PROPOSED INSTRUCTION DEALING WITH THE ROLE AND RESPONSIBILITIES OF THE INFORMATION PROCESSING COORDINATION GROUP-DRAFT 2 DATED 4 SEPTEMBER 1969

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-04723A000100100028-5
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 6
• Document Creation Date: December 9, 2016
• Document Release Date: August 19, 2000
• Sequence Number: 28
• Publication Date: September 5, 1969
• Content Type: MF

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5 September 1969
MEMORANDUM FOR: Chief, Information Processing Staff, OPPB
SUBJECT Proposed Instruction Dealing With the Role and
Responsibilities of the Information Processing
Coordination Group - Draft 2 dated 4 September
1969
1. The need to have the proposed instruction ready to go forward
with the memorandum for the Director to address to the Deputies would
seem to have been over-taken by the distribution of the memorandum
signed by the Director on 3 September 1969. (ER 69-3013/4). I would
hope that this would allow us to proceed at a more deliberate pace. It
seems to me that issuance of an instruction, even the discussion of one,
before we have addressed the questions you posed at our meeting on 22
August 1969 is premature. I believe the first instruction should pro-
vide the structure for strengthening the ADP management of the Agency
by establishing the Charter for the IPC Group or Board and setting forth
the authorities and responsibilities of each of the IPC echelons, e.g.
the IPC Group or Board; the IPC Staff, OPPB; and the Directorate IPC's.
It is important that the first instruction be carefully constructed and
be as strong and as meaningful as we can make it because it will set
the tone for everything that is done thereafter. I would urge, there-
fore, that we seek a brief respite and perhaps set the week beginning
29 September as a reasonable target for the distribution of an Agency
Notice.
2. Consistent with the theme of sound information processing
practice, we should give some attention to the articulation of some
objectives before we attempt their achievement, and we should have some
reasonable definition of the problem before we attempt to solve it.
Paragraph 1 of the draft instruction says we are going to strengthen
the coordination and control of information processing activities, but
what are "information processing activities"? In the arena of the
present group of IPC coordinators we seem implicitly to consider them
to be all activities which use computers, but no one has ever specif-
ically so stated. On the other hand, the Information Processing and
Exploitation Category of the Combined Program Call - the primary mech-
anism for management of the Agency - is defined in quite different
terms. I am not suggesting that the definition of "Information Proces-
sing activities" should be coincidental with the definition of the IP
and E category, but if it isn't it should be separately defined.
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3. With regard to paragraph 3a of the 4 September draft, I
wonder whether the top management of the Agency is really going to be
very much interested in "the Board's deliberations and activities."
If it is, we will have to start keeping minutes regardless of the im-
pact it may have on the informality and openness of our discussions.
The last sentence of paragraph 3a adds nothing to the substance of the
proposed instruction. It goes without saying that the Executive
Director-Comptroller can meet with this group at his discretion.
4. With regard to paragraph 3b. I would offer the same obser-
vations I made about the related paragraph in the earlier draft. Rather
than concern itself exclusively with matters in the province of the Sup-
port Directorate, I suggest that the Board should interest itself in the
evaluation of information processing activities (once we know what that
means) in terms of their life expectancy and long term utility; their
contribution toward mission accomplishment and program accomplishment;
whether they duplicate existing systems or others planned or under
development; whether they should be integrated with other systems or
there is a need to ensure compatibility; is there a real need to use
ADP; is the program itself valid; and what benefits will accrue to the
organization.
5. The format of the "Instruction" should be considered. There
ought to be an Agency Regulation on this subject, but the Executive
Director-Comptroller may prefer to issue it in memorandum form to each
of the Deputies at first until we have an opportunity to see how it will
shake down.
Information Processing
Coordinator, DD/S
DDS/SSS/RHW:jms (5 September 1969)
Distribution:
Orig - Adse
1 - SSS Subject
1 - SSS Chrono
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DRAFT PBK 9/4/69
. The following instruction is intended to clarify the ro'
and responsibilities of the
atton Processing Coordination
group, hereafter to be called the CIA Information Processing Board.
It is issued in accordance with the Director`
strengthen the coordination and cent rol ofLinformation processing
Les in the Agency.
2. In pursuing the above objective, I wish to br
Information Proces
d and the CIA Information Processing
Staff, Office of Planning, Programming, and Budgeting,
ore mutually supporting relationship.
closer
3. The InformationProcessing Board has the following basic
responsibilities:
a. To improve the flow and exchange of information
on information processing in general and on CIA information
processing plans and programs in particular and to keep top
Le Agency informed regarding the Board's
deliberations and activities. I will expect the members of
the Information Processing Board to discuss fully those
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processing plans and programs of the var
ctorates which are of joint or mutual interest. I may
wish to meet with the Board from time to time on particu
problems and I may on occasion attend its meetings.,.
b. To define and analyze broad policy questions
arising in the information processing field and refer recce
znendations to top management for decision. Broad polic
questions of interest to over-all Agency management such: as
those r
personnel manage;
ation processing security, training,
pace, supplier relations, hardware
uidance.. etc., are to be addressed by the Board.
c. To review and assess specific information
processing activities and projects within the Agency and to
report on progress, problems, and recommendations as
warranted to top management.
4. In proceeding to carry out the above responsibilities, the
d should:
Function under the chairmanship of the Chief, CIA
on Processing Staff, O/PPB.
b. Draw upon the CIA Information Processing Staff
aired staff support.
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c. Appoint, with the concurrence of components
involved, ad hoc working groups as needed to assist the
board in carrying out its responsibilities.
d. Seek to correlate Its anaiysie of information
processing projects and activLtfee with that of the Agency'
Combined Program Call..
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ROOM NO.
BUILDING
REMARKS:
For your review.
May I please hear from
you by Friday a. m.
FROM:
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