PROPOSED METHODOLOGY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP83T00573R000100120016-4
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 29
• Document Creation Date: December 12, 2016
• Document Release Date: October 2, 2001
• Sequence Number: 16
• Publication Date: June 29, 1979
• Content Type: REQ

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29 June 1979
PROPOSED METHODOLOGY
BACKGROUND
1. Each of the CIA alternatives for bibliographic service
will be examined in terms of its ability to provide timely and
effective bibliographic support to specified components of the
Intelligence Community. This proposed study methodology will
be examined during the first three weeks of the study. The
methodology will be reviewed, and revisions may be recommended
by members of the study grout).
2. Since CIA states in its proposal that the study should
include an analysis of offsetting savings to be made by reduc-
ing on-going activities or planned new ventures for which
substantial expenditures are planned, it is proposed that the
basis for evaluating the CIA alternatives be an examination of
potential benefits of the proposed CIA options in relation to
the current or projected capabilities of bibliographic systems
at other agencies. These examinations will consist of compar-
isons of the proposed CIA system to other agency systems using
the following criteria:
? Completeness
? Currency
? Relevance
? Accessibility
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it Timeliness
? Security.
DISCUSSION
Completeness
3. The working group will examine the completeness of
the RECON system by comparing the holdings of that system to
those of other community bibliographic systems. The relative
completeness of RECON can be measured by examining the number
of source materials indexed in various bibliographic systems.
Table 1 depicts a potential recording of this measurement.
It is anticipated that two different measures of this type
will be required. One will record the total number of source
documents indexed, the other will record that number in a base
time period. The first measure will display the historical
depth of coverage. The second measure will display the extent
of coverage during a common time period. A potential problem
with any bibliographic system is handling of agency-restricted
data. An analysis of the amount of data originated (or gener-
ally distributed) by other agencies but not currently maintained
by CIA in the RECON system would indicate the degree of the
problem and provide a measure of completeness.
Currency
4. Crucial to the success of the proposed system is its ability
to provide both a reference to the source document as well as to
produce the source document itself within an acceptable period of
time. This time period may vary with the purposes for which the
proposed system is to be used in the various components. The
group's examination will consist of an analysis of the average
time required to index the source documents, perform data reduc-
tion, update the index, and store sources. This will provide
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a measure of the capability of related systems to provide cur-
rent references to source materials. It is anticipated that
source materials will be stored in hard copy, micrographic,
and digital form. This examination will compare the average
time required to develop the index and provide the source
documents regardless of the storage medium used. This measure
assumes that all incoming source materials are simultaneously
available to the information services departments of each
component. It is a relative measure of the capability of the
various systems to make the source material available in a
minimal time period. Figure 1 shows the proposed presentation
of this measurement.
Relevance
5. A crucial factor in the study of the CIA options is
whether the search requirements of potential users can
be satisfied by extended access to the RECON system. Each of
the existing systems can be searched using a computer via any
one or a combination of the elements used to describe each
document. This includes title, originator, date, security
classification and description, area codes, subject codes, and
key words. The study group should examine the majar categories
of subjects and area codes to determine the relationship of
codes used in existing systems to the proposed CIA system.
This examination will reveal variations in the coding structures
used to index source documents. The examination will be based
on statistics that identify the frequencies with which selected
codes are used in each index. It is assumed that much of this
information is gathered during the data base maintenance pro-
cess. Such a comparison will provide a measure of the proposed
system to identify relevant source documents.
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STATSP EC
STATI NTL
STATSP EC
STATSP EC
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Source
State Cables
State MEMCONS
NSA SIGINT translations
NSA Summaries and
Reports
DoD Intelligence Reports
Military and Service
Reports 8 Summaries
Allied Liaison-Intelli-
gence Reports
Second Party SIGINT
Foreign Newspapers,
Books, etc.
Domestic Newspapers,
Books, etc.
CIA IRs
cal y reports
DCS ieports
Pz.ess wire services
DIA & NPIC Photo
Interpretation reports
Finished intelligence
products produced by:
? CIA
? DIA
? DoD.
? NSA
? State
? Army
? Air Force
? Navy
? NPIC
RECON
ADS
RECON
,.00.1 ADS
RECON
SOLIS
;wmw/ ,m7 A RECON
\i SOLIS
RECON
I R5LA
REC ON
IRPLA
RE CON
;.140W,,f?X?iWA IRFLA
? \MM NA RE CON
A?0.&-/%4 SOLIS
RECON
4 IRFLA
ED RECON
3 RECON
RECON
\\\\\1 RECON
ASDIA
2 4 6 8 10 12 14 16 18 20
Time (Measured in Days) Required to Index
and Store Documents
FIGURE 1
EXAMPLE" OF PROPOSED MEASURE OF CURRENCY
OF EXISTING BIBLIOGRAPHIC SYSTEMS
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Accessibility
6. An important factor in determining the feasibility of
the alternatives is the identification of users and their
projected method for accessing the system. It is assumed that
the off-line service offered by CIA as option "a" for its
bibliographic service would provide service to a large number
of requestors via written requests for information. The two
on-line options, "b" and "c", would provide access to the
RECON directly (option "b"), or through an intermediary via a
network linking OCR's analysts and community customers (option
"c"). To examine CIA's cost assumptions, the study group will
identify the number and location of potential users for each
option. At a minimum, this would include the identification
and location of the CIA's projected 50 simultaneous users under
option "b".
Timeliness
7. The working group will also examine the timeliness of
the proposed system by comparing the various options for
supplying the source materials to the current capabilities of
existing systems. This measure would be that of the relative
time required to satisfy a request for information for all the
alternatives proposed by CIA. It would measure the average
time required to satisfy a request for information from initia-
tion by the originator to receipt of the source document by
that requestor. The timeliness measurement would examine the
turnaround time for an average request. Such a measure will
require a detailed examination of the request logs of the
information service components. Figure 2 depicts a proposed
method for displaying this measure.
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Requesting
Agency
CIA
? ? 4'
DIA
%
Army
Air
Force
Navy
NSA
State
*
2 4
6
8.
10 12
Time (measured in days) Required to Provide Information
FIGURE 2
PROPOSED METHOD FOR DEPICTING TIME REQUIREMENT
FOR PROVIDING INFORMATION TO REQUESTORS
Security
8. One of the biggest impediments to the use of a central-
ized bibliographic reference system could be potential problems
with security. The recent Analysts' Support Study highlighted
the growing use of Agency-unique special access restrictions
such as ORCON and NODIS. Another identified problem was the
practice of classifying bibliographic references of a sensitive
document at the same level as that of the source document. The
Task Force felt that bibliographic references to a source
document could be classified at a lower level. This would
provide a reference to the document while limiting access to
the document referenced in the bibliography. The CIA partially
addressed this problem with options "3a" and "3c" by specifying
the use of an intermediary who will query the RECON system and
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forward appropriate replies to the requestor; however, option
"2b", the full on-line use of the database, did not address
these security problems. This examination will include analy-
sis of agency-provided statistics on the number of restricted
access documents in each of the existing bibliographic systems.
9. These six evaluation criteria are crucial to examine the
potential benefits and costs of the alternatives offered by
CIA. Using these criteria, the study team can systematically
evaluate these alternatives to determine which alternative
will potentially best satisfy user requirements. Once identi-
fied,the study team can focus on the system architecture
(including communications), investment and operating costs,
and recommendations for implementation.
Government Participation
10. Many of the facts required to evaluate the CIA alterna-
tives under this proposed method can be gathered only by
querying the existing bibliographic databases at the various
agencies. Under the constrained time limits imposed for the
study, the government members of the group must be able to
provide such data. The contractor will provide specific analyses
of government supplied data required to make assessments of the
CIA proposal. The government members will provide assessments
of the alternatives based on contractor supplied analyses. The
contractor will then document the study group assessment.
Consultant Role for Contractor
11. The contractor's role in this effort can be described as
an objective third party that will provide analytical support
as required and will document the study group's assessment ana
findings. The contractor will develop the initial methodology
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PROPOSED APPROACH FOR STUDYING
THE RELEVANCE OF RECON
? Definition of RELEVANCE - The ability of a bibliographic
system to provide information on subjects of interest to
all potential users
? Evaluate the capability of a RECON-based centralized
reference system to satisfy potential requests for infor-
mation from potential users at various agencies
? Basis of evaluation is the examination of search strategies
for the various bibliographic systems
? Assumptions for the approach:
1 - that the following bibliographic systems can be
compared:
CIA RECON
NPIC EPF
NSA SOLIS
NSA STRONGBOX
DIA ASDIA (all versions)
DIA IRFLA
DIA IRISA
STATE ADS
Air Force CIRC II
2 - that the coded material placed in each bibliogrpahic
system is generally representative of the type of data
that would be required by analysts at each agency.
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? Assumptions for the approach (continued):
3 - that this coded information in each system can be used
as a basis of comparison
4 - that the coding schemes of each system can be categorized
for comparison
5 - that the comparison of approximately 100 documents will
provide a fair(though not statistically pure) evaluation
of the capabilities of the proposed centralized system
? Method for selecting documents for comparison:
Documents chosen must appear in two or more systems so
that comparisons can be made
- No more than 100 total documents should be included in
this sample comparison
- To reduce the possibility of bias, the documents chosen
should have already been placed in the bibliographic
systems. (Recommend that cable materials be chosen from
sources originated on or about 1200 noon/GMT/ZULU 17
January 1979. Finished documents and periodicals should
have been published in January (or the 1st quarter) of 1979)
e Recommend that the following documents be used as a sample:
15 SIGINT Headquarters Reports
15 State Cables
15 CIA finished intelligence products
15 DIA finished intelligence products
15 CIA intelligence reports
15 DoD intelligence reports
10 NPIC formal printed reports
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OVERVIEW OF PROPOSED APPROACH FOR
EXAMINING THE CAPABILITY OF THE RECON
SYSTEM TO PROVIDE RELEVANT INFORMATION
NO
1.11.Use
of Compat-
ible Data
Select
Sample
Documen
Identify
Documents
in each
System
1r
/Obtain
Output
with
Codes
J,
Develop
Matrix
Comparing
Codes
YES
Evaluate
Difference
in Cap-
ability
V
Document
Findings
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SAMPLE METHOD FOR INDICATING THE INCLUSION OF DOCUMENTS
IN VARIOUS BIBLIOGRAPHIC SYSTEMS (U)
SOURCE
CIA
NPIC
NSA
DIA
STATE
AIR FORCE
RECON
EPF
SOLIS
STRONGBOX
ASD IA
IRF LA
I RISA
ADS
CIRC II
NSA HEADQUARTERS REPORTS
xxxxxxx I
xxxxxxx 2
xxxxxxx 15
X
X
X
X
X
X
X
X
X
X
X
X
STATE CABLES
xxxxxxx 1
xxxxxxx 2
xxxxxxx 15
X
X
X
X
X
X
X
X
X
X
X
X
CIA FINISHED INTELLIGENCE
PRODUCTS
xxxxxxx 1
xxxxxxx 2
?
.
?
xxxxxxx 15
X
X
X
X
X
X
X
X
X
. X
X
,
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