MEMO TO (Sanitized)CHAIRMAN FROM (Sanitized)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00933R000400010011-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: December 9, 2016
• Document Release Date: May 1, 2001
• Sequence Number: 11
• Publication Date: December 14, 1977
• Content Type: MF

Approved For Releasp01/05/23: CIA-RDP84-00933R0004010011-7
14 December 1977
MEMORANDUM FOR: Chairman,
Information a ease Working Group and
Resources Group
FROM . Members of Subcommittee to Identify Existing
Centralized Indices
REFERENCE . Memo dated 30 November 1977, Subject: Line
of March
1. The Subcommittee has surveyed the Agency and found that
the following three indices can be identified as "centralized."
1. IPS - DECL System
DECL is the acronym for the Declassified Documents File
of the Information and Privacy Staff of the DDA. DECL is a completely
unclassified file in the SAFE (System for Analysts' File Environment)
System designed by the Office of Central Reference.
As of 1 December 1977 DECL consisted of about 2,500
records, each record being an index to declassified (or sanitized
versions of still-classified versions of) substantive intelligence
documents. These documents have been declassified (or sanitized)
as a result of requests levied on the Agency under the provisions
of Executive Order 11652 or the Freedom of Information Act, and
are filed in IPS by the name of the first requester to ask for the
document.
The documents have been indexed on a selective basis by
such categories as: country, subject code, key words, requester,
publication date, declassification date, former classification,
document number, and whether the document is sanitized or declassified.
Key words include many proper nouns or subjects mentioned in the
document, including the names of thousands of foreign personalities
and some U. S. personalities such as the MIAs from the Vietnamese
War.
The file may be queried on-line, using any of the categories
mentioned above, from many of the Delta Data 500 terminals in head-,
quarters, or printouts of any or all parts of the file delivered
by ODP overnight.
STATINTL
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II. ISAS - DARE System
DARE is the acronym for the Declassification and Review
Computer System which will be used by the Records Review Branch of
ISAS to record all permanent, classified Agency documents that have
been reviewed under the 30(20) Year Declassification Review Program.
The documents input to this system will be indexed by such categories
as document number and creation date, title, type of document,
office of primary interest, original classification, classification
after review, etc. Initial system plans call for hard copy printouts
of data stored in the system; however, in the near future it is
anticipated the data base will be available for on-line query via
computer terminals located in the Records Review Branch.
As a part of this system, all declassified documents
that have been transferred to the National Archives and Record
Service (the only recepient for material released under this
program) will be identified.
It is anticipated that this system will be in operation
by the end of March, 1978 and that approximately 1.5 million
documents will be input yearly.
III. PICDOC
PICDOC* is an ADP system for the recording and mani-
pulation of data on documents addressed by the Operations Directorate
in. response to requests under the Freedom of Information and Privacy
Acts and Executive Order 11652. Emcompassed in thirty-some fields
of data are the following elements of information about each document:
Case number to which related
Document description
Originator
Recipient
Classification
Subject
Review Date
Recommendations
New classification
Exemptions from release
Remarks
Keywords on subject matter
Data may be retrieved on the basis of any one or combination of
fields. The system does not contain full text of the document.
* The acronym PICDOC came from Policy and Information Coordination
(Group) Documents
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The system permits identification of personal or non-
personal subjects previously treated by the DO in the FOIA/PA/EO
context. It provides a rapid means of determining whether a specific
document has been reviewed before and what the resulting action was.
The results of any classification review made in the
FOIA/PA/EO treatment of a document can be discerned. Although the
text of a previously treated document has not been input and,
therefore, can not be obtained, the location of the document in
the DO records system and in the FOIA/PA/EO records can be quickly
ascertained.
The PICDOC system does not assure consistency in the
release of information through FOIA/PA/EO responses, but it does
provide a rather powerful tool to permit analysts to uncover and
find previous releases of the same or related information. Working
through subjects and keywords it also offers some insights into the
.breadth and depth of information being released on specific or
general matters.
Input into the PICDOC system was started in June 1977
using ISS personnel on an overtime basis beginning with the earliest
appeals cases. Input forms have been completed on all of the
documents in cases which have been appealed, and some inroad has
been made into the initial review cases that have not yet been
appealed. This backlog has been cut in half. Although nearly current
in transferring data on input forms into machine language and into
the data base, the accuracy of all the data is not yet verified.
The emphasis has been to get information into the data base.
2. Numerous individual offices, particularly in NFAC, have
established separate, manual files which contain material related
to a specific FOIA, Privacy Act or Executive Order 11652 request
received from Information Privacy Staff. In most of these records
no attempt has been made to cross reference material by subject or
by name of requester.
3. The office of Central Reference maintains a list of publi-
cations released to the. public available from Document Expediting
Project, (DOCEX), but this file appears to us to fall outside the
purview of this survey.
STATINTL
Subcommittee Working Group
STATINTL
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STATINTL
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NAME AND ADDRESS
DATE
INITIALS
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ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
RETURN
CONCURRENCE
INFORMATION
SIGNATURE
Remarks:
Here is a draft of report to full
Working Groups on Release of Information.
We very much appreciate your help.
Lam'
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FOLD HERE TO RETURN TO SENDER
FROM: NAME, ADDRESS AND PHONE NO.
DATE
UNCLASSIFIED CONFIDENTIAL
SECRET