DDA SUPPORT FOR THE DDI

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP85B00552R000100010018-6
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 21
• Document Creation Date: December 20, 2016
• Document Release Date: December 3, 2007
• Sequence Number: 18
• Publication Date: March 25, 1982
• Content Type: MEMO

181-6
 Approved For Release 2007/12/03 : CIA-RDP85BOO552ROO0100010018-6
Date
1.
building, Agency/Post)
tie 2
a
4.
ev
a
n
File
Note and Return
I
For Clearance
Per Conversation
Requested
For Correction
Prepare Reply
irculate
For Your Information
See Me
merd
Investigate
Signature
inatlon
Justify
((Name, office symbol, morn number,
'eq
DO NOT use this form as a RECORD of approvals, concurrences, disposals,
clearances, and similar actions
OPTIONALbyFORM 41 (Rev. 7-76)
nPM`"R (41CFN 101-11106
 1.
ADDA
Z
DDA
1
4.
S.
n
File
Note and Return
I
For Clearance
Per Conversation
a Requested
For Correction
Prepare Reply
irculad
For Your Information
See Me
meet
Investipto
Signature
Ination
Justl
Nome. ofRce symbol, room number,
lldent Agency/Post)
DO NOT use this form as a RECORD of approvals, concurrences, disposals,
clearances, and similar actions
~Initial$
ornONAL FORM by 41 (Rev. 7-76)
FPMR (41 C91 101-11.206
 Approved For Release 2007/12/03 : CIA-RDP85B00552R000100010018-6
FROM: Harry E. Fitzwater
STAT DDA
TO: (OFFCM designation, room numbN, and
building(
I? DDI
7E-47 Hqs.
STATa
OFFICER'S
INITIALS
41 (-lr"nr a Py1r7
2 5 MAR 1982
COMMENTS (Number each comment to shave from whom
b whom. Draw a line across column after each comment.(
LOCI.,
FORM 61 0 USE DIT FEE91OUs
1-79 E IONS
Approved For Release 2007/12/03 : CIA-RDP85B00552R000100010018-6
 MEMORANDUM FOR: Deputy Director for Intelligence
FROM: Harry E. Fitzwater
Deputy Director for Administration
SUBJECT: DDA Support for the DDI
REFERENCE: Memo to DDA from DDI, dtd 12 Mar 82, same Subject
1. This memorandum is in response to the alleged support problems which
were outlined in reference.
a. Supplies: After a thorough check into the matter of adequate
supply levels, I have not been able to confirm that a problem does, in
fact, exist. As you know, on the day that I received your note I was
able to obtain all the supplies which you had mentioned as not being
available. DDI personnel should be aware that if a particular item is
not visable on the open shelves, they should ask the supply clerk for
the item (as the signs in the supply room suggest).
We investigated the "Xerox ink" (toner) problem and discovered
that the origin of the complaint involves the depletion of toner for
Xerox 3400 machines, of which only 10 are located in Headquarters.
While our inventory has been purposely set low because of limited usage
rates, we believe that we have acquired sufficient quantities to handle
daily operational requirements. If a particular copying machine is not
available for whatever reason, all DDI personnel should be alerted to
the services of the Copy Center in GJ-56, which provides around-the-
clock support seven days a week. -
b. Computer Equipment/Gray Lines: As you are well aware, the
questions of support to terminal and secure telephone systems instal-
lations is a matter of primary importance to us. For this reason, we
have created a special effort in the area of terminal installation and
we are proceeding quite rapidly on the installation of a new secure
phone system. We currently have 56 outstanding terminal requests for
the DDI (32 relocations, 10 new installations, 9 lines or other devices,
and 5 printers). Almost all of the 56 items were received subsequent
STAT to the DDI move to Building, and most are related to the
moves of DDI components remaining in Headquarters. The status of the
outstanding 56 terminal requests is as follows:
 14 - waiting survey
34 - projected for installation in April
8 - hold pending resolution of technical problems
Returning to the secure phone issue, we are currently conducting
an internal directorate experiment in secure telephone conference
techniques. If it proves to be effective, it may be employed as
a reasonable alternative for face-to-face meetings with your
STAT analysts at Building.
STAT c. Shuttle: During the period October 1981 through
February 1982, our records indicate that there were only 63 reim-
bursements for POV travel of SOVA personnel for trips between
STAT Headquarters and0 Further, the 11 scheduled daily shuttle
STAT trips between Headquarters,
Buildings average a total of 134 passengers per day, amounting
STAT to about 12 passengers per trip.It sh uld also be noted that
three direct shuttle runs betwee and Headquarters were
recently cancelled because the average number of passengers per
trip was less than one person. These statistics would seem to
indicate that the present shuttle service is more than adequate.
If this is not the case, I am prepared to implement another direct-
STAT run shuttle service between Headquarters and Ofor another
30-day trial period. Please advise.
2. Our "bottom line" in all of this is that we are prepared and most
anxious to provide you, within the extent of resources available to us, with
the appropriate levels of support required to carry out your mission.
Hmrp fl,.t
Harry E. Fitzwater
STAT E0/DDA/I ba(24Mar82)
Distribution:
0 - DDI
1 - DDA Subject
1 - DDA Chrono
1 - HEF Chrono
1 - ED Chrono
1 - D/OL
1 - D/OC
1 - D/ODP
 ODP 82-370
19 MAR 1992
MEMORANDUM FOR:
FROM:
SUBJECT:
REFERENCE:
Executive Officer, DDA
Bruce T. Johnson
Director of Data Processing
DDI Terminal Installations
DDI memorandum to DDA dtd. 12 Mar.
1982,
Subject: DDA Support to the DDI (DDI 2078-82),
(DDA-82-0685)
32 relocations
10 new installations t,
9 lines or other devides
5 printers
56 total actions
14 waiting survey
34 projected for April 1982 installation
8 hold pending resolution of technical problems
56 total actions
3. Almost all of the 56 items were received subsequent to
the DDI move to the nd most of the relocations
are related to Headquarters moves o the remaining DDI offices.
4. We continue to work closely with DDI personnel who are
responsible for terminal installation and relocation planning.
 Approved For Release 2007/12/03 : CIA-RDP85BOO552R000100010018-6
ROUTING AND RECORD SHEET
su81ECT: (oplionaI)
DDI Terminal Installations
FRO T. ruce Johnson
Director of Data Processing
2DO105 HQS DAZE 18 MAR 1982
TO: (OfRcer dnignoRen, mom mmbn, and
building)
DATE
OMCER'S
COMMENTS (Numbo each
to thew from when
com"m
-
-
RECEIVED
-
NMWARDEO
INMAES
coiun
t
to whom. Draw a Iim xmo column after each cemmem.)
1. Excecutive ufftcer
,
I
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2.
3.
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FOR
I-79M 610 EDInIONSSUs
 Approved For Release 2007/12/03 : CIA-RDP85B00552R000100010018-6
18 MAR 1982
MEMORANDUM FOR: Deputy Director for Administration
e. i - t
od,
FROM: James H. McDonald
Director of Logistics
SUBJECT: DDA Support to the DDI
REFERENCE: Memorandum from DDI to DDA, dated
12 March 1982, same subject (DDA 82-0685/1)
(OL 2 1156)
1. Referent memorandum addresses three areas of concern
relative to the support provided to the Directorate of Intel-
ligence by the Directorate of Administration. The following
responses correlate with paragraphs 1 and 3, dealing with
those areas under the purview of the Office of Logistics.
2. Two separate supply problems are cited in paragraph
1, the first relevant to Xerox ink (toner) and the other to
general supplies. In regard to the former, we found that
the origin of the complaint lies in the depletion of toner
for Xerox 3400 machines, of which only 10 or so are located
in the Headquarters Building. The inventory for this item
has purposely been set rather low because of the small usage
rate. Records of the Logistics Services Division (LSD) verify
the following toner procurements from the LSD imprest fund to
accommodate the few user requirements: 10 cases on 29 October;
3 cases on 30 November; 3 cases on 12 December; 2 cases on
8 March; and 12 cases on 16 March. These acquisitions should
have been sufficient to handle daily operating requirements
but, in addition, 58 cases have been on order from Xerox
through normal procurement channels to supplement the imprest
fund purchases. Should the usage rate continue at its current
high level, upward adjustments will be made to the inventory
to ensure availability of the item. It should also be recog-
nized that there are circumstances other than depleted
supplies which can cause inconveniences to copy machine
operations, equipment breakdowns for example. There is
little need, however, for any virtual halt in operations as
a Copy Center is maintained in GJ-56 which provides service
around-the-clock, 7 days a week. All Directorate of Intel-
ligence personnel should be alerted to this available service.
 3. The other part of the stated supply problem, dealing
with shortages of general supplies, could have occurred as a
result of a misunderstanding of the system. Yellow legal
pads are, and always have been, on hand but stored behind the
counter on occasions, for issuance by supply clerks. This is
done to maintain control of issuances and to discourage some
employees' tendency to overstate their requirements. Signs
are prominently displayed urging customers to inquire at the
counter for items not stocked on open shelves. If any supply
problems develop in the future, it is suggested that the Chief,
LSD be notified immediately. You have my assurance that the
response will be positive and prompt.
4. Paragraph 3 of the referent memorandum suggests that
STAT the addition of extra shuttle runs directly between
"
and Headquarters buildings are in order, due to the sizeable
number" of analysts using POV's for commuting betwee
STAT two facilities. Available information indicates tha
building personnel have been reimbursed for only 63 trips to
and from the two buildings, covering the period October-
February. Further in the 11 scheduled daily shuttle trips
STAT encompassing the buildings,
records show that ridership averages 134 employees per day,
an average of only 12 passengers per trip. It should also
STAT be noted that three direct shuttle runs between and
Headquarters were recently cancelled due to an average rider-
ship of a .5 body. These statistics indicate that the present
arrangement is more than adequate and is certainly at a
satisfactory level of efficiency. As a trial measure, however,
I am prepared to implement a direct-run shuttle at the times
suggested, for a 30-day period beginning 1 April. A compre-
hensive tally of riders will be compiled during this trial.
Should the run prove as popular as has been suggested, the DDI
would be requested to provide the necessary support and
assistance in obtaining from the Comptroller the necessary
driver position and vehicle funding required to continue this
service, inasmuch as existing requirements for drivers and
vehicles are already stretched to the limit.
James H. McDonald
 ROUTING AND RECORD SHEET
SUBJECT: (OI*onal)
DDA Support to the DDT
FROM: R/ L
2/02
EXTENSION
NO.
OL 2 11S6a
T
18 MAR 1982
TO: (OMcer designation, room number, and
building)
DATE
OFFICER'S
COMMENTS (Number each comment to show from whom
f1EOEfuED
EORWAROED
IWTIAIS
to whom. Draw a line was column after each comment.)
DDA
7B24
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
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15.
FOR
1-79 EDITIONM 61 O ~E NIEVIOUSS
 D RAF T
15 March 1982
FROM: Harry E. Fitzwater
Deputy Director for Administration
1. Thanks for your DDI 2078-82, Dtd 12 March 1982 dealing with
the same subject. Without feedback, obviously we are unable to fine
tune our efforts to support any of the Agency components. (U)
2. As you are well aware, the question of support to terminal
and secure telephone systems installation is a matter of primary
importance to us. For this reason, we have created a special effort
in the area of terminal installation and are proceeding quite rapidly
on the installation of a new secure phone system. Both of these efforts
are dependent upon adequate funding which must be obtained either on an
unfunded basis or programmaticallj in the 1983 budget. (U)
3. Unfortunately, decisions to reduce the Agency's budget have
cut deeply into the DDA capabilities. On the other hand, decisions to
expand portions of the Agency have not taken into account the necessity
to provide an adequate support structure. All of the symptoms which
you note reflect budgetary decisions taken several years ago. We are
working, and will continue to work, to resolve these problems in todays
world, but we will need patience, cooperation, and support from you. (U)
 4. Incidentally, we are trying an internal Directorate experiment
in secure telephone conference techniques. If it works, it may prove to
be a reasonable alternative for face-to-face meetings for your analysts
STAT at F---~Building. We will keep you advised on progress in this regard.
 Approved For Release 2007/12/03 : CIA-RDP85B00552R000100010018-6
CONFIDENTIAL
12 MAR 1982
DDI 2078-82
FROM: Robert M. Gates
Deputy Director for Intelligence
ii..-i!A Eeglstr?.
In discussions with a number of groups of analysts over the past few weeks, I have
heard of some support problems that are affecting this Directorate's analytical effort.
1. Supplies
One major area of concern is the lack of adequate supplies:
-In one case a branch was brought to a virtual halt because there was
no ink for their office's xerox machine. When they checked with the supply
room they were told that it had been out of stock for six weeks. Luckily, from
the branch's standpoint, they finally "found" some ink in a xerox machine that
had been disconnected elsewhere in the building.
--Shortages have also been experienced in other basic supply areas--
yellow legal pads, number 2 pencils, blue and black pens, memoranda of call
pads, and bond paper.
Such supply problems can severely disrupt branch operations, thus reducing overall
productivity. From your standpoint, shortages run the risk of creating a vicious circle.
It is all too easy to have a hording mentality develop. Branches throughout the Agency,
having experienced a shortage, will try to react to restocking efforts by trying to get
supplies before the hoarders arrive. Allocating through first-come, first-serve rationing
is at best a partial solution. It does help ensure that those who feel they need something
(and are willing to go out of their way to get it) will get some supplies. At the some
time, however, rationing is disruptive and helps institutionalize the hoarding mentality. I
hope you can address this problem before it becomes more serious.
2. Computer Equipment/Gray Lines
Another major support problem that I have heard about centers on the difficulty in
getting computer equipment hooked up and gray lines installed or relocated. Many of the
branches in this Directorate depend heavily on computer oriented support--Delta Datas,
dedicated external terminals, plotters, etc.--for day-to-day operations. At present we
estimate that there are somewhere around 25 Delta Datas, for example, that are still not
connected in this Directorate. With SOVA~the need for adequate gray line
connections to carry out day-to-day operations has only been heightened.
I know that your people are working on these ADP and gray line problems as rapidly
as possible. On our side, CPAS/ASG is trying to make it easier for the DDA and DDI to
resolve computer-oriented difficulties. They have recently hired, for example, an
additional person simply to monitor terminal relocations, installations, and removals on a
Deri v C1 by Signer
CONFIDENTIAL Revw on Mar 88
Approved For Release 2007/12/03 : CIA-RDP85B00552R000100010018-6
 daily basis. If these support problems are not ironed out in the next two to three months,
it might be useful for us to put our heads together. Undoubtedly there is the potential
for many bureaucratic bottlenecks on both sides and if the system is not able to rectify
the situation, it might take our gentle persuasion to get the job done.
Even if adequate electronic and secure phone communications are set up between
25X1 Dand Headquarters, there are many times when face-to-face discussion is
indispensible. The current SOYA/Headquarters shuttle is simp inadequate to meet this
25X1 need. Even though there are busses leavin n the hour, two problems exist. First,
25X1 the busses stop at thus increasing the time of the trip.
Second, getting to a meeting that begins on t e hour usually means at least one hour in
down time for those taking the shuttle. As a result of these problems, a sizeable number
of Soviet analysts drive to Headquarters each day. I think an upgrading of the shuttle
service is clearly needed. Service could be greatly enhanced by adding direct shuttle
service the half hour during prime time. At a bare minimum, busses should be added
25X1 leavint 0930, 1030, 1330, and 1430 and returning on the hour. Given the
importance the Director places on Soviet activities and the Soviet connection worldwide,
I feel such an investment would be well worth the cost and effort.
CONFIDENTIAL
Approved For Release 2007/12/03 : CIA-RDP85B00552R000100010018-6
 Approved For Release 2007/12/03 : CIA-RDP85B00552R000100010018-6
CONFIDENTIAL
12 MAR 1982
DDI 2078-82
FROM: Robert M. Gates
Deputy Director for Intelligence
%'D%S ';ag~St rv'
In discussions with a number of groups of analysts over the post few weeks, I have
heard of some support problems that are affecting this Directorate's analytical effort.
1. Supplies
One major area of concern is the lack of adequate supplies:
-In one case a branch was brought to a virtual halt because there was
no ink for their office's xerox machine. When they checked with the supply
room they were told that it had been out of stock for six weeks. Luckily, from
the branch's standpoint, they finally "found" some ink in a xerox machine that
had been disconnected elsewhere in the building.
--Shortages have also been experienced in other basic supply areas-
yellow legal pads, number 2 pencils, blue and black pens, memoranda of call
pads, and bond paper.
Such supply problems can severely disrupt branch operations, thus reducing overall
productivity. From your standpoint, shortages run the risk of creating a vicious circle.
It is all too easy to have a hording mentality develop. Branches throughout the Agency,
having experienced a shortage, will try to react to restocking efforts by trying to get
supplies before the hoarders arrive. Allocating through first-come, first-serve rationing
is at best a partial solution. It does help ensure that those who feel they need something
(and are willing to go out of their way to get it) will get some supplies. At the some
time, however, rationing is disruptive and helps institutionalize the hoarding mentality. I
hope you can address this problem before it becomes more serious.
2. Computer Equipment/Gray Lines
Another major support problem that I have heard about centers on the difficulty in
getting computer equipment hooked up and gray lines installed or relocated. Many of the
branches in this Directorate depend heavily on computer oriented support-Delta Dotas,
dedicated external terminals, plotters, etc.--for day-to-day operations. At present we
estimate that there are somewhere around 25 Delta Datas, for example, that are still not
7 connected in this Directorate. With SOVAOthe need for adequate gray line
connections to carry out day-to-day operations has only been heightened.
I know that your people are working on these ADP and gray line problems as rapidly
as possible. On our side, CPAS/ASG is trying to make it easier for the DDA and DDI to
resolve computer-oriented difficulties. They have recently hired, for example, an
additional person simply to monitor terminal relocations, installations, and removals on a
Deri v Cl by Signer
CONFIDENTIAL Revvi on Mar 88
Approved For Release 2007/12/03 : CIA-RDP85B00552R000100010018-6
 Approved For Release 2007/12/03 : CIA-RDP85B00552R000100010018-6
CONFIDENTIAL
daily basis. If these support problems are not ironed out in the next two to three months,
it might be useful for us to put our heads together. Undoubtedly there is the potential
for many bureaucratic bottlenecks on both sides and if the system is not able to rectify
the situation, it might take our gentle persuasion to get the job done.
Even if adequate electronic and secure phone communications are set up between
25X1 E:::]ond Headquarters, there are many times when face-to-face discussion is
indispensible. The current SOYA/Headquarters shuttle is simpl inadequate to meet this
25X1 need. Even thoug there are busse on the hour, two problems exist. First,
25X1 the busses stop at t. us increasing the time of the trip.
Second, getting to a meeting that begins on the hour usually means at least one hour in
down time for those taking the shuttle. As a result of these problems, a sizeable number
of Soviet analysts drive to Headquarters each day. I think an upgrading of the shuttle
service is clearly needed. Service could be greatly enhanced by adding direct shuttle
service on the half hour during prime time. At a bare minimum, busses should be added
25X1 leaving it 0930, 1030, 1330, and 1430 and returning on the hour. Given the
importance the Director places on Soviet activities and the Soviet connection worldwide,
I feel such an investment would be well worth the cost and effort.
rfl'iF I IlFNT I Al
Approved For Release 2007/12/03 : CIA-RDP85B00552R000100010018-6
 MEMORANDUM FOR: Deputy Director for Administration
VIA: Associate Deputy Director for Administration
FROM:
It is recommended that the staff meetings which are held on Monday
mornings be cancelled. Because the meetings are held on the first day of the
workweek, participants usually do not have an accurate picture of all of the
significant happenings in their areas. In addition, given the specific nature
of each participant's area of responsibility, there is normally not much com-
monality regarding the information exchanged and its value to the other
members who attend the session. All of the participants attend your staff
meetings on Tuesday and Thursday, and each has ample opportunity to express him-
self at those sessions. Finally, several of the staff members have individual
sessions with you and the ADDA each week, which affords them the opportunity to
express concerns which they do not desire to surface at the general staff
meetings. For all of the foregoing reasons, I believe that the Monday meetings
should be discontinued.
r
3 -9- 1Y-
Date
Date
 ROUTING AND RECORD SHEET
SUBJECT: (Optional)
Monday Morning Staff Meetings
FROM:
EO/DDA
EXTENSION
NO.
DATE MAR 1981
TO: (Ollkar dnignolion, room numb.,, and
building)
DATE
OFFICER'S
COMMENTS (Number oath command show from whom
EECEMD
FORWARDED
INITIALS
ID whom. Draw a lino acres column o 1M each commanl.(
1 1.
ADDA
2.
B DIR RDEaa 37
DDA
4.
5.
Opvt
a
J///~eA,
i
Ze~
7.
MATS
1982
8.
9.
10.
11.
12.
13.
14.
15.
FORM 61 0 uEDInIONS
1-79