OIS WEEKLY REPORT (10 - 16 JULY 1986)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300540007-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 14
• Document Creation Date: December 27, 2016
• Document Release Date: July 12, 2011
• Sequence Number: 7
• Publication Date: July 17, 1986
• Content Type: MEMO

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17 July 1986
ME1ORANDUM FOR: Deputy Director for Administration
Director ot ormation Services
SUBJECT: OIS Weekly Report (10 - 16 July 1986)
1. *The Information Resources Management Division (IRMD) made its
13th and 14th incremental OSS records transfer to the National Archives
and Records Administration (NARA). These records include information on
Japan, Formosa, China, Borneo, France, and Morocco. To date 1,872 cubic
feet of OSS records have been transferred to NARA.
2. *An Information Security Oversight Office (IS00) inspector,
accompanied by the Agency Security Classification Officer, visited the
Office of Congressional Affairs and the Executive Registry to conduct the
third FY 1986 ISOO inspection of Agency classification management
practices and procedures. The ISOO inspector found no deficiencies and
both components were in compliance with the classification requirements
established by Executive order 12356. ISOO's inspection of components in
the Directorate of Science and Technology (DS&T) and the Directorate of
Administration in August and September will complete the FY 1986 inspec-
tion cycle.
3. The Chief/IRMD, several of his division representatives, and the
Legal Advisor to the Director of Information Services, met with repre-
sentatives from NARA to resolve an issue that arose because of NARA's
request to have the full text SECRET copy of the revised records control
schedule submitted by the Directorate of Science and Technology (DS&T)
for approval. NARA officials felt they needed more information than
provided by the less than full text CONFIDENTIAL version. The Agency
position, expressed by Chief/IRMD, is that CIA must protect sources and
methods and cannot provide NARA with full text SECRET schedules.
Moreover, the Agency has developed an excellent professional working
relationship with the designated NARA representative and has provided him
with all the information necessary to make the proper appraisals. The
meeting ended with an agreement that the Agency would provide NARA more
descriptive data whenever possible on a case-by-case basis.
4. IRMD provides direct assistance to Agency components through
conducting information management surveys. As an example, IRMD recently
submitted the final report on its completed information management survey
of the Office of Communications. The report contains 27 recommendations
to improve information handling, storage, and retrieval. In addition,
IRMD can assist in establishing new records management programs. An IRMD
ADMINISTRATIVE - INTERNAL USE ONLY
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annuitant, for example, is working with) to
develop such a program. Among the first steps is a full records
inventory scheduled for 16 July.
5. The Office of Current Production and Analytic Support,
Directorate of Intelligence (DI), is to be commended for reducing its
current holdings of Top Secret collateral documents by approximately
one-fourth thus far in CY 1986. The annual inventory of Top Secret
collateral documents, conducted by IRMD, is a significant factor contri-
buting to an Agency-wide reduction of such documents held in Agency
files. Moreover, IRMD recently assisted the Office of Soviet Analysis,
DI, to record in TSCADS (Top Secret Control Automated Data System) the
transfer of over 1,200 Top Secret collateral documents to the Directorate
of Operations (DO). During the same period IRMD also made more than
2,300 entries to update Top Secret collateral document information in
TSCADS for the DO.
6.. The Chief, Document Accountability Section (DAS), IRMD, was
notified that two NATO documents charged to the Office of Soviet Analysis
were unaccounted for. After discussions with the Chief, Special Security
Center, Office of Security (OS), Chief, DAS forwarded the identifying
data describing the two documents to OS for further investigation. In a
separate action, Chief, DAS submitted a revised CIA NATO Subregistry
signature list to the Department of Defense Central United States
Registry identfying the Agency personnel designated to sign for NATO
documents.
7. OIS representatives attended a briefing by the Palantir Corpora-
tion on the Compound Document Processor (CDP), a new machine that
simplifies the document scanning process. It is called "compound"
because it reads text using optical character recognition and also
digitizes picture images on the same page using techniques similar to a
facsimile machine. The system has great potential for the Officially
Released Information System (ORIS).
8. The Classification Review Division (CRD) is assisting the DO in
reviewing records held by the Department of Justice involving a case
against two FBI agents convicted in the 1970s for violating the civil
rights of a number of "Weathermen" and their associates (U.S. vs.
Felt-Miller). The reviewers have completed 118 boxes of the total of
162. Most of the material of concern to the Agency involves intelligence
sources and liaison. (For background, please see paragraph 3 of the 26
June 1986 OIS weekly report.)
9. The backlog of initial FOIA requests was reduced this week to
1311. This compares with a backlog of 2208 this time last year and 3092
twn years aao. Among the recent requests was one from
ADNIMISTRATIVE - INTERNAL USE ONLY
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 STAT
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ADMINISTRATIVE-INTERNAL USE ONLY
16 July 1986
MEMORANDUM FOR: Deputy Director for Administration
Chief, Information and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (9 - 15 July 1986)
1.
The Week in Review 9
- 15 July 1986
1986 Weekly Average
a.
New cases
60
60.9
b.
Cases closed
65
73.0
c.
New appeals logged
5
d.
Appeals closed
6
e.
Manpower (man-weeks)
70.6
2. Current Backlogs
a. Initial requests - 1311
b. Requests in administrative appeal - 200
c. Requests in litigation - 53
3. Spotlighted Requests
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ADMINISTRATIVE-INTERNAL USE ONLY
STAT
HGH/AEF:kasJ
(16 July 1986) (FINAL)
Distribution:
Or ig
1
Adse
DCI/DDCI/Executive Director
1
DCI History Staff
1
DDI
1
DDO
1
DDS&T
5
OIS
1
C/PAO
1
Comptroller
1
IG
1
OGC
1
OCA
1
OP
1
OL
STAT
1
C/IMS
1
DDO/IRS
STAT
25
DDO/IMS
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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14 July 1986
MEMORANDUM FOR: Director of Information Services
FROM: Chief, Classification Review Division
SUBJECT: CRD Weekly Report, 8 July - 14 July 1986
1. CRD continues to provide three reviewers on a part-time basis to
assist the DO in review of the casse files of the U.S. vs. Felt and Miller
which are held at the Department of Justice. DO/IMS provides two
reviewers also on a part time basis. The group has now completed the review
of 118 boxes of the 162 box project. The amount of CIA material identified
has increased in the later boxes reviewed and the sensitive information
generally concerns intelligence sources and foreign liasion.l
2.I Chief of the Referrals Branch, has been reassigned to
the Information and Privacy Division (IPD). Jim's long experience in
classification review will be missed in CRD but should be an asset to him in
working for IPD.
STAT
STAT
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15 July 1986
Chief, Information Resources
Management Division
SUBJECT: IRMD Weekly Report (9 - 15 July 1986)
1. WOR K jN--FROGR S,5
a. Olf --ce, TAOrmatipn?Hardl j-SprveyA. OIS
annuitant, continues his work in establishing a records program for
He has been briefed by
various elements of the SCS, given a tour of NSA, and has completed
scheduling a records inventory which begins on 16 July.
The final survey report on the Office of
Communications (OC) information management program was forwarded to
OC on 2 July. The survey contained 27 recommendations designed to
improve the handling, storage, and retrieval of information in OC.
The Chief of Operations/OC has already expressed OC's general
agreement with the study's recommendations and OC's intent to
implement them.
b. Top, k9eprgt. Qoj1,1ata,ra1- Do. cj ptg. I lof the
Document Accountability Section (DAS) provided assistance to the
SOVA Top Secret Control Officer (TSCO) in recording the transfer of
over 1,200 Top Secret collateral documents to the Directorate for
Operations (DO). (DAS) continues to verify and
update DO document control information in TSCADS. Working from
information provided by the DO, DAS has entered more than 2,300
updates to the DO document information in TSCADS.
TSCADS intormation
su
continued to assist DI/OSWR TSCO in recording
on retired documents located by annuitants.
mmer employee, continued to review Form 26s
(Control and Cover Sheet for Top Secret Document) recalled from the
Records Center for filing with DAS holdings.
c. Appu~tant Act'v~ty. OIS
annuitant, will assist DI/SOVA/TSCO in inventorying SOVA collateral
Top Secret documents. The inventory is scheduled to begin on
14 July and continue through 17 July.
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2. SG_~~T_YE?'/ACT~V~
a. T P515- co t Na-tiprialArphly s- a d
Rec Xds-.Admip stxatjo . The thirteenth and fourteenth increment of
OSS records was transferred to the National Archives and Records
Administration (NARA) on 8 July 1986. This series includes
information concerning the countries of Japan, Formosa, China,
Borneo, France and Morocco that was obtained by the New York Office
of the Survey of Foreign Experts. To date, the Agency has
transferred a total of 1,872 cubic feet of OSS records to NARA.
b. A meeting was held between
representatives of the National Archives and Records Administration
(NARA) and OIS on 9 July 1986. Attendees included
Mr. Jerry Nashorn and Colonel Ray Tagge of NARA, Chief/IRMD, Deputy
Chief/IRMD, OIS/Legal Advisor, Chief/Information Management Branch,
and Chief/IMB/Records Management Section. The meeting was
requested by NARA to resolve some issues that have surfaced during
their review of the DDS&T Records Control Schedule. The major
issue discussed concerned NARA's request for the "full text" SECRET
copy of the schedule. NARA felt they needed more information than
was provided on the Form 115 which is a CONFIDENTIAL version of the
schedule and contains only titles of files with an abbreviated
description of the subject matter.
The meeting was opened byl IC/IRMD, who explained
that because of the requirement to protect sources and methods we
could not give NARA the full text version of our schedules. Our
dealings with Colonel Tagge, the approved NARA appraiser, have
developed into a most cordial and professional working
relationship. Chief/IRMD stated that we have been very forthcoming
in providing Colonel Tagge with all the information needed to make
complete and comprehensive appraisals, which includes a review of
the full text records schedules and actual inspection of records
holdings. Therefore, we saw no need to change the current
procedures. It was agreed at the meeting that, when possible, we
would provide more descriptive data on file categories on a
casy-by-case basis.
c . o t ' c t Qffipg- I tip .
The third Information Security Oversight Office (ISOO) FY 86
inspection of Agency classification management and information
security practices took place in the O/DCI Area on 9 July 1986.
The ISOO inspector, accompanied by Agency Security
Classification Officer, visited the ice o' Congressional Affairs
and the Executive Registry. Both offices were well prepared for
the inspection and provided comprehensive briefings on their
respective classification management and information security
procedures. A representative sampling of the types of documents
2
CONFIDENTIAL
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originated by each office was provided for the inspector's review.
Unable to identify any deficiencies in OCA's and ER's information
security practices, ISOO found both offices to be in compliance
with EO 12356 classification guidelines. IS00's inspection of the
Directorate of Science and Technology (DS&T) and the Directorate
for Administration (DA), in August and September respectively, will
complete ISOO's FY 86 inspection cycle.
d. Dpcu~ent.~pto Efforts by the CIA NATO Subregistry
to locate two lost NATO documents were unsuccessful. The documents
are charged to Office of Society Analysis (SOYA), Directorate for
Intelligence (DI). By memorandum, the CIA NATO Subregistry advised
the Chief, Document Accountability Section, Classification
Management Branch/IRMD, of the loss and provided identifying data
concerning the two documents. After discussing the situation with
the Chief, Special Security Center, Office of Security (OS), the
identifying data describing the two documents was sent to OS for
use in an OS investigation.
Chief, DAS/CMB, submitted a revised
CIA NATO Subregistry signature list to the Department of Defense
(DoD) Central United States Registry identifying Agency personnel
designated to sign for NATO documents.
The Directorate for Intelligence (DI), Office of
Current Production and Analytic Support (CPAS), is to be commended
for reducing their current Top Secret records holdings by
approximately one-fourth during 1986. The annual inventory of
collateral Top Secret documents is a contributing factor to an
Agency-wide trend towards reducing the number of collateral Top
Secret documents held in Agency offices.
Chief Infor Technoljogy Branch (ITB);
and ITB; Chief, Information
Privacy Division; and Planning Staff, attended a
briefing on the Compound Document Processor (CDP) by Palantir on
8 July. This machine is among the first of a new generation of
intelligent machines that simplifies the document scanning
process. It is called compound because it scans text as optical
character recognition systems do and digitizes images on the same
page using techniques similar to those of facsimile machines. In
other words, documents can be stored both as a "snapshot" or in
ASCII (machine readable) code that can be understood and
manipulated by a host computer. This system has great potential
for the Officially Released Information System (ORIS). All
released documents could be scanned into the system. The computer
3
CONFIDENTIAL
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could do more than simply reprint the documents in ORIS. It also
could search through all the documents for keywords on a particular
topic without these keywords having been initially inputted into
the system.
Chief/ITB, and other ITB personnel
continue to visit various vendors throughout the metropolitan area
to receive briefings on state-of-the-art information handling
systems which may enhance or may be considered for replacement
systems for current OIS data bases.
S_ Center.- Acct yet, _S. On 9 July,
OD&E, requested that the A&RC be reopened at
for a history that he is writing.
Records Center Branch, requested t
OD&E/RMO, verify the urgency o
bus i y the overtime involved (two hours).
f/Archives and
upervisor and
request and
Records Center personnel performed the following
activities during the week:
Accessions:
References:
Special Run:
3. S91if U EA 91 NG;;
Made 33 additions, 195 changes, and
2 deletions.
Jobs received/edited: 23.
Jobs keyed: 14 consisting of
1,421 entries.
Jobs completed: 14.
Received 13 jobs totaling
102 cubic feet.
Serviced 1,524 requests for
records.
One to CPAS requiring 3 hours of
overtime.
a. Information Services Branch, will meet
with the Chier, unauthorized Disclosure Analysis Center, to present
a file plan he has developed specifically for the Center.
b. ITB members will be attending the Government
COMPUTEREXPO held at the Sheraton Hotel, 15-17 July. Exhibits will
include hardware, software, supplies, and services.
4
CONFIDENTIAL
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25X1 DDA/OIS/IRMDJ
msc 15 July 1986
Distribution:
Original & 5 - Addressee
1 - IRMD Subject: IRMD Weekly Report w/att
1 - IRMD Chrono
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15 July 1986
Chief, Regulatory Policy Division, OIS
SUBJECT: Regulatory Policy Division Activities
9 - 15 July 1986
1. RPD is currently processing 122 Jobs, down slightly from last weeks
total of 123.
2. I has been forwarded
for concurrence and/or comments to some forty recipients Agency-wide.
3. A priority Headquarters Notice is in process to announce the
4. Two priority Employee Bulletins, with short deadlines and constantly
changing effective dates, were processed this week to advise employees of the
impending traffic and parking changes on the Headquarters Compound. More
bulletins are expected in the coming months as various phases of construction
on the new Headquarters building are completed.
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