PLANNING FOR THE RECORDS MANAGEMENT DIVISION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84B00890R000500090001-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 10
• Document Creation Date: December 19, 2016
• Document Release Date: April 14, 2006
• Sequence Number: 1
• Publication Date: August 17, 1981
• Content Type: MF

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17 AUG 1981
MEMORANDUM FOR: Associate Deputy Director for Administration
FROM: Thomas H. White
Director of Information Services
SUBJECT: Planning for the Records Management Division
1. Forwarded herewith is a proposal to augment the resources of the
Records Management Division (RMD) to enable that division to do the kind of
job it should be doing but cannot because of resource restraints. You may
recall.that several weeks back entioned to you that if and when
E.O. 12065 was ever amended to eliminate classification review requirements
we would like to utilize any positions freed in RMD. You suggested at that
time that we forward a plan showing how we would propose to use such positions.
This is it.
2. In an IG study a couple of years ago, it was reported that RMD would
never be able to accomplish its responsibilities without increased staffing.
Since that time and with the advent of automated registries, things have only
gotten worse. In my opinion, it is time to seriously think about this matter
and to plan for growth in BMD. While we envision transferring some CRD slots
when systematic review is eliminated, if 12065 is not amended then I propose
to request new positions to enable us to implement the attached proposal.
3. I recognize this is an ambitious undertaking, but I believe it is
absolutely necessary to keep step with progress. Before the program is
finalized, it will undergo some changes but I believe it is within the ball
park. I am forwarding copies of this to Bruce Johnson and ince STAT
many of our proposed activities will be interwoven with theirs. I would
appreciate any comments you might have on the proposal.
/s/, Thomas H. White
Thomas H. White
Attachment:
As stated
DIS:Tfwhite:ydc (14 Aug 81)
Distribution:
Original - Addressee w/att
1 - IHSA w/att
1 - RMD w/att
?DIIS ? j .fit/ttt
1 - DIS Chrono
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Planning, Organization, and Staffing
16 July 1981
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Introduction
This paper contains a proposal for building the Records Information
System (TRIS) and for enhancing the management of non-textual records. The
Information Technology Branch (ITB) in the Office of Information Services is
responsible for the design, development, and operation of TRIS, and for the
management of three non-textual records programs. If ITB is given the necessary
resources, substantial improvements will accrue in the management of information
throughout the DDA and Agency-wide.
TRIS is concerned with the tools and techniques for inventorying and
controlling documents, files, and other collections of records. Its heart is
a standard accounting system that can meet all individual and organizational
needs for information about records. If such an accounting system is developed
and implemented in Agency registries and file rooms, records management
effectiveness and efficiency will be improved through the elimination of
incompatible systems and duplication of effort in maintaining records
inventories.
TRIS is as important as any ADP system developed in the DDA. TRIS can
improve the quality of intelligence the Agency produces by providing an
effective system for the inventory and control of information. It is an
ambitious system and will require expert knowledge and skills to build and
operate. TRIS is needed to help the Agency better manage its growing volume
of information. It will center around the functions of component records
management officers as managers of valuable Agency resources, and will require
a highly sophisticated blending of office automation equipment, computer
technology, software engineering, and data standardization.
TRIS will be an Agency-wide system because documents and other records
flow across all organizational boundaries. Although managers of records
systems will be the primary users, TRIS should serve any employee who needs
information about records, and who wants to collect such information manually or
in a computer. The types of registry and file room activities for which TRIS
should be used are:
Document abstracting and indexing
Document and file folder tracking
Classified document accountability
Inventories of computer tapes, motion
pictures, still pictures, sound
recordings, and maps
Preparation of document distribution
lists, mailing labels, and receipts
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Non-Textual Records are the photographs, maps, sound recordings, computer
data files, and other records that components maintain in a medium based
on advanced information technology. The Agency is required to have active
programs for the effective and efficient management of such records, and for
controlling their creation, organization, maintenance, and disposition. ITB,
which manages these programs, must be able to provide components with expert
technical advice and assistance on the care and handling of these information
media.
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Proposal
The Information Technology Branch has a currently authorized ceiling of
11 full-time positions and two part-time positions. To have the capability
of carrying out its responsibilities we propose to increase the number of
branch positions by eight and to establish three sections. Two sections will be
concerned with TRIS, and the other with non-textual records.
TRIS Design and Development Section staffed by six
computer specialists
TRIS Operations Section staffed by five full-time and
two part-time systems support personnel
Non-Textual Records Section staffed by six information
management analysts
Each section chief would report to Chief, ITB and be responsible for the work
performed and the supervision of section employees. ITB also would have a,
branch secretary.
1. TRIS
a. Staffing for TRIS Design and Development
We face tremendous challenges as we assume a leadership role in the
design and development of this major ADP system. One of these challenges
is similiar to that faced by the APEX project. But where APEX managers
tried to design and build a system to control one category of documents,
we need to design and build a system to control all categories of records.
Indeed, we are in the early stages of a major systems development effort.
A fundamental question is whether the design and development of the
subsystems of TRIS should be carried out within and under the control of
ODP or by a consolidated design and development project team staffed by
computer specialists under the control and direction of ITB. Emphatically,
we believe overall control of TRIS must be with ITB in order to achieve
our goal of standardization. In accordance with IIR the
Records Management Division "...develops and encourages the application of
standards, procedures, and techniques designed to improve the management
of records..."
We do not now have enough computer specialists to achieve this goal.
Presently full-time TRIS design and development is carried out by two
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b. Staffing for TRIS Operations
The term "operations" primarily refers to the necessary day-to-day
maintenance of the TRIS system: data entry, data changes, data management,
and report preparation for the RAMS, ARCINS, DARE, DECAL, and FARMS programs.
In addition, the DDA recently approved transfer of the Top Secret Control
Program and the Top Secret Control Automated Data System (TSCADS) from
the Office of Security to OIS. This work now resides within ITB and also
falls under "operations." In order to manage this and the other TRIS
programs properly, and to avoid future occurrences of the huge backlog in
TSCADS, we propose establishment of at
II. Non-Textual Records
ITB manages three of the Agency's records programs:
ADP Records
Audiovisual Records
Micrographics
Each program relates to records maintained in a medium based on advanced
information technology. The work involves traditional records management
functions of establishing policy and procedures related to records
creation, maintenance, and disposition; evaluating systems for conformance
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with established policy and procedures; and assisting component
records management officers in disposition scheduling and
establishing proper filing systems. In addition to these functions
ITB must develop expertise in applying the technologies to which
these records are tied. ITB has established such expertise in the
field of micrographics, but there are many newer technologies,
such as video disks and electronic mail, about which we have a lot
to learn.
If ITB is to meet its management responsibilities for non-
textual records, it must have a sufficient number of qualified
people to participate Agency-wide in decisions on applying new
technologies to solve information handling problems. ITB cannot
advise records custodians on managing these new systems if it is
not able to get out of its office and into theirs. At least one
GS-13 Information Management Analyst is needed for the micrographics
program and one is needed for the audiovisual program. Because
there are over a thousand ADP applications in the Agency, and
because of the complexity of each ADP system, we nronose
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 Approved For Release 2006/04/17: CIA-RDP84B00890R000500090001-5
Planning, Organization, and Staffing
16 July 1981
Approved For Release 2006/04/17: CIA-RDP84B00890R000500090001-5
 Approved For Release 2006/04/17: CIA-RDP84B00890R000500090001-5
Introduction
This paper contains a proposal for enhancing the ability of the
Records Systems Branch (RSB) to carry out regularly scheduled records
management surveys throughout the Agency. RSB is the component within
the Office of Information Services primarily responsible for implementing
the policies and procedures relating to the Agency Records Management
Program. This program provides for establishing controls over the creation,
maintenance, use, and disposition of all Agency records; for developing
standards, procedures, and techniques to improve the management of
records; for ensuring the maintenance and security of records of permanent
value; and for facilitating the segregation and disposal of records of
temporary value.
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Proposal
A records survey is a vitally important initial step in helping a
component establish effective control over the management of its records.
It is the basis upon which a component identifies its records, establishes
an effective filing and retrieval system, and prepares its records control
schedules which constitute the basic documentation for proper records
disposition. It also is a means by which RSB can evaluate the extent to-
which a component is adhering to established records management policy and
procedures. Although RSB has been able to respond to component requests for
records surveys, the press of day-to-day duties upon its personnel has
not allowed the branch to schedule such surveys on a regular basis and to
systematically cover the entire Agency. Addition of the proposed positions
would enable RSB to devote two individuals full-time to this most important
service.
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