OIS WEEKLY REPORT (24 - 30 JULY 1986)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300540005-9
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 14
• Document Creation Date: December 27, 2016
• Document Release Date: July 12, 2011
• Sequence Number: 5
• Publication Date: July 31, 1986
• Content Type: MEMO

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ADMINISTRATIVE - INTERNAL USE ONLY
31 July 1986
MEMORANDUM FOR: Deputy Director for Administration
Director o n ormation Services
SUBJECT: OIS Weekly Report (24 - 30 July 1986)
1 *Inspectors from the Information Security Oversight Office (ISOO)
conducted a two day document classification review in four offices of the
Directorate of Intelligence (DI). The DI offices involved in the review
were Near East and South Asian Analysis (NESA), Scientific and Weapons
Research (OSWR), Soviet Analysis (BONA), and African and Latin American
Analysis (ALA). Approximately 600 finished intelligence items were
involved in the inspection. On 30 July there will be a meeting with
analysts from SOVA and NESA to discuss DI classification techniques and
procedures. Upon completion of the review, the Director, ISOO will
report the findings of the survey to the DCI. ISOO comments about the
offices' personnel involved were laudatory.
2. On 24 July, representatives from the Information Resources
Management Division (IRMD) and from the Printing and Photography Division
(P&PD), Office of Logistics, conducted site surveys of two Agency
components who have proposed micrographic applications. Both
applications were approved and the 98-frame microfiche format was
selected. Once the applications are fully operational, these components
will experience faster retrieval and improved file integrity and need
less storage space.
3. A representative from IRMD is assisting an officer from the
Information Management Staff, Directorate of Operations, (IMS/DO) in the
latter's initial efforts to research and write machine-readable records
control schedule items for DO computer applications. On 28 July, they
met with the Data Base Administrator for the LINTERNA File to prepare a
draft schedule item for this file as well as identify and research the
next application. The IRMD representative will continue to assist until
the IMS officer feels comfortable enough to continue unassisted.
ADMINISTRATIVE - INTERNAL USE ONLY
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ADMINISTRATIVE - INTERNAL USE ONLY
4. The Agency Forms Officer in IRMD has completed a review and
updating of the Field Forms Catalog. The Office of Logistics, Supply
Division, the office responsible for all stock forms and issuances of
forms to the field, has been asked to coordinate on the draft copy of the
revised catalog. The catalog will be coordinated with the DO before
being issued. The updated Field Forms Catalog will list approximately
130 forms, 30 less than the 1981 catalog.
5. On 21 July, a representative from IRMD met with Colonel Ray Tagge,
the Liaison Officer from the National Archives and Records Administration
(NARA). They discussed issues concerning the DS&T Records Control
Schedule and the disposition of OSS records. NARA wants to know when the
Agency will offer the FBIS Daily Reports and the JPRS Publications and
wants a time period included in the records schedule for offering to
NARA. FBIS will determine the dates and advise NARA through IRMD.
Regarding the disposition of OSS records, there had been some confusion
between NARA and DO/IMS concerning the permanency of the records.
Colonel Tagge clarified the situation and the Agency will comply with the
disposition instructions set forth in the approved Records Control
Schedule.
6. The Information Services Center for the Offices of Communications
and Logistics set an all time record for number of paper copies made
during July. Over 350,000 copies were made on the two reproduction
machines. This compares to a monthly average of 180,000. Part of the
increase can be attributed to the summer-only employees' activities, but
the virtual doubling in volume was not expected.
7. On 22 July, representatives from IRMD met with the Chief and
Deputy Chief of the Data Voice Processing Activity and the Chief of the
Data Support Systems. Both of these components are in the Office of
Information Technology (OIT). The purpose of the meeting was to renew
contact with focal point officers in OIT about Information Services
Center (ISC) planning in the New Headquarters Building. Current ISC
planning must be refocused to meet new re irements--for example, media
dissemination--presented by OIT is looking
to OIS to assume an increasingly greater share of the output media
dissemination.
ADMINISTRATION - INTERNAL USE ONLY
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ADMINISTRATIVE - INTERNAL USE ONLY
~. The backlog of initial FOIA requests was reduced this week to
1290. This compares with a backlog of 2163 this time last year and 3082
two years ago. In the FOIA request "department," a carefully worded
acknowledgment and fee estimate inspired a requester to pare down his
For details of this request and other interesting items, please refer to
the Information and Privacy Division's report which is attached.
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30 July 1986
MEMORANDUM FOR: Deputy Director for Administration
Chie In ormation an rivacy Division, OIS
SUBJECT: IFD/OIS Weekly Report (23 - 29 July 1986)
1.
The Week in Review 23
- 29 July 1986 1986 Weekly Average
a.
New cases
53
60.8
b.
Cases closed
64
72.9
c.
New appeals logged
6
3.5
d.
Appeals closed
6
3.2
e.
Manpower (man-weeks)
80.3
99.3
a. Initial requests - 1290
b. Requests in administrative appeal - 200
c. Requests in litigation - 52
3. Spotlighted Requests
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HGH/AEF:kas~(30 July 1986) (FINAL)
Distribution:
Orig - Adse
1 - DCI/DDCI/Executive Director
1 - DCI History Staff
1 - DD I
1 - DDO
1 - DDS&T
5 - OIS
1 - C/PAO
1 - Comptroller
1 - IG
1 - OGC
1 - OCA
1 - OP
1 - OL
1 - C/IMS
1 - DDO/IRO
25 - DDO/IM~
1 - DDI/IRO
1 - DDA/IRO
1 - IC/IRO
1 - OIS/LA
1 - IRG/OS
1 - IPD Subject
1 - IPD Chrono
1 - IPD Reading Board
1 - HGH
1 - LSS
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29 July 1986
MEMORANDUM FOR: Director of Information Services
FROM: Acting Chief, Classification Review Division
SUBJECT: CRD Weekly Report, 22 July - 29 July 1986
1. HRP coordination Results with 0/DCI-Directorates: In the HRP's
coordination of its initial review recommendations with the
0/DCI-Directorates, the divergencies between those recommendations and the
final decisions of the 0/DCI-Directorates have affected less than two percent
of the number of items of information involved. Furthermore, rather than
representing fundamental disagreements, the divergences have almost all fallen
into the narrow band within which irreducible differe ill usually occur
when different reviewers work on the same documents.
2. The most numerous divergences have involved source descriptions or
CIA names. The DO stated once that source descriptions can be released if
they are vague enough to preclude identification of specific persons. CRD
feels that in the aggregate, hundreds of source descriptions, even if they
don't reveal individual identities, could reveal the range and types of
sources available to CIA in a certain region during a certain time frame. On
another occasion, the DO questioned CRD's recommendations to release the names
of several CIA officials. They were persons such as Abbot Smith and John
Huizenga well known to the public. The DO accepted our recommendations after
we explained that our policy is to withhold all CIA names, overt or covert,
unless they are names already well known to the public.
3. CRD is remaining alert to the possibility that we may unconsciously
bias our recommendations in the direction of withholding more in order to
avoid disagreements with the 0/DCI-Directorates. We believe, however, that
the low rate of divergences up to now only reflects (1) a roughly equal
quality of review personnel between CRD and the 0/DCI-Directorates and (2) a
tendency for CRD, with it Agency-wide rather than Directorate perspective, to
withhold slightly more due to anxiety over possible aggregate effects.
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4. Review of DOJ Records Completed: On 24 July 1986 CRD members Mike
completed the review of 158 of 162 boxes of records
from the case of U.S. vs. Felt/Miller. Four boxes were sealed by the court
and could not be reviewed. A report to DOJ giving the results of our review
together with recommendations for the future disposition of the CIA documents
is being prepared by the Legal Advisor/OIS. n
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29 July 1986
MEMORANDUM FOR: Director of Information Services
Chief, Information Resources
Management Division
SUBJECT: IRMD Weekly Report (23 - 29 July 1986)
1. WORK IN PROGRESS
Top Secret Collateral Documents. nd
Document Accountability Section (DAB), provided
assistance to t e Information Privacy Division (IPD) and to the
Office of Scientific and Wea ons Research (OSWR)in recording
information into TSCADS. isited the DI Office of
African and Latin American na ysis to review procedures for
handling Top Secret collateral documents and to audit a random
sampling of ALA's Top Secret holdings. summer
employee, is reviewing the final six cubic feet of Form 26s
recalled from the Records Center for filing with office holdings.
2. SIGNIFICANT EVENTS/ACTIVITIES
a. Information Security Oversight Office Document
Review. Four Directorate of Intelligence (DI) offices participated
in an intensive two day Information Securit Oversi ht Office
(ISOO) document classification review.
Security Classification Officer (ASCO), and f OIS
accompanied the ISOO inspectors to the Offices o Near East and
South Asian Analysis (NESA), Scientific and Weapons Research
(OSWR), Soviet Analysis (BONA), and the Office of African and Latin
American Analysis (ALA). Approximately 600 finished intelligence
items were made available to ISOO for inspection. A follow-up day
is scheduled for 30 July and will be devoted to meeting with
analysts from SOVA and NESA to discuss DI classification techniques
and procedures. Upon completion of the review, the Director, ISOO
will report the findings to the DCI. Preliminary ISOO comments
have been laudatory. The courtesy and professionalism of the four
DI offices was commendable.
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b. Records Management Officers Meeting. The July meeting
of the Directorate of Administration (DA) Records Management
Officers (RMO) was hosted by the ODDA/RMO. The highlight of the
meeting was the opportunity RMOs to meet
William Donnelly, DDA, and Chief, Information Resources
Management Division (IRMD). Mr. Donnelly shared some of his
records management experiences as Chief, Information Management
Staff, D0, and described several records reduction initiatives that
had been effective in the D0. He admonished the RMOs to take an
aggressive stance in managing records and emphasized the need to
reduce Agency records holdings.
discussed the recent reorganization of IRMD
and provided information concerning current and proposed staffing
within IRMD. With the departure of Messrs. Donnelly and 0 the
meeting continued with a brief overview of the 0/DDA organization
and records management procedures presented by the ODDA/RMO. In
addition to items of general interest to the RMOs, the DA/RMO
emphasized the need for DA offices to complete work on the revision
of the Privacy Act Systems listed in the Federal Register. The
next DA RMO meeting will be hosted by the Office of Training and
Education (OTE).
c. RMO Conference. (Information Management
Branch (IMB), has been selected as the organizer for the 1986
Records Management Officers Conference which is to be held on 30
and 31 October. Preliminary arrangements are being made and agenda
items are being solicited from Records Management Officers.
d. Micro ra hics. reformation
Management Branch, and Printing an P otography
Division, Office of Logistics (P&PD/OL), conducted site surveys of
two proposed micrographic applications on 24 July 1986. The
requests were submitted by the Employment Programs Staff, Military
Support Section, Office of Personnel (EPS/MSS/OP), and the Special
Activities Division, Operations Group, Office of Technical Services
(SAD/OG/OTS). Both applications were approved and the 98-frame
microfiche format was selected. It is anticipated that these
components will experience faster retrieval, improved file
integrity, and reduced storage space. Arrangements for job set-up
and production scheduling are being worked out between P&PD and the
customers.
e. Machine-readable Records.
Information Management Branch, received a to ep one ca rom
Information Management Officer, Information
Managemen a , irectorate of Operations, requesting assistance
in her initial efforts to research and write machine-readable
records control schedule items for DO computer applications.
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f. Forms. The A ency Field Forms Catalog has not been
revised since 1981. IMB, has reviewed the entire
catalog and updated t e ie orms currently in use as of
April 1986. Office of Logistics, Supply Division (OL/SD), which is
the office responsible for all stock forms and issuances of forms
to the field, was asked to coordinate on the draft copy of this
catalog. After the changes are made, the catalog will be
coordinated with the DO for finalizing. There will be
approximately 130 forms in the new Field Forms Catalog which will
be a reduction of 30 forms from the 1981 listing.
g. Records Disposition. (Chief, Information
Management Branch/Records Management Section, met with
Colonel Ray Tagge from National Archives and Records Administration
(NARA) on 21 July to resolve additional questions concerning the
DS&T Records Control Schedule which is being reviewed by NARA. Two
of the major issues are when will we offer the FBIS Daily Reports
and the JPRS Publications to NARA. NARA wants a time period
included in the schedule stating when these holdings will be
offered to NARA. FBIS will determine those dates.
Disposition of OSS records was the final topic
discussed. At a meeting held on 21 May between NARA and DO/IMS,
NARA representatives stated that all OSS records are now considered
to be permanent. Colonel Tagge, when asked about this, said it was
incorrect and that we must comply with the disposition instructions
as set forth in the approved OSS Records Control Schedule. He will
pursue this issue within NARA and further advise of this
determination.
h. Information Services Center Activities. The OC/OL ISC
Copy Center set an all time volume record during July. Over
350,000 copies were made on the two copying machines as compared to
the average 180,000 per month. Part of the heavy usage can be
attributed to the summer-only employees' use, but the virtual
doubling in volume was not expected. Chief, ISB, says "so much for
the Paperless Office".
Chief, Office of Communications, Office of Logistics
Information Services Center, and (ISC) completed the
OC annual collateral TS inventory and orwar a the results to the
Agency Top Secret Control Officer. Since last year's inventory,
the Center has reduced OC TS holdings by 60 documents.~~
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Chief, Information Services Branch,
and me with
Chief and Deputy Chief, res ective y, o t e Data Voice rocessing
Activity/GOG/OIT, and Chief/Data Support
Systems/GOG/OIT on 22 July. The meeting was called by Chief/ISB to
renew contact with focal point officers in OIT for Information
Services Center (ISC) planning in the New Headquarters Building.
Chief/DVPA informed the group that scheduled occupancy for the NHB
had slipped back as much as ei ht to 12 months. In contrast,
planning for is proceeding
rapidly with some OD&E elements already on site. It is apparent
that current ISC planning must be refocused to meet the new
requirements presented by the RCC complex. All present agreed that
OIS, OIT, and OD&E have an excellent opportunity to plan an ISC
that can also serve as the model for the New Headquarters
Building. A meeting to discuss RCC planning was scheduled for
30 July 1986 and will include representatives from OIT and OIS as
well as the DDS&T and OD&E Records Management Officers. Chief/DVPA
also made it clear that OIT is looking to OIS to assume an
increasingly greater share of the output media dissemination for
much of the Agency. In this context OIS will be looking at output
medial dissemination in the current Headquarters building in
addition to RCC and the NHB.
i. Selection of Software Packages. The Information
Technology Branch has selected two PC software packages for OIS,
namely, Microsoft Word and Lotus 1-2-3. Ease of use is very good,
due to a comprehensive menu system and context-related helps.
Lotus 1-2-3 is a two-dimensional spreadsheet program. An important
use of Lotus is sensitivity analysis, which involves a hypothetical
scenario and changes one or more variables to examine varying
results.
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Records Center personnel performed the following
activities during the week:
RAMS: Made 28 additions, 42 changes, and
40 deletions.
ARCINS: Jobs received/edited: 18.
Jobs keyed: 13 consisting of
520 entries.
Jobs completed: 42.
Accessions: Received 34 jobs totaling
245 cubic feet.
References: Serviced 1,431 requests for
records (21 were for annuitants).
Special Run: One to NCD.
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