness of this scheme on subsequent storage and
retrieval needs.
E. Solicit comments on tentative scheme from persons responsible fcr
publication and distribution of intelligence items.
F. Recommend procedures for implementing and monitoring the suggested
scheme or give valid reasons why such implementation is not feasible.
G. Estimate the amount and type of training required.
H. Estimate effectiveness, efficiency and eco omy.
I. Report to COMB. First progress report due 3 months after adoption of
Terms of Reference.
IV. IVIen_21......)eratp_
The Task Group shall be composed of one member each from CIA, MA,
NSA and Department of Stat Additional representatives from the Services and
subordinate units of the above-mentioned srganizations will be welcome at all but
the executive sessions and will be encouraged to participate in the general
discussions. It is preferable that Task Team members be cleared for special
intelligence. Other representatives should have at least a Secret clearance.
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CODIB-D-111/3
30 October 1964
UNITED STATES INTELLIGENCE BOARD
COMMITTEE ON DOCUMENTATION
CODIbupprt Saff Missd_Fcons
Attached is the approved statement resulting from action on CODIB-D411/2,
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27 August 1964, as reflected in COD1B-M-57. 23 Oct .'er 1964, Para. 2.
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Secretary
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CODIB-D-111/3
30 October 1964
UNITED STATES INTELLIGENCE BOARD
COMMITTEE ON DOCUMENTATION
SALMrt ft_ftm_ Mssiad Functions .
Pursuant to NSCID No. 1, pares. 3 b (2) and 6 a (3); DCID No. 1/4; and
USIB-D-39.7/6, Attachment, para. 3, a permanent secretariat activity for the
Committee on Documentation (CODIB) of the United States Intelligence Board
(USIB) is established. This activity is designated the CODIB Support Staff (CSS).
1. 22.m2,sition and Or anization
The CODIB Support Staff is composed of professional intelligence officers
from DIA and CIA, and of clerical support from CIA. The Staff is under the
direction of a staff chief who reports to CODIB through its Chairman and Secretary.
2, Mission
The mission of the Staff is to support CODIB in promoting means by which
the Intelligence Community can make optimal use of information of intelligence
value, however recorded.
3. Functions
(a) To assist in the identification, definition, and specification of inter-
agency relationships which affect the flow, the processing, the control of
substantive information and evaluated intelligence, both internal and external
to USIB member agencies.
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(b) In the general area of information processing systems to assist
CODTI3 in problem identification, in determining feasible approaches to solving
these problems, in specifying and assigning appropriate tasks leading to problem
solution, in the acquisition, synthesis, and analysis of factual data pertinent to
problem solution, and in system design and specification responsive to the problem
solution.
(c) To provide a focal point for the exchange of information within the
Intelligence Community on the solution of information processing problems,
Including studies, research and development, contracts, proposed agreements
and action, publications seminars, and demonstrations.
(d) To develop for CODIB consideration, policies on responsibilities of
individual agency information processing facilities to perform functions of common
concern to the Intelligence Community.
(e) To assist in administering and supporting CODIB subcommittees,
ad hoc groups or task teams which have been organized to carry out specific
functions or to perform special tasks.
For example, with reference to the task teams organized to
Implement USIB action on the SCIPS report, it is the function of
the CODIB Support Staff to assist in problem definition, fact
gathering, analysis, planning, and preliminary system design.
Day-to-day work will involve: determining essential elements of
Information problem boundaries, specifying tasks, planning and
scheduling, forms design, instruction writing, interviewing, analysis,
systems design, and report writing. The Support Staff will provide
the continuity not realizable by ad hoc task teams and will coordinate
overlapping interests between task teams.
(f) To providereferral service from the SCIPS data base.
(g) To assist in the monitoring of interagency agreements in the field of
CODIBes responsibilities.
(h) To assist in the coordination of selected information processing
activities with foreign intelligence services involving the interchange of information
which has been authorized by USIB.
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CODIB-M-57
23 October 1964
UNITED STATES INTELLIGENCE BOARD
COMMITTEE ON DOCUMENTATION
Minutes of the Fiftm2ntILLIOctober 1964
Members or Their Reirmentatives Present
STATE
DIA
ARMY
NAVY
AIR
NSA
DM& E
FBI
AEC
CIA
Mr. Benjamin H. Fisher
Maj. Jonathan D. Carney
Cdr. Alfred It. Olsen, Jr.
Lt. Col. Thomas H. Scott
Not represented
Not represented
Not represented
Mr. Paul A. Bore!, Chairman
Secretary
Technical Consultant
NBS
Dr. Samuel N. Alexander
Associate Member'slivament_ Jtity2
NSF
Others Present
DIA
Mr. Richard See
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ARMY
NAVY
CSS
CIA
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Mr. Walter J. Moberg
Mr. John K. Vance
1. The minutes of the fifty-sixth meeting (CODIB-M-56, 10 Aug 64) were
approved as written, the following additional comments being made: re para. 5,
noted statement concerning AEC development of a noise
generator, indicating DIA interest in more information. The Chairman said that he
had called Dr. Reichardt about future AEC participation in CODIB; since AEC
representation on US1B committees is a subject now under study, COB representation
will be decided in the broader context. Also concerning para. 4 of the Minutes, the
Chairman said that separate CIA representation on CODIB, in addition to the Chair,
was still pending, awaiting the overall review of USIB committees structure.
2. .C.9p_ULLumort Staff (CSS )) Mission and Function Statement (CODIB-D-111/2,
27 Aug 64): draft approved as written, the Chairman noting that it was an ambitious
charter and that all aspects can't be tackled at once, but that the CSS is the only
full-time group in position to play the coordinating role specified therein.
3. Task Team I Terms of Reference (CODIB-D-111/1.1/1, 2 Oct 64):
Considerable discussion developed on the scope of this activity, the principal question
being whether concentration on facilitating dissemination was too restrictive.
Additional points mentioned included the possibilities of providing for cross-source
correlations and the application of shallow indexing, particularly (with regard to the
latter) to conserve time in the input to the hundreds of small analyst files in the
Community. One point suggested for exploration was identification of the analyst's
problem in dealing with masses of reports, and whether the terms of reference might
address more attention to fact-gathering from the analyst. The Chairman noted the
consistent comment from senior levels on the flood of paper and need to control it,
stating that, of many possible considerations, that of filtering the flow is a specific
problem which should be tackled. The correlation between depth of indexing and
quantity of paper was noted as a significant problem area.
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4. The suggestion that the task statement be expanded to include consideration
of the impact of any new scheme on existing indexing systems led to a reference to
the DoD area code standard, its original purpose, and present use (of which more
follows in para. 9.c. and 10 below). Action: The draft was approved with the
addition of a task statement regarding attention to the impact of any designed scheme
on subsequent retrieval needs.*
5. In answer to the Chairman's qry about the level of security clearance
required for team members, said that he does intend to include consideration
of special materials, but that the fact that all members do not have special clearance
should not unduly constrain the action of the overall group.
6. Task Team V Terms of Reference (CODIB-D-111/1.5/1, 2 Oct 64): in
absence, recounted the thinking behind the draft and specifically
suggested that initial action concern counter intelligence, and not positive intelligence,
files, agreed that progress probably would come faster in the CI world
but strongly urged attention to positive biographic intelligence as well. The Chairman
noted that all the Task Teams' terms of reference should be standardized and suggested
that the Task Team V statement in Tab A of the CSS mission and functions paper
(para. 2 above) be used; this includes the Cl and positive aspects desired. He noted
that the Cl biographic world is a large cost, high activity world, now particularly
receptive to improved techniques in view of such pressure as that stemming from
follow-up to the Warren Commission report.** He suggested a positive intelligence
panel or subgroup within Task Team V, noting particularly the interests of CIA/
Biographic Register, DIA/Production Center, and NSA, but was strongly opposed to
separate positive and counter intelligence biographic teams.
7. Mention was made of the need for at least part of the team to have special
clearance. Also the desire for flexibility of scope was discussed with regard to the
draft statement of file index size and attention to file entry through known name; the
"one million card" specification, then, is to be illustrative but not binding and
a category or group approach is also to be considered, althrough the initial
concentration will be on names in index records. Fact gathering on the positive
* Secretary's note: There is some difference between the statement of objective
of Task Team I in Tab A of the approved CODIB Support Staff Mission and Function
paper (see para. 2 above) and the Task Team I draft, the former being broader in scope.
**Regarding which, and with specific reference to possible Secret Service development
of an information system compatible with those of agencies from which its dkta will come,
Mr. Borel noted transmittal of an invitation from the Deputy Director/Plans of CIA
to the Secret Service to attend meetings of Task Team V.
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intelligence side need not follow the study of the CI issues, but should go on in
parallel. asked, also, that step-by-step progress be reflected rather 50X1
than waiting for a final report, since attention to the biographic intelligence field
is of particular current interest to DIA.
8. Action: The Chairman directed the team to incorporate the gist of the
discussion in a new draft with a statement of objectives, inclusion of the positive
intelligence world, generalizing for purposes of flexibility on file size to be studied
and on the group approach issue, but concentrating in the beginning on the CI world
as reflected in name indexes.
9. Status of Other Task Teams: the Secretary, substituting for the hospitalized
Chief/CSS, made some general comments about potential overlap in the various
task team fact gathering activities, including briefings, and requested that all such
activity be coor nated by the CO aIB Support Staff. He noted also the plan of action
for each task team agreed upon previously, i.e. ,that each team chairman will devsicp
a draft terms of reference paper which will a) be reviewed by his team members;
then, b) be approved by CODIB prior to active data gathering, the exception being
Task Team U which was instructed (CODIB-M-56, para. 9. El) to proceed with the
item identification list. The Chairman noted that if more frequent CODES meetings
are required, they can be called. The Secretary submitted to the Ch rman for
Committee approval the nam s of the CIA members of the CODIB Support Staff, viz.,
approval given. The Secretary
then called on the other team chairmen present, whose responses are summarized
below:
a. Task "I'eam
felt that his team was still understaffed and urged
that Army and Navy members be named. Background reading has been
assies ed and further discussion of the purpose of the item list, timing, etc.
will occur prior to submission of a terms of reference draft to CODIB.
b. Task Team IH: tated that team designations had just been
received and now include representatives from DIA, State, NSA and Air
Force/FTD.
c. Task Team IV: said that his approach probably would be
to present to his team the foreign installation description format recently
standardized within DOD. Members designated to date represent CIA, Army
and Navy; the NSA representative will be named shortly. Regarding the
area code discuL3siof referred to in para. 4 above, rioted
that DIA uses the digraph for targetting and the Bombing Encyclopedia and
that his team will consider it, among others.
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d. Task Team VI: In the absence of Dr. Davis, the Secretary reported th t
designees to date represent CIA, DIA, NSA and Air Force. A draft terns
of reference was sent to the team members for discussion at a first
meeting scheduled /then7for 19 October.
e. Task Team VII: Mr. Borel noted that he summarized SCIPS follow-on
activity in, a contribution for the DCI to consider in his reports to the
President's Board of Intelligence Advisors, both as DCI and as Director/
Central Intelligence Agency (see Attachment A). Noted therein is Departmeet
of State chairing of one task team. Be asked Mr. Fisher for the current
thinking within the Department of State on this task, since State had strongly
urged its establishment. Me. Fisher said that he was not able to make
final comment at this time, but that he would make additional effort to get
the matter resolved; he suggested that State representation from INR would
be more relevant than from his systems analysis group.
f. Task. Team VIII said that he had the names of seven
principals for his team, with alternates/observers raising the number to
?about 20. He suggested that others outside the intellige ce community
(NASA, USIA, NBS, ACM, etc.) might well be involved. The basic
approach to date in two meetings has been, through briefings on existing chip
files or lens for such (particularly by out-of-area Service representatives
at a recent DIA coriference) to attempt to define thefl problem. Additional
briefings are planned during meetings scheduled for 19 October, possibly
running for two days. Again it was noted that clearances pose a problem;
for this team's principal members, special clearances are a must..
The Secretary noted receipt of several inquiries regarding non-USI participation
in the task teams and susteeted that the problems among the USIB agencies are
sufficiently large to mitigate against direct membership from noti-USIB agencies,
with the additional complexities such representation would introduce. Keeping
Informed (through briefings, etc.) is desirable and, he felt, can be realized, at
least in part, through Drs. Alexander and Adkinson, with their contacts in the
non-USIB agencies, the non-Government world, and such committees as COSATI.
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g. Task Team IX: reported that his team's first meeting had 50X1
been held on 14 October and that one member had suggested cutting back on
scope to ensure positive response from potential participants. Army and
Navy representation is desired, as is a briefing for the team by Dr. Alexander.
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A draft terms of reference; based on the DIA instruction being coordinated
in DoD, will be submitted to CODIB after deliberation by the team.
In response to a question from the Secretary, the Members indicated that they do
wish to receive copies of all the Task Team minutes.
10.Rat.) .4aialstere a_pli).StLdett. CharmSubcommittee on 50X1
Classification, submitted a memorandum in response to request that 50X1
CODIB consider recommending Community adoption of the DoD area code. The SCC
response (see Attachment B) was read aloud by the Chairman, and a copy of an earlier
SCIPS paper (m this subject (SCIPS-N-24, 12 June 64, subj: Geo-Political Area
Codes) was given to The general response was negative but the SCC 50X1
felt that the specificity of retrieval of the several eidetin& systems would have to be
comnared with the DoD code before a recommendation could be made; the SCC,
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said, does not have the staff to make such a study. Discussion of the
area code referred to in para. 4 above indicated that several components within
Dole felt that they could not use the digraph. In response to the Chairman's query
concerning DIA's continued interest in this subject, said he would 50X1
consider the SCIPS and SCC papers and report his reaction to CODIB.
11. Annual Remit at the request of the Chairman, the Secretary noted the
distribution of the Sixth Annual Report under cover of USIB-D49. 3/8, 2 Sep 64.
It was further noted that the departmental contributions had been received and typed
on mats for supplemental distribution as Appendix C to the Annual Report.
12. Future Documentation Meetia in view of rece t lack of awareness of
certain documentation meetings hosted by CODIB member agencies, Mr. Borel urged
that, as Chairman, he be notified promptly of plans for such meetings.
13. JALPGAdvisomSpnomittee: Mr. See summarized a recent meeting of
the National Academy of Science's Automatic Language Processing Advisory
Committee (ALPAC), which is advisory also to the DOD/CIA/NSF Joint Automatic
Language Processing Com ittee (JALPG). Sessions were held on 30 September and
1 October in the Center for Applied Linguistics, 1775 Massachusetts Aveniie; there
were a series of presentations on translation activities by translating organizations
and private citizens, including the JPRS, McGraw II, and the American Translators
Association.*
.216.11.2.6=.11.?11nalflateebnillan
*Further details, for those interested, could be obtained from the AL,' AC Executive
Secretary, Dr. Hood Roberts, at the Center; government tel. tie-line 1224 ext. 419.
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14. Miscellaneous (for subsequent consideration):
requested the following:
mentioned/
a. He attended a recent meeting on disaster planning and requested a
briefing on the status of the CODIB Working Group on Emergency
Planning at the next regular session (set by Committee agreement
for Thursday, 19 Nov at 10:00 AM in CIA Headquarters, Room 2E62).
b. Articles for inclusion in the new DIA/ADP Newsletter would be welcomed.
c. As a possible task for the CODIB Support Staff, a draft sentence or
paragraph for adoption as a Community standard which would authorize
destruction of a classified report when no longer needed? the statement
to be stamped or pre-printed on disseminated documents.
d. Consideration of a standard color code for computer tape containers
to indicate the level of security classification of information on tape,
and a standard procedure for providing for transfer of custody of tapes.
Secretary
Note: The citatio in CODIB-D-111/2, 27 Aug 64 (CODIB Support Staff), Tab A,
pg. 2, last line is incorrect and should read: "USIB-S-1301/4, 24 May 1963".
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Attachment A
Contribution Submitted by Chairman, COD1B to
DCI for Report to President's Board
9 October 1964
The Committee on Docume tation (CODIB) has established a series of task
teams to assist it in carrying out the US{B directive resulting from the report of
the Staff for the Community Information Processing Study (SCIPS). (This study
was designed to take certain essential first steps in attacking the problem of
effective management of i or-I-nation processli and document dissemination in the
Community.) Cf the nine task teams, 3 are chaired by CIA, 3 by DIA, 1 by DOD,
1 by NSA, and 1 by State, indicating the essential interdepartmental character of the
effort as well as our decision to link problem areas with predominant interests
and expertise. Considerable work had already been done by the teams working on
the control of the informational content of reports, biographic intelligence, research
and development:, and foreign prublications. This work is being coordinated and
supported by a newly organized COD1B Support Staff consisting of four full time
professionals (2 from CIA; 2 from DIA).
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0 Attachment B
2 October 1964
MEMORANDUM FOR: Chairman, COMB
SUBJECT: DIA Geopolitical Code for Intelligence System
REFERENCE: (a) CODIB-M-56, 10 August 1964
(b) CODIB-M-54, 13 April 1964
1. Your Subcommittee on Classification has considered the DOD/DIA
Geopolitical Code for adoption as a community standard in lieu of the present
1SC Area Code and has concluded that before a recommendation can be made,
the specificity of the retrieval requirements of the many systems presently in
effect in the community - or proposed - would have to be reviewed. The review
might be an extension of the SCIPS Study recently concluded. The Subcommittee
does not have the staff to make such a study.
2. At the present time the 1SC Area Code is used in CIA's (OCR) Intellofax
System and the DIA's Minicard System. These two huge systems give specificity
of retrieval on an area basis not possible if the DOD Code were used (see
SCIPS-N-24 dated 12 June 1964).
3. Even though all systems in the community used the DIA Code, compatibility
among them would not necessarily result. It is only if all applied the code in a
uniform manner that true compatibility could be assured.
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Chairman, Subcommittee on
Classification
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