SECOND EDITION (EDITED) INTELLIGENCE RESEARCH FACILITIES AND TECHNIQUES ANNEX I--ANALYSTS' FILES 1 SEPTEMBER 1960

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80B01139A000500190006-3
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 28
• Document Creation Date: December 22, 2016
• Document Release Date: March 20, 2012
• Sequence Number: 6
• Publication Date: September 1, 1960
• Content Type: REPORT

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NO: This document owitains information affecting the national defense
of the US within the mantas of the espionage law, Title 18,0-USC0 Secs.
793 and 1941 the transmission or revelatioi of which in enF manner to
'onaut4torised pa. ison is prohibited by i.1 '
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331MILLTMCII RESEARCH FACILITIES AND Tann
Annam I--Analys-ts,
A. Major types of files
1. Document folder'
Card files, . ? ? .
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a. Advantaget and disadvantages .
b. Sizes . . ? ? . ? . ? ? . ? ?
C. Types of cards . **** ? ? ? . ? . ?
d. The of 'cards its. papaw ? ? ? ? ? ? ? ?
e.' Problems of attacking material to cards
f.- Combined document and card files ?
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Notebook files ? . . ?
-L-11-= Bock and periodical files
Bo _File
1. Pile tabs .
2. Types of file headings .
3. Organizing file headings .
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a? Mothods of organizins ? . ?= ? ?
b. Principles of establishing subject headings
. Eegulating file expansion ? . ? . . . ? 0
1. Eliminating material filed elsewhere ? * . ? .
2. - Taiminating outdated. material . ., . ? . ?
? Eliminating uzaugea materials . . ? . ? . S..
Av. Consolidating materials ? . ? . ? ? 4 ? .. ? ? ?
5. Eliminating unclassified materials ? ? . ? ? ?
6. Marinating unneeded paw and other arterial
D. Project files
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A. liajsizjiym JAL'Iljts
Asalysts Imay have one or more of several 'twee of 'files...cards,
dosustaA Coldore, notebooks, and books sad wriodioals. Sash typo has
its advEsitsges and disaAvanieges. All except the last require a con.
?
siderable investmort of anslyst time in processing material for the file;
however, ii:tfort uning.files for writing 'a report the book and periodicals
files require much more exploita.tion time than the others. *ash of -tiles.
Vpcs of files is d.iscussed in detail below.
If the analyst's files are now, or are small, the decision e he nukes
on the type of files he will keep ere of critical importance, 'because once
the files have expanded it Is difficult to make major changes. rot. this
reason it is best to think in terms of a filing system that permits even.*
without loss of efficiescy In use and also provides feS reti
of obaolete linter:Las. In risking his 'decision, the analyst othould consider
not only the types of files he likes best but also those that tall be easi-
est to maintain by his successor whoa he mono all,
The Records Management Staff, in the DWI. is available to help the
azalyst VALI setting up files and with filing problems. BM hes been es-
tablishing xmiforsi administrative filing. system Ihronghout the Agency,
and has also assisted analysts and branches with their intelligence inforn.
tion files.
1. Document Folders
Flies consisting of document-size folders are particularly desir-
able for documents, but they may also be used for material of =ply sizes.
It is best to begin such files with legal-size rather than letter-size
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folder, for many documents are of legal size and most Agency
cabinets are or legal size* For analysts' files it is best to use
r-zwata, adore rather than the green oft sow haavrokty preasbeerd
Z.)10,-7,7.7;3 the latter refire three times the space and are much more
rraseboerd is desirable only for the few 'individual folders,
?natant use. To awe space it is best to use manila
felde:a%3 which do not have metal fanteners. This nob only saves space,
alJo =mos the time required to punch holes in documents .and place
then ea the faztenexa. Metal fasteners afro needed only when material
is to be "filed chronalogieally, and analysts seldom need to stress this
featur--chronological order can be obtained simply by enunistently put.
tinc the most ;mast information either in the row or the front of the
folder.
or problem in the use of document Wake 'arsine/a from the
docurients frequently cover more than one subject. Such dom.'
mata nv be fasad (a) in a miscellaneous folder; (b) under the subject
which Is the dominant one; (e) under the one subject heading, with refer.
enee ealpS under _the- (*her headings; 10 under each subject occurring
in the decimal*, either by reproducing sufficient copifss or by cutting
the One decunimit into parts.
The :kest tuo methods_ erre the better ones. The first method be.
defeatilkg; the miscelleseous folder gets so large that too
t-cile. is COMM:EA fillOngt information on a specific subject. The
rs:.-ccad i=thed 4..a also self.detreating; to find complete bel'ormation.onany
miti.lect it is necessary to look in all other folders.
2.'
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To keep doetudent files from sogonading midi), the szelyirb
I
normslly should file only the, aver page_ and those pages having material ,
of value. rreaPAsetar- lengtler doesmantv11, have oak,. one or Imo pages
of value. Methods of keeping files freak expending razoidly are discussed
in detail below.
M Indicated in the discussion of card files, the use of,
document folders end- cord flies may eliminate' same of the dieravantageS
of each type "rhea it is used
I
2.1 Card Files
a. sad
Card files have the advantage of being mealier and mere
easily handled than domurent files. This results in greater convenience
idad significant time saving, particular4 *hen the analyst reaches the
stage of sorting and :otherwise organizing his data daring .the anedytical
and writing phases oi a ,project. Be Oa then more 'easily compare bits of
,
information, eliminate, dnplication, and detersdne'the best sequence for
'presentation. By contrast* if he is 'working from two Or three large doen-
pleas each dealing with many subjects it is .physieelly Impessible'te arrange
the bits end pieces in proper order vithou;.t 03.ipping them apart..
Card files ate the best means of =king readily mailable the
1
rntvtl 1, bits, of intelligence Inforuation vhich anaysts obtain in large volume.
In many subject fielde,. a large part of the Intelligence information is
calved not in tha,form of massive documents deallug:with only one subject*
bat as ParaSraPhli or individual. sentences /timid in docuaents discussing
other items.*
This is particularly true in fields such as the production Of Soviet',
military goods, electronics, and machinery, .vhere information is .stilt
scarce.
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3.0.4.104-D-1101144,44.
Card files require mach less space then do document folders.
This Saida* in enhanced by the fact that, instead of tales en entire dome
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want or's 'rail pager the analyst often clips out the individual paragraph
'which has value and pastes this on a card. This method also reduces the
mount of material the analyst must read when he looks for information in
the file. Although Individual paragraphs could oleo be pieced in a dom.-
meat folder, there would be relatively little saving of space unless a
=realer of paragraphs were pasted on one sheet, but this could be a handicap
whaa arfanging the material for, 'writing a report.
With card files it is normally possible to have a more detailed
subject beeadown than irith document folders. With documeut faders the more
detailed subject bre:damn is possible only if the documents are clipped
epert. nets greater detail of subject headinge in card files saves rain
tints when the analyst looks for informatiaa filed under a particular subject.
Card files have a major disadvantage which must be weighed
against their advantages: they nommally require mach more rroceasizg time
than do document folders. Processing includes clipping and pasting and
may involve typing of sentences or paragraphs from documents which cannot
bo clipped.
Another disadvantage is that bulky documents are difficult to
file in card. files. For this reason it is usualy best to have also a
doeumeat felder in which single.subject bulky documents aro filed. A revolt
oeparatod into parts placed in different sections of a card file 'mild be
difficult to use if the analyst needed to study the report as a Whole. The
majority of documents, however, can be alined end placed in a cord file with
little or no loss of value.
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C-OeN-FeIeDeleB-TeleheL
b. Sizes
When the analyst is setting up a card file that has the
seat of of enandiag ecasiderally, be ahete.d, sive otalaus ctonsiXteration. to
the az e that he will adopt. Because sq _.little material can be placed on
one cards, the small 3"15" size is not suitable for files that vill contain
factual information.. Furthemore, most documents we 8 inches vide,' and
individual pavagraphi cannot be clipped out and pasted on the., 3%5" cards.
Camels of' this size are 5uitable onl,e for files that will have ,a small amount
of information per card, each ais glossary, bibliographer, or aerial numbers.
If a larger card size is adopted for information files, however, it is
amorally best to have all other card tiles of the aame size, so it will
not be neeessary to have several separate card files each containing a dire
-i'ereat size of card.
Nest CIA malysts have standeedized on the 5"x8" size for their
card files. Qards of thial size are large enough to hold a conaiderable
. .
mount of ird'oreation and yet small enough to permit easy manipulation. In
addition, most doeureants ere 8 inches vide, so paragraphs can be clipped
out and pasted on 5"x8" cards, or a larger Ixtrion of the document can be
cat 4iirectly to the 5"x8" size. Letteresie pleas (8"x14") can be folded
once sad will fit into a. 5"x8" file with only a quarter inch projecting above
the remainder of the file. Doteraents reproduced by CD. Library from aperture
cards eve printed on paper e measuring Tiftx/0". The image of the document
itself, however, is usually slightly smaller than 5x87.* so individual papa
can be easily cut down to the 5"x8" size by using a paper cutter or scissors.
* ria ordering documents reproduced from microfilms and aperture cards the
analyst can, if necessary, specify (under "Bemaeks" on rams 1.395) that
the image should be smaller than 5"x8s,
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A few 12ranches have selected the ilF"rbw size for their card files.
The =jar disadvantage of this else is that standard document width is
a 4nehe.u, and most domeounts Gansab be Gut dawn to a 6-iaah width In
the early 1950's the CIA Library experimented with putting intelligence
informtion on I cards. At that tiroe a few branches converted their
card files to the IBM sine, 3Ve7-3/8. The experiment vas abandoned,
rod a reamber of branches found themselves handicapped in being committed
to this odd card size, which is too small to contain very vinch informa-
tion.
If an isnal7st or branch is handicapped by haring card files of less
than ;standard 5"m8" size, there are two easy means of converting the
files to 5":G8". (a) The easiest liethod is to paste the smaller cards on
5temr cards. If there is material on the back of the smaller card, it
cc= be typal on the back of the 51'20' card before mounting. (b) Another
usthed is to microfilm the entire Card file and then have prints made
team the microfilm on rza" size paper. This can be done linen the file
is microfilmed for the Vital Materials Center.
C.Imes of Cards
The analyst has a choice of Using blank cards or paper,
forms specially printed either in his ateu office or by the Agency print-
ing plant, or comercially printed forms such as McBee Keysort or Flex/.
1301^t cards. Commercially printed forms may be stock item or any be
printna. to ,zeet speeific requirements.
Printed forms ere used primarikv to provide spaces for the
source citation and for area and subject headings. Somas can be provided
in the form for each item normally occurring in a source citation, thus
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assuring that source citations on cards eill be complete. If the beteg
on the form are in the same order as that required by Agency staudards
for source citations,* much time and editorial effort will, be saved when
lists of sotrceeare Prepared trma the cards. Typing a citation ill boxes,
however, is slaver than typing the saes citation continuously in one or
two linen.
Printed forms =tube designed to speed the process of eat-
tIng file Medina, on cards. If the news of countries and subjects are
printed across the top margin of the card, either a black greaie-pencil
murk, or a piece of colored Scotch tape can be used to show the areas and
stibjects covered by information on the card.** This method also provides
a visible index to subjects and areas covered by the card. When the cards
are in the file the analyst can see from the position of the black mark
mike colored Scotch tape tidiloh cards deal with e particular country or
subject..
Printed or dittoed forms are particularly useful when the
reloyat has one or more speeial files in Which the information is of a
standardized nature. 'FOr eeanwlee if an OSI analyst is' making a-compare..
tive study of 50 selected Individuals in an importantscientific field, it
'would sera considerable time if he decided in advance the facts about each
Ind/video he is interested in. A form could then be reproduced containing
spaces for each of the items. In this way he has 's check list of each item,
desired, so he does not mise any of the desired information given In sources;
* Agency standards for source citations are given in CIA., OCD (OA CIA
Library: CIA/CD/17, Feb 1955, Rote-to Document Intence Reorta C.
There ere mute modificatioas s-M-irrias iETEirrifflEdivi. -4Yffrces..
** OCR/OR and the Chemicals Branch of MR .24aterials Division (NAV use the
? colored tape on printed card forms. CM uses the Scotch tape only on the
top margin; li/CR uses the tape on all four margins of the card. A sample
of the CCRAIE form is sheen in Part C. of this text.
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he can tell which information is missing, and be can institute eollectiae
action if necessary; when be begins his study, be can compare the iU&.ViI.
gluen gdett, 1131014 the RI natemtlite try loqiing lathe same position am all
the cards.
The Plealsorb and McBee reysort cards have one *roars ram
of elce4AtACor round boles along the faur margins of the card. Printed
below each hole iss =Mbar or letter., and below the number or letter may
be printed the information that the letter mien:Mbar represents, such as
date, name, value, commodity code, or country. Oa special order, each
hole can made to repreevat &country or subject word. The boles are
notched with eitheraband or machine punch. This notching eermits the
Carda to be sorted by pushing a needle or *ever into one hale in a steak
oZ cards and lifting. Cards ehich have been notched for that hole win
fall out; those which have not been notched will atter on the needle. The
cards can be ordered in 5"m8r or any other size.
As Indicated in Part P of this text, these cards are useful
9
for correlating two or more areas and/or subjects, if the =Aber of cards
is not too great. It,. however, the number of cards totals several thou-
as, it may save time it one of the Agency's /BM facilitieS were called
on to punch the Information on IBM cards.. In addition, machine listiveus
the data an be made from IBM cards, which are oftenmuch easier to
.;iork with than are atacke.of cards.,
Use of McBee or'llezisort cards is probably not advisable for
most analysts' files. The processing of these cards requires many more
manhonrs than do other apneas, and the recovery of any particular type'
or itea of information mee, require more time than do the ether systems..
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Several offices 'othich have tried these systems for their intern. tion filers
have finally filed the cards between normal file dividers and .discontinued
the aiding and pal:china of nee cards. A major disadvantage of the system ,
' is that finding information on any one subject review; use of the needle
on the entire card file. In addition, with frequent use sone of the punched
holes break through, and acne cards 'fall out incorrectly.
d. Use of Cards vs. Pepe.
Some consideration should be given to the use of bond paper
in the card file. Cards are about 2.5 times thicker than bond paper but
are somewbat. easier to handle and are more pezeuseent. Only a very few
items in a file, however, will be given frequent eacragh use to make it
necessaey to have them on cards. When several copies of an item mast be
?typed for the files, it is possible to make as many as 5 or 6 legible
carbon copies if paper is used (more than 6 legible carbon copies can be
made on an 'electric typewriter), but no more then 2 ats 3 legible Caxton
copies can be made if a card. is used.
e. Problems of Attaching Materiel to Carat
One or the major advantages of the 5"x8" ala is that a section
or a document can be clipped to that site, and individual peralpraphs from
documents can be pasted on cards. When clipping documents, a Shearing paper
cutter is mach faster than scisoors. When attaching paregraphs from dom.,
=Its, periodicals, end other sources, an analyst may use library pante, 1
rubber c Scotch taps, or staples. Library paste causes paper to
tope takes more time to apply, because a
bulge. Scotch/piece must be pasted around each side of the item being
attached to the card. After a few years the adhesive bleeds from beneath
the Scotch tape? causing adjoining cards to stick together. Staples take
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frox to to) three times more space than a card, end up to l5 times more
:pace Ulm a piece of baud paper, and it is difficult to place cards. In
files bece2se the staples catch on cards and on each ether. Rubber cement
angled Vilittgar bl using enter IMMO Or WW1% SO plow a 1111431168263141
Ica' or ovaL-shaped streak of cement around the outer .edges of the item to
be Iczted tit is not necessary to cover the satire back of the item).
&:4110 of the rubber cement available in tubes does not hold properly, but
eubber cement in bottles holds fast for years.
IZ the material covers two or more cards, the cords can be
held together at the top by a short strip of Scotch taps. Materiel on the
beck side of cards should be pasted or typed so the entire item can be
read slizoly by flipping up pages from the bottom.
Additional suggestions on preparing cards for card files are
oritained In Part D of this text.
? Combined kietreamit and Card Files
For sow ecIalarats the best arrangeee:at is to hare both doom-
rt fade= and a card file. The document folder is used for dooms:the
mon) tian one page, ettich might be difficult to clip to rxid"
The card file includes all shorter materials, including references to the
Cocueent folders. When the analyst look's at a section of his card file
on one: sulject, he kvoes that it contains all the material on the subject,
inclu61335 references to documents in the document folders. In addition,
th card l'ilo might also contain bibliographic references said photograph .
Votebook Filen
Vome anal,yets keep their files in ring-binder notebooks. Indi-
vidual notebooks may be used to cover individual subjects, or divider tabs
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may be used t the notebook covers more than one subject. Xn addition to
typing excerpts and pneting individual paragraphs from documents on note-
book paper, some analysts oleo file in the notebook linos from documents.
Bu A? bdavauscarbs aright be tiled in a document folder; the notebook vould
that contain a reference to the document.
Tire notebook tile has the advantage of being compact and permit-
ting the analyst to see all the Information on a particular subjeet vith
a minima of page.turnieg. To ac.hieire compactness, however, it is necessary
to type or paste a amber. of items on each notebook page, with a consequent
loss of etticiency auring the- writing of a report.
The notebook file probably is most successful it the -analyst has
a small or moderate amount of information on his subject.. If, Waver, he
receives and must file large voltUras of Information, the system is more
-time commuting to maintain then are ease other system.
4. Book and PeriodicalFiles
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Books and periodicals from the Bloc have become increasingly gm
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portent sources of intelligence information,. particularly for analysts mho
read the language of the area in iehieh they specialize. Since almost all
Bloc books and periodicals are unclassified, .they can be kept in book cases
or in unlocked filing eabinets. NormallY," the anelyet'a book collection
contains a =all number of standard reference vorlas on his subject and area
cad same books covering in detail the Important aspects of his subject. In
most ewes, the enslyst does not have so many books that he has en organi-
zation problem. There should be a fragment culling of books to eliminate
old editions and those books eirich have not been used in the pest year.
Books drich do not receive use but might have general value should be sent
to the CIA Library. Technical magazines Which are no longer needed should
also be sent, to the CIL Library.
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B. File Hemlines
In moat oard or document files it is generally desirable to show on
ea1iinaiirLeteil item the stablest sad area dealt with in the item. TWA
ray be done by circling or romderlining pertinent uords in the holding of
the item or by writing or typing file headings on the item. Pile heed.
in .r73 pmellt the SZIalyert to return the item to the proper part of the file
after each use without rereading the item. There are a number of we
to increase the efficient,* of files by organising the file tabs and file
Iredings *aced on the taboo These are discussed in detail below.
'1. it.le Tabs
Ff./e tabs project above the doe s:tents or cards in a file. They
=V extend across the entire width of the file, or they WV be balf.,
third..., quarter., fifth., or sixth.cut tabs. A file made up of folders
ntkr We the tabs on the folders, and it may also use file dividers..press.
beard cardt; which have file tabs. Card files nomaly require the WM of
rile tabs.
;71.1e1 littich have headings in alehabetical or numerical order might
tabs sieiggered from left to right; for excam;ple, on third-cut tabs the
?
l'irst item would use. the left tab; the seisond item, the usiddle tab; and
the third the right tab. File headings ',Allah follow en outline can
o'hair a subject's rank in the outline (whether it is major, or Roman numeral
heading; sacondarz, or capital letter; tertiary, or.Arabic susueral; oar.
te.nary, 0:7 lover case letter) in one or a combination of the following
ways; (a) By position. AU the major or Roman numeral headings could be
put on the left hand tab of third cut tabs, capital letter headings on the
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middle tab, end Arabic =oral headings in the right hand tab. (b) By
size. Full tabs, extending the width of the file, could be used for Boman
nuterai headings; balf-aub tabs, for osepital latter headings; wad third.
cut tabs for Arabic =era headings. (e) By color. Roman numeral head-
lugs could be placed on tabs with dark colors, such as blue, greea,. or red;
capital letter headings could be on lighter tabs such as orange; the low-
est 2rImek headings could be on the lightest tabs, such as light yellow or
white.
Two different filing systems can be incorporated in one file
through the use of tab headings for the one metre and colored hags or
colored Scotch tape placed on the individual cards for the second system.
Vor example, the tab headings ndeat show areas and subjects, such as Soviet
-copper; the colored flags or Scotch tea* rai&rb indicate that the individual
card deals with production, raw materiel impute, cad/or prices. Colored
flags could be used also to point out a few high priority items, each as
indications of shortages or guided missile or, atomic energy Information.
Putting the flags or tape on the cards is time-consuedng and can remelt in
backlogs of =filed cards.
2.
er file headings are for areas or for subjects, them is a
variety of was of writing the file headings, both on the tabs end on the
Individual cards or documents In a file. On the tabs, it is uou.ally best
to write out the full subject or area heading, if the amount or materiel
to be filed is relatively large, the analyst should consider various el-
ternatives to writing oat the full subject or area headings? on each card.
These alternatives include the followings
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(a) Abbreviations. These might incllude Prod. for production;
itAVo for inventory; XV for motor 'rehieles; BR for railroads; POL for petrol,
t 66nd lubrivevets.
(b) Outlive letters and numbers. If the subjeate covered
by the filo have been organized logically, they probably can be faVell COW=
letters end ambers. Thus part of the outline at subjects sight be as fol-
low:
M. Motor vehicles
A. Production
1. rive-year plan figures
2. Actual production
13w 'amigo trade
If a card or document deals with motor vahicles--/prodturtioss...fiveireer plan
figures the item can be matted um if the outline method is Used, rattler
than 'writing ant all the words. If this method is adopted, the tab head-
ings in the files should shoe both the *stains letter and Itriaber aEtti the
written-out subject. This abide both the analyst and the file clerk in fil-
irg and locating material. In practice it is probably best to use ceedtal
letters for major headings instead of Roman mareevas so that, in the tommele
ex:moo instead of writing =Al the outline would be Clan Which would be
three charzetors instead of five. Writing the Roma numerals could beecce
major
cumbersoma if the outline Ind Xrraiheadt* 9.
(e) CIA Library Intelligence Subject Code (ISC). This code
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C-0-11-Taa-D-E-N-T-I40.1)
(d) The Dem' ar3tem. This has some of the same
-disadvantages as has the 180.
3. 3zPiled1ia
It is Important that file headings follow a logical order so that
file clerks can file material vith a minimum of mistakes. In addition,
logical file headings permit other =berg of the office to use the files;
viten questions arise in the 642elystes absersce. The organization of file
15
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heailings should be as stroll., e as possible. The more complex the syatem, the
ooner it breaks dawn--particularly if the analyst or soervisor who on..
eintzhoe tho swat= leave*. Nowover, prsothical, aomsideratiora rimy diets**
that tee different methods of organization be used, such as filing everr.
thing by subject except trip report docummats which ere filed by area.,
a./4ethods of Clionizirsi
Poliowing ere some of the methods to be considered in *ramie.
ing file beadiness
(a) Chronologically. In a few areas, such as in parts of CCI,
it might be most important to have information filed by date. This method
vould have little value for a substantive 1Wa1yert for to recover Information
on ecny ons subject he would have to reser the content of each dormant
Its limn as its date.
(b) By 1.050.12Z agency, such as Ar, or. Navy. This
aim would have little value.
(e) By tonpe of source or contact, such as Pti, atter-be trip, or
photo intelligence. Occasionally some items may be filed in. this way for
a partien3.ar purpose?keepdng a separate file of photo intelligence reports,
for example,
(d) By subject.. This type Of file in best for the subject
specialist. The subjects for vhieh the analyst would want file headings
might irielueo ono or more of the following: organizations, such as ministries
or institutes; attributes of information, such as shortages, surpluses, or
complaints; activities, such as research, perodueLlAns, transportation, ad-
ministratiort, testing, or export-import; types of equipuent, such as bombs,
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missiles, aircraft, or medicines; inputs or cutlets; names of Individuals;
wanes of plants. If the analyst has only a subject breckdomar the 'file
eacceiesee obtalaing primarily a national picture. To olirbsiss piotare
of ono region, the ersalyst hes to look_erader each subject beariing for in-
Zonation on the one realm.
(e) By eountry (or saxes). If the analyst %corks on several
countries or areas, he might have a file for evzh countz7, broken dove by
subject, vole? each and generally using the seas or a oballaie eubject break-
dem for each.
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b. pie oeSad1ngs
Even it the, analyst has a vial established filer it la insofit-
able for him to review his file headings OCCOs3iGna11y.? As files develop
three deficiercies often emerge: to or more eections of the file begin to
cover elatler Istformetiom; some heo.ditze lack element meaniasgs; and acme
headings are so general that they have a large mount of material in them,
and therefore require barmaids% dem.
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(
When the analyst is setting up new file headings or review-
ing established file heading, be may find it profitable to follow these
obelle (a) Be should look ab his field of subjeet responsibUity lathe
abstract sal write out a lint of all subjects ehich he considers within
hie subject responsibility. The mission, functions, and substantive
responsibility of the branch and of the analyst should be kept in mind.
At first, no thought should be given to arranging items in in order. (b)
lb should then add from his existing file headings my subjects not Jur-Laded
in the list. It may also be profitable to review available standing require..
meats for CIA, State, and Defense, as well as file headings used by his op-
posite numbers. The CIA ISC should also be reviewed. (c) The list of sub-
jects should then be arranged in outline fora. This amassment will reveal
inconsistereies and omissions which can be corrected. The outline can then
be used fox subject headings for the file, keeping =mind any specific ex-
,;(
captions, tach as special files of attache trip reports. /After the tile has
been in, une for some time it is advisable to look at materiel filed under
any miscellaneous headings, as well as material filed under a major heading
--material which could not be filed under one of the subheadings. A *study
of these items ray indicate additional major headings or subheadings which
c.,,hauld be added to the file because considerable information is coming in on
those subjects. The advantage of this review is that it reduces the mount
of material in the general and miscellaneous categories which mar have to be
reviewed each time the analyst is looking for information. on specific sub.,
octs.
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It is impOrtamt that the analyst give Some consideration to
the =her of major headings that he will have in his outline. If the out-
line bah 25 major headings, there is likely to be relatively little material
urder each one, and it will be almost impossible for him or his file clerk
to remember them all. By contrast, if his outline has only 3 major headings,
it will be easy to remember them, but he will probably have to have en ex-
tremely detailed breakdown under each one, going into tertiary, opearternarys
and even greater breakdowns. The ideal, therefore, is to hall* from 3 to 10
major headings. This Lumber is snail enough to remedber but large enough
, major ,
so that there is not too much material under each/heading.
The advantage of using an outline is that the files can be set
up at first for only the major headings. Later, as the file gets larger,
-ettbhecAings can be inserted under the major headings. rrom the begirming?
however, it is important to put the complete subject breakdown on each card
so that when the secondary tabs are put in, it will not be necessary to re-
read all the cards to write secondary headings on the cards.
Any subjoin breakdown, no matter how logical, will always leave
some gray- areas. The analyst will occasionally have considerable difficulty
determining proper subject headings for sOme cards. In such cases, the best
solution is to make copies of the card (whether it is a reference or a nate
card) and file them in every place where the information might have valeta.
Elven if en item is filed under a heading which is not entirely logical, it
is important that the analyst be consistent abcntt the headings given to in-
formation on a specific topic.
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I:-0-N-IP-44)+E41.,T44.40
C. Itt ,z14 File Exp ion
The prablem of constantly expanding files is a serious one in most
roaa 144 oaSiote. Ono adainistrative control on the asliblem has been
that of malting it almost impossible to get new Vile safes. There is good
bazis for this control, for almost any file, if reviewed objectively, can
be =duce& aigaificantly in size. Even if there were no problem of space,
it is still to the analyst's advantage to review his files periodically be-
cause it is easier to recover, information in a minimum of time in smaller
files.
This dajective review of filea should include at least the following
considerations:
1. El_iml_natstarial Filed Elsewhere
ilmajor qaestion is whether or not the CIA Library or RogAatera are
kaeatag, in readily available form, may of the Material in the analyst's .
Mee. For example, the analyst may be keeping details on :personalities
in h13 field. But BR might have files on maw of the same :personalities,
vna atter a brief conference with RR it might be possible for the analyst to
or.t aura
tura over his awn personality files toMand from than/the 4 BR will file in-
formabioa on all important personalities! in his field. Or -the analyst may
file information on all industrial installations and researah institutes
subject field. Bawever, a comaarison with IR files say show that the
analyst's files have only a small part of the valuable information on these
zubjects and that most or all of his information is in IR files. In addi-
tion, the eaalyst may keep a file of attache trip reports on the UBSR; but
IR hes all trip reports in its file, and it also has al the items cf-
ormation from these trip reports filed in the appropriate tawn and instal-
lation folders.
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The analyst may also find it profitable to mak a check with other
-analysts' *whose subject matter overlaps his own. It may be possible 'to Ara.
mega ban exchange*: parts of files to ellaUmbe these overlaps., The id.
'vantages of this: review of his file are obvious: not only does it reduce-
.
subjects in 1
the amount of material and the number of/the file, but it also reduces the
Amount of inbox and filing work the analyst must do.
2. Elininating.Outdotedlleterial
In some fields' material more than a few years old is of little or
40 value.* In other cases, basic data may have relatively little value ate%
the analyst has published amajor compilation of information on the field.
Some sections of the files may no longer have value if the emphasis .in the
. .the
anelyst's subject responsibility end/direction of his research have changed
--since the file was first etarted. The USSR ;now pablishes books of statietice
on many subjects, and this may permit deetruetien of extensive files of bits
and pieces of information from which Soviet data were formerly estimated.
Many analysts keep drafts of rePorte that they have written. Atter
a few years such files can take up a sIgni.ficant part of a safe drawer. When
a report has been published there is generally no need for keeping first,
second, end third drafts of the report. I
* The fact that information is relatively old does not necessarily indicate
that it is valueless. In fact, In some cases only old information is
available for interpreting present events and statistics. If never data
are not available, old. information may have value for determining methods
of operation, permanent facilities, and production factors (such as pro.
duction per man or machine), which change relatively slowly and Which are
essential in making estimates.
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3. Eliminating Uneeed Materials
!Atm the analyst review his files be will generally find one or
mote adbjact headings oestadming information ehinh has name been used.
Most analysts dislike throwing aver auCh..material. Bitter experience has
ffaaull theta that in a =ear of cases information which was thrown away be-
caeze it was never used as needed a short time later to fill a rush job ',flitch
they were Esked to. do. The analyst may file information on certain subjects
irlthin his -field for years without using it and suddenly vLU find that this
r4art of hie files is being used actively as a result of a shift in emphasis
or of chanes in the world picture. Be knows that only a part of the meter
-
az" he has filed on the subject could ever be recovered from the Into3.1ofax
zysterao same much of it is generally not indexed for Intellatax. ?Such un-
-Med material should be retired to C/A Records Center from which it can be
recalled if needed.
he operation of CIA Records Center has been developed so that now
it can act as an =lex to the analyst's files. Although the Records Center
iz outsid the tieshimton area, it gives 244iour service in recoveries any
Tart of the materiel which has been placed in storage; in an emergency' the
rot erial. can be placed in the analyst's bands within a few' hours. The ans.
lyst rhouldl of courze, keep a list of the material retired to Records Center,
the. Records -Center file numbers, so that he can order part or all of his
material simply by telephoning his Management Officer. Records Center main-
tains a re-2 ord of the une of retired files, ? which assists In determining the
fieal disposition of files after they have been stored for a number or years.
Another method of bandling unused material is to microfilm it, if
can be
the expanse 1, justified, and to keep the microfilm in the files. ? The ideal
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time to do this is vhen the files are microfilmed for Vital Records a.tor-
age. Ati extra copy of the microfilm cine easily be made at that time. CIA
Libras; has the 3M =whine in 'Weigh the analyst 0114 reed his mierafilte isales
and he can then obtain a hard copy of any item by rressing a button on the
machine.
Cansolide.tinik Materials
It may be ,possible to alimistate large volumes of certain types of
material by consolidating the data contained in the material., Large volumes
of daily, veek3.y1 or monthly statistics might be combixted into arena totals,
and then the detailed data could be destroyed. For other types of informa-
tion it may be possible to plot the data on a map or. to make a tabulation,
and then the detailed data could be discarded. A record should be kept of
athe (lemmas on vhich these consolidations vers based, so that the dom.
meats can be recovered from microfilms in the CIA Library, if necessary.
Information on plants or other facilities can be consolidated into a plant
study. The doctaumats can then be discarded, after making a list of sources,
since they can be recovered in IR and from microfilms in the Library.
3. &Liu. 1.)(.1M,42..,......1ncla Materials
une -allriffed
An increasing volume, of/information is being received by analysts,
including periodicals, books, reports, and translations. Maw analysts file
thew unclassified items in document folders in safes. But as the volume of
unclassified information grows, it becomes increasingly important for the
analyst to set up an unclassified document file and, perhaps, to obtain an
unclassified filing cabinet for it. 'Unclassified information, in particular,
nest be reviewed frequently to eliminate duplicates, to discard last year's
volume of statistics diem this year's volume comes in, and to eliminate items
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uhich have not been used for more than a 3rear. Technical magazines on
the Bloc sjould not be destroyed. Those no longer needed should be sent
to th.GP* On. Library* whiah oho* them against gape in its holdines .ernit
c=d armee led copies to the Library of Congress.
6. ELimineting Unneedelyner and Other Material.
Ikcy documents come to the analyst with a routing slip, a transmit.
tal =MO: and one or more duplicate copies. In most cases theme items have
no value aid con be destroyed. If routing slips have any information of
value, that information can usually be written on the cover of the document.
-2exhaIs an even more profitable means of preventing wasted safe space is to
ellialrate those pages of a document which have no value to the analyst. This
also ravvas time in the future, for then it is not necessary to scan through
Luelcss information. Many bulky reports may contain only one or two pages
of interezr; to the analyst. If the report is a retention copy., he can save
those pagea and the carer page and discard the remainder; if the document has
farther routings, he can order only those pages to be reproCuced by the Library
-ror his files. Even the removal of staples from one.page documents* And
lzr clip; f'ran stapled or bound multi-page documents saws considerable
"pace.
E. PcFilss
the analyst bens work on a new project he may find it more effi-
citt:at to set up a separate project file than to use his main files. ITormAlly
the projec.: file should be set up according to the project outline, no the
in:Zonation can be filed according to the low in which it will be used when
* indicated above, a staple requires space equal to the thickness of up
to 15 sheets of bond paper.
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the e32a1yais gad writing stages are reached. This method also has the
advantege of quicilay showing the analyst aore his gaps in information are.
The project rile may consist or doactmutt folders, cord tiles, air 'both,
When the tab headings have been made up. according to the project outline,
the enalyst goes through the material in his regular document and/or card
files to pill out everything that might be of value to the project.' Some
sections of his regular files probably will fit directly into his project
files. But other acetic= may not fit so neatly. For onamN.e, his files
may be set up according to types of machines produced, but the project out..
line may Include a section on value of output, which would reriu.ire that files
on each machine be seemed for information on prices and. that this Werra-
?
tion be extracte4 and filed in the project file under value or output. Oc-
'-casionally there will be cards or documente which fit under two or more ,dif-;
ferent ?sections of the project outline. In this case, the net may- be filed
under
under one heeding and reference cards placed ./ the other headings, or se-
ricient copies might be made (typed, tlaerarprinted,. or ordered frem the Li?,
bra,.x7) so that the item appears in each section *there it is appropriate.
As work on a project progresses, the project entline is usually modified
somelthab, and the project file headings end the material under them should
be changed at the same time.
in addition it may be =emery to set up files to be manipulated for various
intrponez. In such cues it may be advisable to use Keyaor of Flexisort
cards:, particu2arly for establishing correlations; oxif the volume of data
is laelge, it may be possible to arrange With one of the Agency's IBM twill-
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ti to punch the data on IBM cards and make various typea of machine list-
Inge. The uze of these systems; for aiding analysis is discussed in Part
r of tam; study.
'Men, the project has been completed end published, it is necessazy to
dispoze of project files. In many cases project files should be incorporated
although
into the regular files, because, /the information in the project file riv
have been exhaustively exploited for the project, this same information will
have raw values 'siren vrifored in the context of a new project or of a now prob.
If the future value of information in the project file is questionable,
the files can be sent, to Records Centers, with instructions to destroy them
after a certain date. If the analyst thea finds that he does need the pro-
ject files, he can recall them and inecoorate them into Isis regular file.
ix he does not need them. Records Center will deetroy them as instraoted.
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