SUMMARY OF FINDINGS BIBLIOGRAPHIC SERVICES (RECON)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP83T00573R000100120004-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 11
• Document Creation Date: December 12, 2016
• Document Release Date: October 2, 2001
• Sequence Number: 4
• Publication Date: November 5, 1979
• Content Type: SUMMARY

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COMPLETENESS
? RECON's ON-LINE BIBLIOGRAPHIC REFERENCES EQUATE TO APPROXIMATELY 40% OF THE INTELLI-
GENCE SOURCE DOCUMENTS AND OPEN-SOURCE MATERIALS IN THE COMMUNITY'S OTHER MAJOR
BIBLIOGRAPHIC SYSTEMS. RECON CONTAINS APPROXIMATELY 75% OF THE TOTAL OF NSA, NPIC,
MILITARY (DIA & THE SERVICES). . AND CIA ORIGINATED DOCUMENTS. STATSPEC
? NO OTHER SYSTEM HAS RECOI`L'S BREADTH AND DEPTH OF COVERAGE.
SECURITY
? RECON INDEXES DOCUMENTS CLASSIFIED FROM UNCLASSIFIED TO TOP SECRET SI/ TK/G. No
OTHER SYSTEM HAS THIS RANGE OF CLASSIFIED DOCUMENTS ON-LINE.
? RECON PROVIDES THE CAPABILITY TO SEGMENT RESTRICTED MATERIAL (G, ORCOM, ETC.) INTO
FILES WHOSE ACCESS MAY BE CONTROLLED THROUGH SOFTWARE,
? BECAUSE RECON DOES NOT PROVIDE THE FULL TEXT OF A DOCUMENT, THE RISK OF PROVIDING
ON-LINE, COMMUNITY-WIDE ACCESS TO THE SYSTEM IS REDUCED, (RECON PROVIDES BIBLIO-
GRAPHIC REFERENCES, INCLUDING EXTENDED TITLES, TO SOURCE DOCUMENTS).
? BECAUSE HIGHLY SENSITIVE COLLECTION MATERIAL RESIDES ON STORAGE DEVICES CURRENTLY
SHARED WITH RECON, AN ELECTRONICALLY-ISOLATED HOST PROCESSOR WITH DEDICATED
PERIPHERALS WILL BE REQUIRED TO PROVIDE BOTH CIA AND COMMUNITY ACCESS TO RECOI.
ACCESSIBILITY
? DIRECT ON-LINE ACCESS TO RECON IS CURRENTLY RESTRICTED TO CIA ANALYSTS AT CIA,
NPIC, AND NITC.
? DIRECT ON-LINE ACCESS TO RECON VIA COINS WILL PROVIDE COMMUNITY-WIDE ACCESS.
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FINDINGS (CONTINUED)
RELEVANCE
! RECON CONTAINS REFERENCES TO SOURCES ON TOPICS OF INTEREST TO ALL AGENCIES.
? RECON DOES NOT CONTAIN SEVERAL DATA ELEMENTS THAT ARE UNIQUE TO BIBLIO-
GRAPHIC SYSTEMS IN OTHER AGENCIES. THESE DATA ELEMENTS SUPPORT AGENCY
UNIQUE FUNCTIONS SUCH AS DISSEMINATION AND SPECIAL REPORT PUBLICATION.
! THE LABOR-INTENSIVE CODING PROCESS USED BY RECON PREVENTS THAT SYSTEM
FROM PROVIDING THE IN-DEPTH SEARCHING AND RETRIEVAL CAPABILITY THAT IS
CURRENTLY AVAILABLE IN OTHER COMMUNITY FULL-TEXT BIBLIOGRAPHIC SYSTEMS.
CURRENCY
! ONCE RECEIVED, SOURCES ARE INDEXED AND PLACED INTO RECON AS FAST AS ANY OTHER
BIBLIOGRAPHIC SYSTEM EXCEPT SOLIS.
TIMELINESS
? TIMELY RECON RESPONSE IS CURRENTLY RESTRICTED BY A SOFTWARE LIMITATION ON THE
NUMBER OF SIMULTANEOUS USERS AND BY THE LIMITED NUMBER OF TERMINALS THAT
HAVE ON-LINE ACCESS.
! THE PROPOSED ENHANCEMENTS FOR THE COMMUNITY RECON WOULD ALLOW A 400% INCREASE
IN THE NUMBER OF SIMULTANEOUS USERS.
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SUMMARY OF FINDINGS
AUTOMATED DOCUMENT STORAGE AND RETRIEVAL (ADSTAR)
? ADSTAR POTENTIALLY PROVIDES A SIGNIFICANT ADVANCEMENT IN AUTOMATED MICROFILM
STORAGE AND RETRIEVAL OF DOCUMENTS.
? THE PROTOTYPE HARD/SOFT COPY DEVICE REQUIRES IMPROVEMENTS.
? HIGH-SPEED DIGITAL TRANSMISSION OF IMAGES IS POSSIBLE VIA WAWS AND HATS.
? THE DECISION ON COMMUNITY-WIDE USE OF ADSTAR SHOULD BE DELAYED PENDING
FURTHER STUDY.
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 LUi`ILLUS I UIVS
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? THE INTELLIGENCE COMMUNITY LACKS A LONG-RANGE PLAN FOR PROVIDING
COMMUNITY-WIDE BIBLIOGRAPHIC REFERENCES AND DOCUMENT STORAGE AND
RETRIEVAL SERVICES.
? A DISTRIBUTED INTELLIGENCE COMMUNITY BIBLIOGRAPHIC SYSTEM WOULD BE
THE BEST METHOD FOR PROVIDING SUCH SERVICES.
? CIA's PROPOSAL IS A REASONABLE BASIS FOR PROVIDING INTERIM COVERAGE UNTIL
A BROADER SYSTEM CAN BE DEVELOPED. IN THE INTERIM RECON WILL PROVIDE
A GREATER BREADTH AND DEPTH OF REFERENCES TO INTELLIGENCE SOURCES THAN ANY
OTHER AUTOMATED REFERENCE AND WILL SERVE AS A TRANSITIONAL SUPPORT TOOL
UNTIL COMMUNITY STANDARDS FOR THE DISTRIBUTED SYSTEM ARE DEVELOPED.
6- No j 7q
? CIA's OFFER TO PROVIDE DIRECT ON-LINE RECON ACCESS VIA THE COINS NET-
WORK IS THE BEST CHOICE FOR INTERIM BIBLIOGRAPHIC SERVICES; HOWEVER, THE FOLLOWING
SHORTCOMINGS IN THIS APPROACH SHOULD BE OVERCOME FOR AN EFFECTIVE
INTERIM SYSTEM:
SUBSTANTIAL ACCESS RESTRICTIONS IMPOSED BY CIA FOR NON-CIA USERS
LACK OF TEXT SCAN ON TITLE FIELD
SPARSE CODING.
? CIA's OFFER TO PROVIDE OFF-LINE ACCESS TO HARD COPY DOCUMENTS IN ITS
ADSTAR SYSTEM IS THE BEST INTERIM CHOICE FOR DOCUMENT STORAGE AND
RETRIEVAL,
? SOME LONG-TERM SAVINGS IN MANPOWER AND COMPUTING RESOURCES MAY
BE POSSIBLE IF THE EXPANSION OF RECON BECOMES AN INITIAL STEP IN
A COMMUNITY-WIDE EFFORT TO IMPROVE COMMUNITY BIBLIOGRAPHIC SUPPORT.
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ESTIMATED COSTS FOR COMMUNITY RECON/ADSTAR USE
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CIA ESTIMATES
STUDY GROUP ESTIMATES
BIBLIOGRAPHIC SERVICE
ONE-TIME
5-YEAR
ONE-TIME
5-YEAR
ON-LINE RECON BIBLIOGRAPHIC REFERENCES
HARDWARE
$3,375,000
--
$2,619,020
--
SOFTWARE (REVEL. & MAINTI)
750,000
$500,000
$305,000
$500,000
PERSONNEL
--
$2.,900.,000
--
$1,000,000
(30)
(10)
COINS LINKAGE
--
--
$545,000
--
OPERATING COSTS
--
$600,000
--
$600,000
BATCH MODE ADSTAR
DOCUMENT RETRIEVAL
HARDWARE
$1,000,000
--
$216, OOO
--
MAINTENANCE
--
$750,000
--
--
PERSONNEL
--
$425,000
--
$425,000
(5)
(5)
SUBTOTAL
$5,1_95,000
$5, 175, 000
$3,685.,020
[$2,525.,000
TOTAL PACKAGE COST
$10,300,000
$6,210,020
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 UNCLASSIFIED Approved For Release 2002/01/08 : CIA-RDP83T00573R000100120004-7
s- iuc,~
RECOMMENDATIONS
? DEVELOP A LONG-RANGE COMMUNITY PLAN FOR A DISTRIBUTED BIBLIOGRAPHIC
REFERENCE SYSTEM THAT INTEGRATES BIBLIOGRAPHIC SYSTEMS AT CIA, DIA,
NSA, NPIC, AIR FORCE FTD, AND POSSIBLY STATE.
? ACCEPT CIA's PROPOSAL TO PROVIDE LIMITED, DIRECT ON-LINE ACCESS THROUGH
COINS TO THE RECON BIBLIOGRAPHIC DATA BASE BY INTELLIGENCE ANALYSTS
THROUGHOUT THE COMMUNITY AS AN INTERIM STEP IN DEVELOPING THE DISTRIBUTED
BIBLIOGRAPHIC SYSTEM.
? TAKE ACTION TO ALLOW TOTAL RECON ACCESS TO A LIMITED NUMBER OF PROPERLY
CLEARED INFORMATION SPECIALISTS IN EACH AGENCY, WHO WILL PROVIDE BASIC
REFERENCES TO SENSITIVE DOCUMENTS FOR THOSE ANALYSTS HAVING A NEED-TO-
KNOW.
? CONDUCT FURTHER ANALYSIS TO DETERMINE HOW CIA's ADSTAR SYSTEM MAY CONTRIBUTE
TO COMMUNITY-WIDE DOCUMENT STORAGE AND RETRIEVAL.
? ENSURE THAT THE BIBLIOGRAPHIC INDEX SYSTEM BEING DEVELOPED AS PART OF
THE SAFE PROJECT BECOMES AN INTEGRAL PART OF THE COMMUNITY BIBLIOGRAPHIC
SYSTEM. THE INCORPORATION OF THIS SAFE BIBLIOGRAPHIC REFERENCE INTO THE
COMMUNITY SYSTEM WOULD PROBABLY NOT OCCUR BEFORE THE SAFE FOC DATE.
? DEVELOP STORAGE AND RETRIEVAL STANDARDS FOR IMPLEMENTATION OF THE
COMMUNITY-WIDE DISTRIBUTED BIBLIOGRAPHIC SYSTEM.
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POLICY ISSUES SURFACED DURING STUDY
? MAJOR AUTOMATED SYSTEMS WERE IDENTIFIED THAT MIGHT SERVE AS THE FOCAL POINT
FOR A DISTRIBUTED COMMUNITY BIBLIOGRAPHIC SYSTEM.
? ACCEPTANCE OF CIA PROPOSAL WAS SEEN AS THE INITIAL STEP TOWARD ACHIEVING
ECONOMIES IN MANPOWER AND HARDWARE BY INCREASED SHARING OF AUTOMATED SYSTEMS
WITHIN THE COMMUNITY.
? ACCEPTANCE OF CIA PROPOSAL WOULD REQUIRE MODIFIED SECURITY MEASURES TO
MANAGE THE INCREASED ACCESS TO HIGHLY SENSITIVE MATERIAL,
? COINS ACCESS TO RECON WOULD PROVIDE A USEFUL TEST OF SOFTWARE/HARDWARE
ISOLATION THAT CAN BE APPLIED TO FOLLOW-ON SYSTEMS SUCH AS SAFE.
? REVIEW OF BIBLIOGRAPHIC SYSTEMS REVEALED DESIRABILITY OF ADOPTING ENGLISH-LIKE
INDEXING IN FUTURE COMMUNITY-WIDE SYSTEMS.
? INTEREST IN POSSIBILITY OF USING ADS TO PROVIDE STATE PRODUCTS TO THE
INTELLIGENCE COMMUNITY WAS BROADENED.
? A NEED FOR POLICY REVIEW OF TRENDS AND PROCEDURES RELATING TO ORCON PRODUCTS
WAS IDENTIFIED.
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 UNCLASSIFIED
STATIA I Loved ForweIease 2002/01/08 : CIA-RDP83T005 00100120004-7
GOAL AND SUPPORTING OBJECTIVES FOR COMMUNITY
BIBLIOGRAPHIC DATA BASE(S) AND DOCUMENT
STORAGE AND RETRIEVAL FOR THE 1980s
GOAL: To maximize the availability of intelligence sources and
minimize unwarranted duplication of effort by using
advanced technology to provide comprehensive automated
bibliographic references and corresponding source documents
to properly cleared intelligence analysts.
SUPPORTING OBJECTIVES:
1. Each agency initially will make available its bibliographic
references to all but the most highly sensitive documents
produced by that agency. Access will be provided by a
common communications link, but initially will be restricted
to a limited number of users in the central reference
facilities who are cleared for the highest level of material
contained in the community's bibliographic data base(s).
2. Access to the full text of documents will initially be
controlled manually by the originating agencies based on
a strict criterion of need-to-know. This access function
will evolve into an automated process that controls access
to the full text of documents via hardware/software controls.
3. The community bibliographic data base(s) will provide full
text storage and retrieval of electrically transmitted
documents and the full text of abstracts or extracts of
larger documents that cannot be transmitted electrically.
4. Automat,ed,micrographic storage and retrieval system(s) will
be used to provide timely access to current intelligence
documents that cannot be stored in full text and to historical
electrically transmitted documents that are no longer retained
on-line in full text.
5. Queries to the community's bibliographic reference data
base(s) will use English-like text instead of the current
numerical coding schemes.
6. The community's bibliographic data base(s) will be accessible
using one standard on-line retrieval language. This may
require the limited use of a computer language translation
facility.
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 UNCLASSIFIED
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7. Data reduction processes will make use of the full text
capture of electrically transmitted messages, abstracts
or extracts produced by word processing equipment, or
entire documents or abstracts that can be scanned by
optical character readers(OCR) to reduce the labor-intensive
tasks currently required to maintain the bibliographic data
base(s).
8. Originators will provide partial(content) standardized
coding of their intelligence documents so that initial
dissemination of these sources can be achieved in a timely
manner. These originator developed codes will be enhanced
by automated and manual processes and be included in the
community's bibliographic data base(s).
9. Professional information scientists will maintain-an auto-
mated thesaurus to ensure user standardization and aware-
ness of terms used throughout the community's bibliographic
data base(s). Equivalent terms will automatically be related
by the system during retrieval. This process will be in
a form that will be transparent to the user.
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 STATINTL RECEIPT FOR CLASSIFIED MATERIAL
STATINTL
FROM: LOG NO. 118-9
Date
Transmitted: 11/6/79
TO: Headquarters Post Office Registry or
Central Intelligency Agency Certification No.
Washington, D.C. 20505
For:
Mr. Bruce Johnson, Room 2D00 Hand
by: STATINTL
Reference or Contract No.
MATERIAL FORWARDED
Quantity
Report
Number
Copy
No.
UNCLASSIFIED Title
Classification
One
118-9
02
Bibliographic Study Issue
SECRET
Paper and Contractor's
Preliminary Report (U)
and nothing else
One
59=.9
02'
Exclusions from Communit
CONF.
Recon (U)
One
114-9
32
CIA Defined Exclusions
CONF.
from Community Recon (U)
(one page extract only)
--------
---------
---------
-------and nothing else ---
-----
RECIPIENT: The enclosed receipt must be processed by authorized
personnel within the Document Control Center of your
agency/company (ISM para. 17k (l)) .
CERTIFICATION: I have personally received from the sender the ,material,
including enclosures and attachments, identi'f'ied above.
I assume full responsibility for the safe handling,
storage and transmittal elsewhere of this material in
full accordance with existing regulations.
Signature yp ed Anted Name
4 pr~ 6 P~re"ease 2002/01 /0$ `9IA RF QFi> T9R 73R00g'1I0A12ff t7 Date
PLEASE SIGN AND RETURN ORIGINAL TO SECURITY OFFICE, COPY FOR YOUR RECORDS.
 ~.
INTL ?59 i+a3.
-.)
T INTL 2-D
! 1 UNCLAS IE 1 Itr 'WAL r SECRET
STATINTL ROUTING AND RECORD SHEET , t.
SUBJECT: (Optional)
Goal
FROM: i
EXTENSION
No.
DATE
6 November 1979
TO: (Officer designation, room number, and
building)
DATE
OFFICER'S
COMMENTS (Number each comment to show from whom
RECEJVED
R)RWARDED
INITIALS
to whom. Draw a line across column after each con~ Q
1
Harry: STATINTL
D /OCR FX-4
Nov.
On 6
the attached re-
brought me
2.
visions of his findings, re-
commendations, and issues.
These supersede the summaries
3.
which were attached to my
Memo for the Record covering
the 2 Nov. IHC/ADP Subcommitt
4.
meeting. I decided to provid
you with both versions in the
interest of having a complete
5.
S
TINTL
record of efforts.
The newest version reflects
S
TINTL
attempt to incor-
6.
S
TINTL
porate points made by ~,
S
ATINTL
and me during the
2 Nov. meeting. Also attache
7.
is a copy of a paper prepared
ST
TINTL
by outlining a Com-
munity goal & supporting ob-
B.
jectives for a bibliographic
system for the 80's. This
latter document has no current
9.
standing and was provi dd o
my informa 'on only,.. TA
10.
Bruce T. ohnson
D/ODP
11.
12.
13.
14.
15.
FORM
3-62
INTL
6l O U SECRET Q CONFIDENTIAL ^ SEE OtiLY ^ UNCLASSIFIED
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