OIS WEEKLY REPORT (1 - 7 MAY 1986)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300540016-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 18
• Document Creation Date: December 27, 2016
• Document Release Date: July 12, 2011
• Sequence Number: 16
• Publication Date: May 8, 1986
• Content Type: MEMO

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8 May 1986
MEMORANDUM FOR: Deputy Director for Administration
ire mation Services
SUBJECT: OIS Weekly Report (1 - 7 May 1986)
1. The Classification Review Division (CRD), in carrying out its
responsibilities under the Historical Review Program, is providing
assistance to the continuing search for unaccounted for Top Secret
collateral documents. Whenever CRD reviewers encounter such documents
in their historical review, they fill in or provide control sheets as
needed and notify TSCADS with the appropriate information.
2. OIS annuitants in the Information Resources Management Division
(IRMD) continued their search for unaccounted for Top Secret (TS)
collateral documents among records retired to the Agency Archives and
Records Center. This week they focused on records of the Offices of
Development and Engineering and Scientific and Weapons Research.
Moreover, an OIS annuitant and two DO representatives have completed a
review of 257 cubic feet of DO records likewise on deposit at the
Center. DO officers also continued their search for unaccounted for TS
documents in the office areas of the Near East Division. They have
identified 59 TS documents, 53 of which are charged to the division and
six require followup research.
3. Representatives from the Regulatory Policy Division (RPD)
attended a meeting of the "Editors' Forum" sponsored by the Office of
Training and Education (OTE). Dr. Thomas Murawski, an OTE consultant,
spoke on his experiences in revising correspondence manuals for the Navy,
Marine Corps, and Coast Guard. He emphasized the importance of senior
level support for developing a single style manual governing the format
for all Agency publications.
4. Chief, IRMD chaired the monthly meeting of directorate Records
Agency, on his records program, problems, and plans for the future. The
participants also discussed approval and implementation of Agency records
control schedules, training for Records Management Officers, procedures
for implementing TRIS, the impending storage crisis at the Agency
Archives and Records Center, and the scheduling of machine-readable
records.
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5. The Agency Security Classification Officer, assigned to IRMD,
prepared a memorandum for signature by the Director of Information
Services to the Deputy Director for Administration providing background
on the Information Security Oversight Office (ISOO). Its purpose was to
put into perspective a recent news article that quoted the Director of
ISOO and commented on the Agency's FY 85 increase in classification
decisions. The memorandum also provided comments on ISOO's Annual Report
to the President and discussed the Agency's relationship with ISOO.
6. The Agency Security Classification Officer met with the course
director of the Office of Training and Education's Field Administration
Course to discuss the the inclusion of classification training. The
course lasts four weeks, is usually preparatory to an overseas
assignment, and is presented several times each year. After a discussion
of Agency classification procedures and regulations concerning their
application, specific areas were identified as being particularly
pertinent to the aims of the course. It was agreed that the Field
Administration Course is an appropriate vehicle for classification
training and OIS will provide instructional aids for use in an upcoming
running.
7. The Agency Forms Manager, assigned to IRMD, attended the Business
Forms Management Association's 17th Annual International Conference in
Louisville, Kentucky. The forms workshops, roundtable sessions, and
tours were all structured to enhance the participants' knowledge of forms
management. The training sessions were useful and conversations with
other forms officers informative. Two IRMD representatives attended a
meeting hosted by the Maryland Chapter of the Association of Records
Managers and Administrators (ARMA) on emergency preparedness and
reconstruction planning. The principal speaker emphasized the value of a
workable vital records program for recovering records following a
disaster.
8. Representatives from the Information Control Branch, IRMD, will
meet with the Chief, Information Management and Support Staff, Office of
Logistics, to discuss the information management survey of that Office
scheduled to begin 14 May. A memorandum was prepared for signature by
the Director of Information Services to the Director of Logistics
informing him of the survey and describing some of the areas that will be
covered. A draft report on the information management survey conducted
in the Office of Communications (OC) was sent to the Director of
Communications. A followup meeting will be held with OC managers to
discuss the findings and recommendations.
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11. The Chief, Information Technology Branch, IRMD, and other OIS
representatives attended a briefing on the Air and Space Museum's optical
disk system. There is considerable interest in the scanner the museum
uses to input documents because it might have application for an enhanced
DECAL system re-designed as part of ORIS. Several IRMD representatives
also attended a briefing on Kodak's Image Management System. This
system, which transmits information stored on microfilm via its local
area network, also might have application for DECAL.
~~//~
12. The backlog of initial FOIA requests was reduced another 2( T
cases this week and now stands at 1425. The number of requests in
administrative appeal is 207 Among the new requests is one from an
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7 May 1986
MEMORANDUM FOR: Deputy Director for Administration
Chief, Information an Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (30 April - 6 May 1986)
1.
The Week in Review 30 April - 6 May 1986
1986 Weekly Average
a.
New cases
75
61.4
b.
Cases closed
79
73.4
c.
New appeals logged
3
3.7
d.
Appeals closed
2
2.6
e.
Manpower (man-weeks)
77.5
103.0
2. Current Backlogs
a. Initial requests - 1425
b. Requests in administrative appeal - 207
c. Requests in litigation - 57
Spotlighted Requests
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 STAT
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Spotlighted Responses
5. Special Items of Interest
a. The Department of Justice Office of Information Policy
has been promoting an extensive set of amendments to the FOIA
which would provide some limited relief to the FBI but impose
significant and unacceptable administrative burdens on the other
agencies. After learning that this bill was nearing final OMB
approval, IPD and OIS/LA have taken the lead in coordinating and
raising Agency objections to the sections of the bill which
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would adversely affect our interests and the progress made to
date in reducing the backlog and improving the median response
time--progress promised to Congress in order to secure the
passage of the CIA Information Act of 1984. Inter-agency
meetings on the subject have been held on 28 March by DOJ and on
7 April by the Department of Defense General Counsel.
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IPD/FBR:sh~ (7 May 1986) (FINAL)
Distribution:
Orig - Adse
1 - 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
1 - C/IMS
1 - DDO/IRU
25 - DDO/IMS
1 - DDI/IRO
1 - DDA/IRO
1 - IC/IRO
1 - OTE/MAT
1 - OIS/LA
1 - IRG/OS
1 - IPD Subject
1 - IPD Chrono
1 - IPD Reading Board
1 - HGH
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UNCLASSIFIED
6 May 1986
MEMORANDUM FOR: Director of Information Services
FROM: Chief, Classification Review Division
SUBJECT: CRD Weekly Report, 30 April - 6 May 1986
1. As a bonus to the CIA Historical Review Program, CRD is locating
collateral TOP SECRET documents for accounting in TSCADS. In the review of
O/DCI documents of 1945-55, CRD has encountered such documents with and
without control green sheets. They have been added when missing and filled in
appropriately. if the document is declassified or downgraded the completed
cover sheet is forwarded to IRMD1 if the document is held at the TOP SECRET
level IRMD is notified of its existence and location.
2. The difficulties in mandatory review and the value of having them
processed through a single office has been highlighted by four recent
Eisenhower Library requests. These pertained to 21 (OCB) Operations
Coordinating Board papers compiled in 1955 and 1956. They included two basic
studies that would ultimately be merged into a single report on each of four
countries. Due to interagency coordination, multiple drafts were produced
over a period of about eight months which ranged from identical versions to
others with major changes in wording and/or organization. In order to be
consistent in our review it was necessary to keep detailed notes and carefully
compare the various drafts. Then the simlarities or differences were
highlighted to make coordinating reviewers aware of the problem and identify
for them where changes would have to be made to maintain consistency in CIA
actions. There could be many more of these requests because similar studies
were compiled on a total of 18 countries.
UNCLASSIFIED
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6 May 1986
MEMORANDUM FOR: Director of Information Services
Management Division
Chief, Information Resources
SUBJECT: IRMD Weekly Report (30 April - 6 May 1986)
1. WORK IN PROGRESS
a. Machine-Readable Records. and
tion Management branch, met wi
Records Management Officer for the Office of
Finance, and programmers from the Office of Information Technology
(OTT) responsible for maintenance and operation of the OF
also met with Records
Management Officer for the Office of Communications, iscuss the
scheduling of machine-readable systems within OC. They reviewed a
list of OC computer systems provided by the office's ADP Control
Officer to begin the systematic scheduling of these systems.
was requested to verify the accuracy of the list,
acquire a brief description of each system, identify the
responsible component, and provide a telephone number for a
point-of-contact for each system. The drafting of items for a
records control schedule will begin once this information has been
provided.
b. TS Documents. OIS annuitants continued their search
for Top Secret collateral documents in component holdings at the
Agency Archives and Records Center. Their efforts focused on
records for the Offices of Development and Engineering and
Scientific and Weapons Research. A total of 39 retirement jobs
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were searched and six TS documents were found whose ownership could
not be readily determined. In addition, another
OIS annuitant, and two DO representatives completed a review of
257 cubic feet of records belonging to the DO's Evaluation and
Plans Staff. They found several hundred TS collateral documents
whose status must be researched by members of the Document
Accountability Section. Followup research by on some
of the documents found in the EPS holdings showed that of 169
documents processed had been downgraded.
DO officers continued their search for unaccounted for
TS documents in the office areas of the Near East Division. Their
efforts have identified 59 TS documents, 53 of which were charged
to the division and six which required followup research.
2. SIGNIFICANT EVENTSJACTIVITIES
a. Records Management Officer Meetings. Chief, IRMD, all
IRMD branch chiefs, and several IRMD information management
officers attended the monthly meeting of the Directorate RMOs on
2 May 1986. The meeting featured a presentation by
the Records Manager and Archivist for the National Security Agency,
on his records program, problems, and plans for the future.
program focuses on archival activity--the preservation,
restoration. and indexing of material that comes into his
possession after 30 years. The meeting also discussed a number of
records management issues:
-- Records Control Schedules: NARA has approved most of the
schedules and is actively working on the remaining ones.
Implementation of the schedules will require RMOs to tie
component filing systems to schedule items.
RMO Training: Dedicated courses will be offered to Agency
RMOs on micrographics in May and on records disposition in
August 1986.
TRIS: is visiting components to answer
questions about the system and to provide information on
procedures.
RMO Conference: The RMO conference will be held on 30 and
31 October 1986 Suggestions were solicited for
the agenda. (C)
Records Center Storage: Available storage space at the
Agency Archives and Records Center is down to 17,000 cubic
feet. The Directorate RMOs were asked to work with
component RMOs in having them review records that are due
for destruction. A significant amount of space could be
made available if this material is destoryed.
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Security Classification: The recent survey of
classification decisions showed fewer overall decisions
than was evidenced in our sampling in 1985. A second
sampling will be taken in FY 86 to ensure the reliability
of our findings. (See item b.)
Machine-Readable Records: Work on scheduling computer
records systems is underway in all DA components. Some
recent guidance from NARA will make the process somewhat
less complicated.
Records Management Officer for OIS,
attended a meeting of the DA Records Management Officers chaired by
Directorate RMO. the RMO for the
Office of Finance, hosted the meeting and began the session by
presenting an overview of his responsibilities and the OF records
management programs. continued the meeting with a
discussion of the signs icance of the increase in DA records
holdings in FY 1985. RMOs were asked to identify which categories
of records increased in their areas in FY 85 and to provide an
explanation for the increases. RMOs were also asked to estimate
future increases or decreases in their holdings. The
implementation of the newly approved DA records control schedules
and the identification review of files responsive to the Privacy
Act were also discussed.
b. Security Classification. Agency Security
Classification Officer, presented the results ot he recent survey
of Agency classification decisions to the Directorate Records
Management Officers on 2 May 1986. She noted that the sampling
taken during the week of 17-21 March showed a significant decrease
in the number of classification decisions compared to the decisions
counted during a survey in FY 85. She reminded the RMOs that this
is the first of two samplings to be taken during FY 86; the second
is scheduled for September. An analysis of the two samplings will
be the basis for the Agency's annual report to the Information
Security Oversight Office on the number of classification decisions
made in the Agency in FY 86. The Agency-wide need for
classification training and guidance was also discussed. The RMO
for the Directorate of Operations and the DCI requested that
provide classification training to the RMOs in their
respective Directorates.
also prepared a memorandum for the Director
of Information Services to the Deputy Director for Administration
providing background information on the Information Security
Oversight Office (ISOO). The memo attempted to put into
perspective a recent news article which quoted the Director of ISOO
and commented on the Agency's FY 85 increase in classification
decisions. The memo also provided comments on ISOO's Annual Report
to the President and discussed the nature of the Agency's
relationship with ISOO.
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met with the course director for the Office
and Training and Education's Field Administration Course to discuss
the possibility of including classification training in the
program. The course lasts for four weeks, is usually preparatory
to an overseas assignment, and is presented several times each
year. After a discussion of general Agency classification
procedures and regulations concerning their application, specific
areas were identified as being particularly pertinent to the aims
of the course. The course director agreed that the Field
Administration Course is an appropriate vehicle for classification
training and requested the assistance of OIS in obtaining
instructional aids for use in the upcoming FAC. will
provide this material, so that it can be included in an upcoming
running.
c. Training. (Agency Forms manager, attended
the Business Forms Management Association's (BFMA) 17th Annual
International Conference in Louisville, Kentucky, 27 April -
1 May 1986. The forms workshops, roundtable sessions, and tours
were all structured to enhance the participants' knowledge of forms
management. found the training session useful and also
found the conversations with other forms officers to be informative.
Chief, Information Management Branch, and
IMB, atten ed a meeting hosted by the Maryland Chapter
of the Association of Records Managers and Administrators (ARMA) on
emergency preparedness and reconstruction planning. The speaker
covered the value of having a vital records plan to recover
records, so organizations can quickly resume "business as usual"
following a disaster. The session was informative and well
presented and provided some new insights into procedures and
methods for maintaining a vital records program.
Information Management Surveys. Messrs. and
Information Control Branch, will meet with
Chief, Information Management and Support Staff, Office of
Logistics, to discuss the survey of that office's information
management program. The survey is scheduled to begin on 14 May. A
memorandum was prepared for the Director of Office of Information
Services to send to the Director of Logistics informing him of the
proposed start date for the survey and describing some of the areas
that will be reviewed.
A draft copy of the information management report on
the Office of Communications was sent to the Director of
Communications. A followup meeting will be held with OC managers
to discuss the findings and recommendations and how the report
should be implemented.
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e. Information Services Centers (ISC):
Ames Buildin ISC. Chief, ISC Ames
Building ISC, and Deputy Chief, met with
representatives of the OMS element on the first floor of the Ames
Building, and of the Insurance Operations Division, Office of
Personnel, to discuss services provided by the Ames Building ISC
and to determine if there were any problems with these services.
Both components expressed appreciation for the support Provided by
the ISC and gratitude for the courtesy call by and
The visits are part of an effort by to meet
with a enants of the Ames Building to ensure that ey are
receiving the required level of support and to respond to questions.
In keeping with the objective of havin Center
personnel able to perform all ISC functions, has
instituted a program of cross-training. During the month of May,
who has been working in the Data Access portion of the
ISC, will change places with who has been working in
registry operations. Over time the training will enable the
personnel to be interchanged and the Chief of ISC to shift
personnel to meet workload requirements. The training will also
enable to provide backup for the DAC operation when one of
the regular members of the staff there is on leave or in training.
a new employee, has been assigned to
the ISC for training. is OIS' first candidate from the
DA Upward Mobility Program. will ensure that she receives
the necessary formal and on-the-job training to prepare her for her
first assignment to a registry.
A Delta Data terminal was
installed in the C to enhance document
control. It will enable I personne to record information on
controlled documents into the TRIS system rather than manually on
cards. is attempting to have the Office of Technical
Services provide another terminal for the Center, so logging for
more than one componen can take place simultaneously. In
addition, Chief, IRMD, ICB, met
with OL, to finalize pans or a in tion of
systems furniture to be installed in the Center.
ISC, indicated that heavy use has been made o the I s Copy
Center during the past week. The part-time employee assigned to
the ISC to provide copying services for the tenants of
Building has been occupied duplicating Personal History Statements
and other documents related to personnel recruitment for the Office
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of Communications. This activity limited his ability to carry out
normal copying work in support of the operations of the Offices of
Communications and Logistics. Because of this situation,
has had to limit the amount of time she could devote to the copying
of the recruitment material. The remainder of the copying to
support the recruitment effort will be done on an overtime basis.
The two Xerox 1075 copiers that were installed in the
ISC have provided excellent service with the minimum o downtime
despite heavy usage. Since their installation in August 1985, one
machine has produced 1,000,000 copies and the other one 800,000.
f. Records Mana ement Support. Chief,
Information Control Branch, an OIS annuitant, and
RMO for the Office of SIGINT Operations met with
officials of to discuss the
establishment of a records management program in the office.
Executive Officer, Office of SIGINT Operations, had
requested that OIS send someone to the facility because of a
records problem that had been developing there. Some surveys of
the office had been conducted earlier, calling for the
establishment of a records program, but that recommendation had not
been implemented. OIS offered part-time services of
to set up a records program under the guidance of the
Information Control Branch and with some limited assistance from
ould like to have a full-time RMO assigned
and will make an o icial request to OIS. Close coordination with
and dispose o recor s.
will be required to schedule, manage,
g. Records Center. Records Center personnel performed the
following activities during the week:
RAMS:
ARCINS:
Made 11 additions and 5 deletions.
Jobs received/edited: 11.
Jobs keyed: 30 consisting of
4,268 entries.
Jobs completed: 27.
Accessions: Received 19 jobs totaling
257 cubic feet.
References: Services 3,337 requests
for records.
Three OP careerists, attending the
OP Conference visited
A&RC during their lunch hour on
29 April and asked for a quick
tour. They were provided a tour
and invited back to spend more
time at the Center. (C)
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3. SCHEDULED EVENTS
Chief, ICB, will meet with a representative
of the Management Staff, P&PD, at the Information Services
Center on 7 May to discuss the
possibility of establishing a copy center at the facility.
Chief, Ames Building ISC
will meet with Chief, Administrative Staff, Office of
Global Issues, on 8 May to brief him on the ISC activities, discuss
support provided to OGI elements in Ames Building, and to determine
the adequacy of this support.
Chief, Information Technology Branch, ITB
OIS Planning Officer, will attend a brie ring on
and Space Museum on its optical disk system. ITB personnel are
interested in the system's scanner that the museum is using to
input documents into its system. The scanner might have
application for an enhanced DECAL system which may be re-designed
as part of the ORIS program. Likewise,
attended a briefing on 6 May
concerning Kodak's Image Management System (KIMS). This system
transmits information stored on microfilm throughout an office, or
between distant offices via its local area network and also might
have application to DECAL.
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6 May 1986
MEMORANDUM FOR: Director of Information Services
Chief, Regulatory Policy Division, OIS
SUBJECT: Regulatory Policy Division Activities -
29 April - 6 May 1986
1. RPD is currently processing 111 jobs, up slightly from last weeks
total of 109. (U)
fourteen new issuances received by RPD this week, several
4. attended a meeting of the
"Editors' Forum" sponsored by the face of Training and Education, OTE.
The topic of the meeting was "One Style Manual for All CIA" and included
a guest speaker presentation by an OTE writing
consultant. spoke on his experiences in revising
correspondence manuals tor the Navy, the Marine Corps, and the Coast
Guard, and emphasized the importance of senior level support for
developing a style manual that would govern the format for all Agency
publications. It was generally agreed that an Agency-wide style manual
is needed and probably should be based on the current DI style manual.
oth agreed to serve on various committees
that would explore the possibility of producing such a manual.
DOWNGRADED TO A-IUO WHEN
SEPARATED FROM ATTACHMENT
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